docalpha Monitoring Station

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2 ARTSYL DOCALPHA MONITORING STATION MANUAL 1. docalpha Architecture Overview Monitoring Station Overview What's New in docalpha Monitoring Station Working with Monitoring Station Starting the Monitoring Station Monitoring docalpha Stations Monitoring docalpha Batches Auditing Batch History Assigning Jobs Upgrading Batches Configuration and Filtering of the Batches Panel Monitoring docalpha Users Working with Workflow and System Reports Working with User Reports (need more) Monitoring Station Options Monitoring Station Help Panel

3 1. docalpha Architecture Overview Artsyl docalpha is a client-server distributed capture application capable of running on local and global networks. It contains server components and processing stations. Some processing stations can run as unattended Windows Services and so are also often deployed in the server room. The other stations are running in User Interface mode as Windows.NET Applications. Picture 1. docalpha Components Diagram 3

4 1.1 Monitoring Station Overview The production environment stations include Auto-Registration, Scanning, Recognition, Verification and Export Stations. The Monitoring Station is not a part of production workflow cycle but it can be used to monitor and impact the processing done on the production environment stations. The Monitoring Station provides detailed real-time information on the docalpha stations status, detailed batches processing information to reveal any potential bottle-necks in production workflows, as well as usersrelated information and reporting. The Monitoring stations architecture is Windows Application (.NET WPF Application). It can run on all docalpha-supported operation systems (MS Windows XP, Vista, Windows 7, Server 2003, Server 2008, each operation system listed supported for 32-bit and 64-bit platforms). Refer to the Installation Guide for the details of operation system versions and service packs required. All docalpha stations use Concurrent License model. If you log off the Monitoring Station on one machine, you can use the same license to start it on another machine. 2. What's New in docalpha Monitoring Station 4.5 Improved speed of data exchange with docalpha Server allowing for shorter refresh rates Completely updated user interface simplified, with more flexible display, search and filter options Automatic accumulation of system processing statistics data that can be summarized and provided as processing reports New Monitoring Station tab Users New report UserRights Report Automatic conversion of all reports to Microsoft Excel format Ability to create Custom Reports (open Custom Report API) Ability to create Custom Monitoring Station Plug-Ins (open Custom Plug-in architecture) Detailed connectivity troubleshooting with step-by-step audit Ability to start the station from the Single Sign-On Utility (docalpha Startup Panel) Ability to track the batches using Custom Parameters Columns New comfortable system of the workflows summary report tracking and the system tracking report. 4

5 3. Working with Monitoring Station docalphamonitoring Station main purpose is to provide current-state monitoring of stations, batches and users in docalpha system, reveal the bottle-necks in production processing, accumulate statistics and provide it in the form of reports upon request. The Monitoring Station offers the following seven tabs in its main user interface: Stations, Batches, Reports, Users, User Reports, Options and Help: 3.1. Starting the Monitoring Station To start the Monitoring Station, select Start All Programs Artsyl docalpha Artsyl docalpha Stations docalpha Monitoring Station from the Start menu or use the desktop product accelerator icon. As with any other station, the user will be required to enter the user name and password for authentication: 5

6 The alternative way is to start the Monitoring Station from the Single Sign-On Utility that allows signing up just once and then launch any station that the operator has credentials to start without having to re-enter the user name and password: by clicking on the Monitoring Station button. Note: The Single Sign-On Utility window (the docalpha Startup Panel) lists only the stations to which the operator has the credentials to log in. If the station that the operator needs to start does not show up on the panel, the operator is lacking the credentials to start it and needs to contact the Administrator of docalpha to get the proper credentials. The starting process includes detailed step-by-step audit process that provides detailed information for any possible connectivity, licensing and other issues that may prevent the operator from logging in successfully and starting up the station. If the login is unsuccessful, the step-by-step tracking table is shown which shows what steps were performed successfully and where the problem happened: 6

7 In the screenshot above, the login process went through the four steps successfully and failed on the step 5 checking the user login credentials. Below is the detailed explanation of each login step, listing the step name, explanation of what is done on that step, and what to do (troubleshooting steps) in case the login process fails at that step: Login Step Name Details of the Step Troubleshooting Get Network Data Server Connection Server License Check This step is responsible for getting network identity and detecting the gateway to connect to the server. This step checks if the main docalpha application server runs on the specified address and replies to the client requests This step checks that docalpha server itself has a valid license 1. Computer is disconnected from the network check the network connections. 2. There are two or more gateways on the computer (for example in case of VPN) choose the correct gateway option in the login screen. Check if docalpha Server Service in started and that firewall settings allows connection via the specified ports (the ports are 8008 and 5000). Check license options on docalpha server. If licensing was installed locally, check whether the license server service is in the online state. 7

8 SQL Server Check User Credentials Check Station Versions Check Get Stations Identity Acquire License Set Station Online This step checks that docalpha Application Server is connected properly to the SQL Server This step checks user credentials. This step checks that station has appropriate files version. This step checks station ID in database, or creates a new ID on the first station start This step checks for an available concurrent seat license Set station status to online. Check that the SQL Server services are running and that docalpha SQL connectivity options are correct. Check the user name and password. Check that the user has enough rights to start the station. Install the appropriate stations update or turn on the Auto- Updater option. Errors on this step mean a critical inconsistency in the internal database. Please contact Artsyl support to troubleshoot if this happens. Check online stations of Monitoringtype. The total number of simultaneouslyrunning stations cannot exceed the number of the Monitoring Stations in the license. If you need to increase the number of stations, please contact your Artsyl authorized reseller. Only critical connectivity errors can cause this step to fail. Please contact Artsyl support to troubleshoot your installation network configuration. After the authentication is passed successfully, the Monitoring Station main UI window is loaded. At this point the user can see real-time processing and status information on stations, batches and users of the system in the information panels of the station. 8

9 3.2. Monitoring docalpha Stations The monitoring of docalpha stations is done on the Stations tab of the Monitoring Station: The Stations tab provides the Station s Info real-time monitoring panel, which holds the following information about each station: Type of the station: Scan, Recognition, Verification and other station types. Status: provides information if the station is on-line or off-line. An on-line station consumes a concurrent license, so if the Monitoring Station operator believes that that station is idling and should not hold the license anymore, the operator can force-close the station from the Monitoring Station user interface and claim back the license to the available licenses pool on docalpha server. Last Activity: A time stamp (date and time) of the last station s activity. User: The user name of the operator (docalpha user name, which can also be a mapped user name from the Active Directory) that is logged in to that station at this moment. Note: if the station s status is Off-line, then there is no current user session with that station and so the User will be blank for such station. User IP: The IP address of the machine from which the user logged in to the station. Note: If the Stations Info panel is not visible when you browse to the Stations tab, it is most likely contracted to the minimized icon. To expand it to the full view, click on the Expand button. To minimize it to the contracted state, click on the Contract button. 9

10 The Stations tab provides the following capabilities through its Toolbar buttons: Refresh the list of stations: provides the refresh of all stations status immediately, instead of the interval based on the refresh time-out set in the stations Options. Disconnect the station: forces a log-off for the station. The station s session will be terminated and the license claimed back and returned to the pool of available licenses on the server. Note: if there is no station selected, this button will be disabled. To disconnect a station, select it in the list first, and then click on the Disconnect button. Delete the station: deletes the station registration from docalpha database. This operation should be used to clean up the list of stations that are no longer going to be used with docalpha system. Note: if the station is running (its status is shown as Online ), the station cannot be deleted. To delete a station, you need to stop it first Monitoring docalpha Batches The monitoring of docalpha batches (jobs) is done on the Batches tab of the Monitoring Station: The Batches tab provides the Info real-time monitoring panel which details the jobs processing parameters in a table layout and holds the following information about each batch: Batch ID: Sequential, unique batch number assigned by docalpha to the processed batches. Batch Status: The name of the queue or station where the batch is currently held. The following statuses are reported by the Monitoring Station for the batches: 10

11 o New: If the batch is just being created at the Scan or Auto-Registration Station, and is not yet copied to the server, the status is reflected as New. o Processing: If the batch is in processing in one of the stations, the station name is reflected here with Processing suffix, for example, Verification Processing. o Waiting: If the batch is currently in a queue on the server, waiting for the next available station to be sent to, then the status is marked with a Waiting suffix after the station name for which the batch is waiting, for example, Verification Waiting. o Exception: If the batch experienced an issue and could not pass the step in a workflow correctly, it is marked with Exception suffix following the station name where the exception happened, for example, Export Exception. o Postponed: If the batch is postponed by the operator and is in the Postponed batches queue on one of the operators stations, the status is reflected with the Postponed suffix after the station name. o Done: If the batch has finished the processing through all steps of the workflow, the status is reflected as Done, for example, Export Done. Workflow: the name of docalpha workflow under which the batch is processed. A batch is an instance of a workflow. It inherits all processing settings, profiles and rules from the workflow under which it is registered and processed. User: if the batch is now in Processing state with one of the operators, the name of the operator is reflected in this column. Group: if the batch is now in Processing state with the group of users (for example batch was assigned to the group), the group`s name will be displayed in the column. Batch Owner Station: the name (type) and the IP address of docalpha station where the batch is currently under processing. Last Station Change Time: the time stamp (date and time) when the batch was modified the last time. Next Station Type: the next station information based on the workflow diagram and the results of the last trigger. See the chapter Working with Triggers in docalpha Admin Guide for more information on triggers. Note: if the batch has finished the workflow diagram s last station processing, the Next Station Type will be set to Finish. Documents: the total number of documents in the batch. Pages: the total number of pages in the batch. Notes: processing notes from automatic services or operators. Note: the quantity and number of columns in the Batches view tab is flexible and configurable. It is possible to change the order of the columns by simple drag-&-drop. The Settings section of the user interface allows hiding or displaying the columns. Custom-defined parameters can also be shown or hidden based on the Settings configuration for this tab. 11

12 The Sorting Order is defined by clicking on the header of the column based on which the view should be sorted. If you click on the same header again, the sorting order reverses based on the same column. The Batches tab provides the following capabilities through its Toolbar buttons: Refresh the list of batches: provides the refresh of all batches status immediately, instead of the interval based on the refresh time-out set in the stations Options. Unblock batch: forcesan interruption of the batch processing and getting the batch back to the server in the last good known state. Select the batch first then click Unblock to interrupt its processing and send it back to the Waiting queue on the server. Delete batch: deletes the batch from docalpha database. Note: this is a permanent deletion; there is no un-do for this operation. Select the batch to delete then click Unblock to stop its processing if it is on the station now and click Delete to delete it. Return batch: returns a waiting batch to one of the previous steps in the workflow diagram. This button is used to re-process the batch through any of the previous steps. If the batch is not in waiting status but in processing you need to Unblock it first. Assign to operator: assign the job to a specific operator from the list or to a group of operators, from the list of all groups created by the Administrator. Choose the user or user group from the displayed lists that have authority to work with this type of batches. If the batch was assigned to a user before and now needs to be sent to the generic queue instead, select Any User at the top of the list of users. Select Any Group to send it to any of the user groups defined by the Administrator. Show batch history: displays the Batch Events report, an up-to-the-moment account of all operations with the batch, including information on who and when did each step. Upgrade Batch: allows changing workflow s version that the currently selected batch is using. Select the option Upgrade to last version or choose the version from the displayed list of all workflow s production versions to upgrade or downgrade batch. The batch will be upgraded or downgraded at the next station. Save to file: saves currently selected batch to a file on the hard drive. That file can then be transferred to another docalpha system. Select the destination folder or make a new one and click Ok. This option is the easiest way to report a specific batch-related issue or send a specific batch-related question to Artsyl 2 nd tier support team. Export batch original images: saves currently selected batch`s image files on the hard drive. This images can be used for the new batch creation, editing, providing as an example etc. Export all original images: saves all batch`s image files originals on the hard drive. This button is available only for admin and super users. The originals export works for all batches available at the monitoring station except the batches with Export Done status. 12

13 3.3.1 Auditing Batch History The Show batch history button provides a quick audit tool to determine who and when worked on the batch and what was the history of its processing. It displays a brief report of all steps done with the batch processing so far: Assigning Jobs The Assign to operator button allows assigning batches to users and user groups. To assign a job to a specific operator or a specific group of operators, select the batch in the list, and click Assign to Operator button. The Choose user or group window will show up. Switch to the desired option, Assign To User or Assign To Group, and then select the required user or user group from the list displayed in the Choose user or group window: 13

14 3.3.3 Upgrading Batches The Upgrade Batch button allows upgrading the batch to the most recent version, upgrading to a specific production version, or even downgrading to an older production version of the workflow. The Upgrade Batch opens Workflow List window where the Upgrade to workflow s last version option in by default selected and the list is disabled: Click the Ok button to upgrade the workflow to the most recent production version. If the upgrade should be performed to not the most recent production version but to any other version, even downgrading the version to an earlier production version, first uncheck the option Upgrade to workflow s last version. This enables the workflow s versions selection list. Select the desired upgrade or downgrade version from the list and click Ok: 14

15 3.4 Configuration and Filtering of the Batches Panel The Batches panel of the Monitoring Station has flexible configuration options that allow it to be tweaked to the desired view that includes more or less information, including pre-defined columns as well as columns showing user-defined batch properties and tracking parameters. To access the configuration options for the Batches panel, use the Settings panel of the Batches tab. By default it is in a contracted state: Click on the Expand button to expand it to the full view. To minimize it after you finish the configuration to claim back the room to see more batches in the Batches panel, click on the Contract button to bring it back to the contracted state. The Settings configuration and filtering options provide access to two main groups of settings, that are switched via the toggle button called Now shown. When Now shown is switched to the Batch Options, the user can configure the list of columns to display in the Batches panel, how many rows of most recent batches to display and which of the custom-defined parameters should be added as additional columns: Batch Top Records Shown: the maximum number of records to include in the Batch Panel. The station automatically selects the most recent batches that should be shown. The type of batches shown is defined based on the enforced filters. Refer to the Batch Filtering section below on how to set up and enforce batch filtering for the Batches panel. Columns: The list of pre-defined columns that can be displayed in the Batches panel view. Unselecting the checkmark next to the column removes it from the view; selecting it returns it to the view. Note: the order of the columns can be changed right inside the Batches panel itself by dragand-drop holding the column header. If the column needs to be used for batches sorting, click on its header right in the Batches panel; click again to reverse the sorting order. 15

16 Custom Parameters Columns: if some of the batches include custom registration parameters, they can be displayed in the Batches panel and used for tracking the batches. To do that, first select the Show Custom Parameters checkmark (it will read Yes instead of No once you do that) and then select the custom-defined tracking parameters to display in the Custom Parameters Columns list. When Now shown is toggle button is switched to the Batch Filters, the user can configure what kinds of batches should be included and not included into the Batches panel. The Batches panel then will display up to the maximum allowed number of most recent batches that comply to all filters enforced in the Batch Filters configuration tabs. The following filters are available for the batches: Batch ID:here you can click on the checkmark to select the specific batches to be displayed, even if they were done long ago and do not show up in the recent jobs at all. Select the checkmark next to each batch number that needs to be displayed and the Batches Info panel is updated to display only those batches: 16

17 Batch Status: see the batches only in a specific processing step(s). Select the statuses of the batches that you want to see here. For example, fully processed batches (status Export Done ) and bandnew jobs (still on the New Scanning step) may be turned off from displaying using this filter: Workflow: filter the batches to see only the batches of specific workflow types in the Batch Info panel. In the screenshot above, only three batch types will be displayed in the panel once this filter is enforced: 17

18 User: filter the batches so show only those that are processed now by the selected users. Batch Owner Station: filter the batches to see only those that are now at the specific stations (defined by their IP addresses and the station type launched there) that you want to monitor: Next Station Type: filter the batches based on the next step of their processing. This filter allows displaying just the batches that are waiting for the specific next step. The screenshot below shows how to see all batches waiting for Verification (either new ones or postponed for Verification) only: 18

19 3.5 Monitoring docalpha Users The Users panel of the Monitoring Station provides the tools to monitor the users of the system: The following information is displayed for each user: 19

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21 Name: the user name as set at the Administration Station Is Super User: a flag that shows if the user has full admin rights to all docalpha workflows and stations Is Disabled: a flag that shows if the user is temporarily disabled on the Administration Station. Has Password: shows if the user has non-empty passwords. Note: the passwords in the system are required by default and are managed at five levels of passwords security settings that are defined based on the security policy selected by the Administrator using the Admin Station. Refer to the Admin Guide for details on setting up the security levels, password requirements, assigning the passwords and the password policies. Is Initial Password: a flag that shows if the user has changed the password since the initial password was given by the administrator to him, or is he/she is still using the original password. Last Password Change: the data of the last change of the password by the user or by the administrator Is Active Dir: the flag that indicates that this user is logging in using the Active Directory authentication Note: if the user is just created and not shown in the list yet, you can either wait for the refresh period as defined in the Monitoring Station Options, or click on the Refresh button to see changes immediately. 3.6 Working with Workflow and System Reports The Reports panel of the Monitoring Station provides the tools to create and save reports. Two types of configurable processing reports are available out of the box with the product: Workflow Summary Report and System Status Report. The Workflow Summary Report has the following configuration parameters and controls: 21

22 Date From and Date To: The period of time for which the report is generated Workflows: the list of all production workflows. Select the ones that need to be included into the report and only the batches that belong to those workflows will be included into the report. Create Report: creates the report and allows storing it in the Microsoft Excel format (*.xlsx) to the hard drive. The report contains metrics on the volume processed, quality and performance for the selected workflow types: The Workflow Summary Report allows selecting the station types for which the report needs to be generated and then click on the Create Report button to generate the report and store it in the WPF Crystal Report Viewer: 22

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24 3.7 Working with User Reports (need more) The Users Custom Report panel of the Monitoring Station shows the custom-report created for the Monitoring Station that allows displaying and storing to Microsoft Excel format the list of users and their allowed workflow rights, action rights, or both. It s an example of report created with the Open Reporting API that is registered with the Monitoring Station and provides an additional reporting capabilities. To generate the report, select the type of details that need to be included (just the Workflow Rights, just the Action Rights, or both) and click on Save to Excel button to generate the *.xslx report file: 24

25 3.8 Monitoring Station Options The Options panel of the Monitoring Station allows setting the key station parameters such as refresh rate in seconds of how often it queries the docalpha SQL Database for the update on the status of all batches, stations and users, the idle time in minutes that allows saving resources by not doing the updates on idling Monitoring stations, allows to specify the desired date format and select the station user interface language. It also allows managing the registered custom plug-ins in the Plugins list: 25

26 The tab provides the following settings control: Refresh Interval: The interval in seconds that defines how often the Monitoring Station queries the docalpha SQL Database to get the update on the processing stations, batches and users. Idle Time: The interval in minutes that defines the cut-off point of inactivity of the Monitoring Station. When the station is inactive for the consequent time period defined in the Idle Time parameter, it stops the refreshing of its panels and stops querying the docalpha SQL Database for the updates. This allows minimizing the network traffic and the load on the Microsoft SQL Server Database engine that hosts the docalpha internal database for the idling Monitoring stations. Date Format: Select the date format that should be used for all Monitoring Station status and information panels as well as for all generated Reports. Interface Language:Shows the default UI language selected for all stations of docalpha by the administrator. However, it is possible to override the default UI language forthis particular station by checking the checkmark Interface Language and selecting the desired UI language from the drop- down list: 26

27 Plug-Ins: This section allows management of all registered docalpha Monitoring Station Plug-Ins. Note: Click on the Save button to enforce the changes in the options or on the Cancel button to discard them. 3.9 Monitoring Station Help Panel The Help panel of the Monitoring Station provides access to the station's help and support capabilities: Contents (F1): provides access to this help file. Open Log Folder: opens the directory that contains detailed log files for the Monitoring Station. Note that the detailed log files are compressed encrypted files; they would only become necessary if requested by the vendor support team. Open User Log: provides access to User Log Viewer utility that shows the most important events and issues in user-friendly text format arranged by the date and time of the event. 27

28 Open Configuration: allows viewing and editing of the Monitoring Station configuration XML file. Send Support Request: generates an addressed to the proper vendor support team and autoinserts as attachments the necessary configuration information, logs, etc. The operator can add additional comments and/or attachments to the and send it to the support. This provides a single-click issue reporting capability to the operator. About: provides detailed information about the station and all components and interfaces used. The About window contains "Copy to Clipboard" button that allows copying all the details to the clipboard in case they are needed for reporting, to be able to simply copy-paste all details: 28