Installation and setup. Version x8

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1 Installation and setup Version x8

2 Copyright The particulars and data contained herein may be altered without prior notice. The names and data used in the examples are fictitious, unless where otherwise stated. No part of this document may be reproduced or transmitted for any purposes whatsoever without the express written consent of CAS Software AG, irrespective of the manner or the means, electronic or mechanical, by which this occurs CAS Software AG. All rights reserved. CAS-Weg 1-5, Karlsruhe, Germany, All trademarks are the property of their respective owners. Disclaimer No guarantee can be made for the accuracy of the content. Notification of errors would be appreciated. September 2016

3 Installation and setup Contents Contents 1 Before you get started CAS genesisworld architecture Editions, modules and extensions Requirements and planning Possible configurations Multiple users in a network Requirements for hardware and software Hardware requirements Software requirements Database management systems Managing documents with CAS genesisworld Installation folders Distributing and updating CAS genesisworld Using the update service Installing the update service The configuration wizard Requirements and rights Example for the update service Installing software updates Distributed installation with update mechanism Requirements and rights Installation and software updates Switching to the update service Updating Desktop Clients on the remote desktop server Distributing MSI packages Installation sequence of MSI packages Installing a program with a MSI package Deinstalling CAS genesisworld via MSI Software updates via MSI Microsoft Outlook, Microsoft Word and Crystal Reports Software updates for partner solutions What information do users require? Installing CAS genesisworld Starting the installation What setup types are available? CAS genesisworld application server CAS genesisworld Client User-defined

4 Installation and setup Contents 4.3 Languages Selecting the target path Registering the application server Proxy settings Summary of settings Component services COM settings Finishing the installation I cannot activate the Application server Setting up the database Creating databases User information Licensing Accessing the database Document Archive Creating a database CAS genesisworld and mobile Apps Add-ins for Microsoft Outlook and Microsoft Word CAS Smart Add-on for CAS genesisworld Web Rights Key terms for rights settings Assigning rights as administrator User sensitivity: authorizing user rights Creating users and groups User and group rights to data record types Access rights through group membership Setting external access Administration rights Rights, filters and details User rights Owner rights: selecting participants for data records External access rights Owner rights and external access rights External access rights through group membership Delegating data records Shared calendar view Rights hierarchy Customizing CAS genesisworld Management Console: Procedures Database area Creating users and groups

5 Installation and setup Contents Data protection Activation Central defaults Navigators One navigator for many users view in the public navigator View formats Dashboard standards Search defaults Define system messages Little helpers for users Central settings Dossier settings Input assistance COM settings Links Settings for rules Creating rules Notifications and actions Special considerations integration server Other clients Logging on to the system settings in the Management Console Backing up data Backing up databases Backing up documents Backing up the portals Backing up s Data security Important tools Database Wizard Server Manager Passwords in CAS genesisworld Index

6 Installation and setup Before you get started 1 Before you get started If you have any comments or questions, please contact us: On the Internet Knowledge database you can find our most frequently asked questions. If you cannot find an answer to your question there, then please contact your partner for more assistance. Alternatively, you can click Support request in the Help menu in the Desktop Client or in the Management Console. You can then enter your question as well as any other necessary data to support your question, once completed this information is sent automatically to your support contact person. This manual explains basic knowledge. You can find additional information in the online help pages for CAS genesisworld to which links will refer. 1.1 CAS genesisworld architecture The diagram shows the typical architecture of a CAS genesisworld installation. CAS genesisworld is based on a client/server model and comprises several programs. 6

7 Installation and setup Before you get started To avoid ambiguity, in this manual computer will always refer to hardware and server to software. A database is created using a database system and offers services to access data. All data records for CAS genesisworld are stored in the database. You can use different database systems, for example, Microsoft SQL. The Document Archive is a folder which can be located on any computer and which stores files used by CAS genesisworld such as Microsoft Word documents, archived e- mails, graphic files, and more. The application server is the heart of CAS genesisworld. It carries out the user's actions such as searching for, saving or deleting data records. Only the application server has direct access to the database and the Document Archive. With the Management Console, the administrator creates users and groups, assigns access rights and carries out general management tasks for CAS genesisworld. Users work with one or possibly several clients which are displayed in the upper row of the figure above. Clients log on to the application server with a user name and a password. The application server verifies the credentials. What are the differences between the different clients? The various clients supports different operating systems, each client has a different focus for CRM (Customer Relationship Management) and customer care. With CAS genesisworld Desktop, users work with the Windows operating system. The program for the Desktop Client is usually installed on each user's computer. The client provides full support for all user functions. When working with CAS genesisworld Web, users work with a supported browser. The operating system does not mainly influence the way users work. This client can be good for people who work while on the move or from home. Many of the key functions of CAS genesisworld are supported, however, this does not yet include all of the CAS genesisworld Desktop functions. When working with Mobile Apps for CAS genesisworld, users work with the corresponding operating system and devices. Mobile Apps are available for iphone, ipad, Android and Windows. These clients all support mobile working and therefore also the key functions which are typically used in sales. Configuring CAS genesisworld Depending on your requirements, you can share the different CAS genesisworld elements between several computers and define your CAS genesisworld configuration. We recommend to plan this configuration before installing the program. 7

8 Installation and setup Before you get started The RPC service and the DCOM protocol (Distributed Component Object Model protocol) enable communications between the Desktop Clients and a CAS genesisworld application server. This also applies to the connection between the application server and Management Console. An ADO (ActiveX Data Objects) interface is used as an interface between the application server and the database. The communication between an application server and CAS genesisworld Web as well as the Mobile Apps for CAS genesisworld is enabled via a Web Service. You should ensure that the following components are always installed: a database system, an application server and at least one Desktop Client. 1.2 Editions, modules and extensions CAS genesisworld is available in different editions: for example, the Standard Edition includes the core functions for customer relationship and information management. Other editions offer a combination of modules that support specific company or industry requirements. Add-on modules for CAS genesisworld offer additional functionality depending on your needs, for example, the detecting and resolution of duplicates, the creation and management of receipts or order and project management. Mobile CRM solutions such as Mobile Apps for CAS genesisworld and CAS genesisworld Web are extensions. In this manual you will find information on the fundamental principles used in all editions. You will find more information on the functions of all editions and the majority of extensions in the online help documentation which you can access in each program by pressing the F1 button. We have user guides or, in some cases, specific online help pages available for our extensions, these help sources describe the respective functions and special features for both users and administrators. On the CAS genesisworld knowledge hub page, you find links to this documentation. The diagram illustrates CAS genesisworld's modular approach. In the middle you will see the Standard Edition. And depending on your company's or individual user requirements you can add one or more modules. The diagram does not show all the editions and modules, but does show what kind of configuration is typically used to get started. CAS genesisworld can swap data with other systems. This includes the integrations with the telephony system, Microsoft Outlook and Microsoft Word so that, for example, you can still compose letters using Microsoft Word. These documents are also managed in CAS genesisworld. For more information on required or released versions as well as known restrictions, see the latest release notes at CAS genesisworld knowledge hub. 8

9 Installation and setup Before you get started CAS genesisworld is available in different languages for which the corresponding language packages have to be installed. Please contact CAS Software AG for further information. CAS genesisworld includes a number of features that enable it to be deployed internationally. For more information, see the online help. For more information on the various editions and extensions contact your CAS genesisworld partner. 9

10 Installation and setup Requirements and planning 2 Requirements and planning This chapter describes the best possible configurations for CAS genesisworld and provides you with explanations that will help your decision making so that you can plan a configuration that best suits your needs. There are a number of ways of installing CAS genesisworld, distributing various clients and performing software updates, all of these factors have to be considered before the initial installation. Planning and installation both require administrator knowledge and administrator rights. 2.1 Possible configurations With a single-user installation all CAS genesisworld components are installed on the same computer. Select this option if you plan the following scenario: CAS genesisworld is to be installed on a laptop or desktop computer for home office use. You can use a test installation to try out CAS genesisworld this could be expanded to include several colleagues in your company. A multi-user operation is more complex. You will need to answer a number of questions before you can proceed with a multi-user installation: How do you want to distribute the database management system, application server(s) and desktop clients and on which computers? How intensively do you intend using CAS genesisworld - will you need more than one application server? If you are planning on using the notification and action service intensively, or add-ons such as for replication or for mobile clients then we recommend you set up and use a separate application server. Will your users be working with archive files such as Microsoft Word documents, Microsoft Excel tables, graphic files and so on? If so see the chapter on "CAS genesisworld architecture" on page 6. In such cases, we recommend setting up the Document Archive on a different computer to the database or application server. Are you going to be using a lot of storage or third-party systems which use a lot of processor load such as an server or enterprise resource management system? If so, will they be installed on the same computers as the CAS genesisworld application server? Are you working with Web portals? Then we recommend to set up a separate application server due to security reasons as the application server for Web portals is visible to outside networks. 10

11 Installation and setup Requirements and planning The answers to these questions depend very much upon the size of your company, the amount of data you work with and the required system performance. At this stage, we can only make recommendations. 2.2 Multiple users in a network You can install the database and application server on one computer or on more than one computer. It could well be possible that you will need more than one application server. The following benchmarks may help your decisions: If fewer than 50 users are going to be working with CAS genesisworld, then we recommend you install the database and application server on one computer. However, if these users are expected to use CAS genesisworld very intensively, then we recommend the following configuration. If more than 50 users are to work with the program, then you should ensure that the database and application server are installed on one separate computer each. For every additional 40 to 50 users install another application server on a separate computer. Please note that in the last two scenarios we take typical averages of usage as a baseline, for example, around 20% of users who are expected to use CAS genesisworld very intensively, with the rest of the users expected to use CAS genesisworld for approximately 10% of their working day. If you are planning on using replication functions or the notification and action service intensely then we recommend that you set up a separate application server. If using mobile CRM solutions and CAS genesisworld Web, then we recommend you use a separate application server on another computer for security reasons. Contrary to other application servers, this computer is visible to outside networks. If using multiple application servers we recommend you set up automatic load balancing. For more information see the online help for the Server Manager on page Load balancing tab. For more information on hardware infrastructure and configuration examples see the current system requirements at CAS genesisworld knowledge hub. Contact one of our CAS genesisworld partners if you want a CRM system tailored to the requirements of your company. For information about CAS genesisworld partners, partner solutions and partners in your area, go to our website at CAS CRM. 11

12 Installation and setup Requirements and planning 2.3 Requirements for hardware and software At this stage and without explicit knowledge of operation characteristics, it is difficult to specify any binding information with regard to usage requirements. The following sections outline the minimum requirements for a standard teamworks installation. Special system requirements usually demand more stringent requirements, for example, when using Remote Desktop Servers (terminal servers) Hardware requirements The following factors will influence your hardware choice for CAS genesisworld: What is the extent of the data in your company, that is the number of saved addresses, appointments, tasks and documents and so on? How many users will be working with CAS genesisworld? How intensively do you expect to work with CAS genesisworld? As a rule, you can use today's standard average computer with the latest operating system. For more information, see "Database management systems" on page 13. You will find more regularly updated information in the system requirements document CAS genesisworld knowledge hub. CAS genesisworld application server The hard disk capacity you will require depends on the data load that you will be using, for example, the number of addresses, appointments, tasks and so on. The RAM's speed and size is important for the application server. We recommend that you do not run applications that take up a large amount of memory and processor capacity on the same computer as the CAS genesisworld application server is running on. Other applications such as servers and ERP software should be installed on different computers. Desktop Client If a number of users are working with CAS genesisworld, then we recommend that you install the Desktop Clients on each workstation that uses CAS genesisworld. Principally, the CAS genesisworld Desktop Client will run on all Windows operating systems as of Windows 7 both 32 and 64 bit. You will find more information on required and existing Service Packs as well as on known restrictions in the current release notes available to download from CAS genesisworld knowledge hub. 12

13 Installation and setup Requirements and planning The Microsoft browser is required by the Desktop Client for dashboard views. The online help opens in the default browser Software requirements We provide support for the latest operating system versions as well as their predecessors. Exceptions to this rule include, for example, new versions when they have just been released and any earlier versions which may still be in common use among our customers. The same applies to any third-party software being used in conjunctions with CAS genesisworld, especially, databases and office applications and so on. We do of course provide support for the both the current and previous version of our software. We offer support for these versions, fix errors and implement important requests. For more information about released operating systems, third-party software, required or released service packs as well as known restrictions, please look up our current release notes at CAS genesisworld knowledge hub. CAS genesisworld can only be installed on a released operating system. Your network must support TCP/IP. You will need Microsoft Internet Information Services (IIS) if you want to set up and run portals. For some operating systems, the Microsoft Internet Information Services are not installed as standard as my have to be installed. Microsoft does impose license restrictions with respect to how many users can access IIS at any one time. If several users wish to access the application server simultaneously, the correct application server, server versions for the Windows operating system have to be used. The operating system of the CAS genesisworld application server must be configured as an "application server". All the same software requirements also apply to laptop installations. The only exception in the case of laptops being that the server version for a Window operating system is not required. Make sure you always download the latest security updates for the Web browsers used. We recommend always using the latest version to reduce the risk of vulnerability. You will find more regularly-updated information in the release notes CAS genesisworld knowledge hub. 2.4 Database management systems CAS genesisworld requires a database system in order to function as all CAS genesisworld data records are saved in a database. Using the Microsoft SQL Server 13

14 Installation and setup Requirements and planning database systems or another database system, you can create a CAS genesisworld database. The SQL Server Express edition and the Microsoft SQL Server can be managed using Management Studio, however, this is not always automatically installed in all versions. We recommend installing this application. For further information go to Knowledge database. You can install the database management system on a separate computer. SQL Server Express Edition The maximum size and the RAM of the database are limited. The analyze functionality of the database is also restricted. Please see the manufacturer's specifications regarding the scope of delivery and limitations. The database system can be used on a single-user computer or laptop, in particular if you are planning on using replication. Microsoft SQL Server There are different versions of Microsoft SQL Server available. For more information on required or released versions and service packs as well as known restrictions, see the latest release notes at CAS genesisworld knowledge hub. You can purchase a runtime version of Microsoft SQL Server from CAS Software. The Microsoft SQL server can be installed with either a case-sensitive or case-insensitive sort order. A new database is created with the set collation from the Microsoft SQL server. Collation settings can be changed using the database wizard. CAS genesisworld usually requires the case-insensitive collation. Please note that in order to create a database and access it via CAS genesisworld, you must enable mixed mode authentication. If you do not enter a specific information, a Windows authentication is created at installation. CAS genesisworld requires a database account with administrator rights for the CAS genesisworld database. When you install Microsoft SQL Server, the account sa (system administrator) is created and you will be prompted to enter a password for this account. Alternatively, you can create your own account with DBO rights on the CAS genesisworld database. You need the sa account to create a database during installation or while working with the CAS genesisworld database wizard, see the chapter on "Database access" or "Database wizard" on page 114. Do not rename Microsoft SQL Server while it is running. You can only rename the server when installing it for the first time. 14

15 Installation and setup Requirements and planning 2.5 Managing documents with CAS genesisworld Two document data records may differ depending on whether an archive file exists or not: either all information of a document including text and contents like graphic files are completely contained in CAS genesisworld. Or, only the metadata is stored in CAS genesisworld, but texts and other content are edited with other programs, for example, Microsoft Word, Microsoft Excel or graphic programs. Microsoft Word documents, Microsoft Excel tables, graphic files and also archived s are so-called archive files. Archive files are usually only administered in CAS genesisworld and the data record contains a file reference or the archive file is saved in the document archive, see also chapter "CAS genesisworld architecture", on page 6. Document data records with file references Users can save the files to any folder they choose locally or on the network, these files are available without CAS genesisworld. The document data record in CAS genesisworld contains the reference (path) to the file. With this method you cannot guarantee the consistency of the data. Archive files can be opened and edited with or without CAS genesisworld. However, access cannot always be guaranteed; because users can save archive files to their own hard drives or move them to other folders, not all users may have access to them. There can be a number of reasons as to why an archive file cannot be opened if document data records are saved with a file reference. Is the other computer running and connected to the network? Are there at least read-only rights on this document? Are you attempting to access the archive file over a mapped drive that has not yet been set up or is mapped to a different drive? Saving files to the Document Archive Archive files are saved in a protected folder the Document Archive. Only the application server accesses this folder. The archived files are opened via CAS genesisworld using the associated applications. This method offers data security, as opposed to file references, because it only allows access to documents via CAS genesisworld using the corresponding rights system. A locking mechanism prevents the simultaneous editing of archive files by two or more users. 15

16 Installation and setup Requirements and planning Important Since each user can decide where each file is saved, you should define a standard company-wide protocol for saving files. Files should always be saved to the Document Archive, especially if users are working over the Internet or with an intranet, for example, with CAS genesisworld Web or teamworks, otherwise users will not be able to open files using the file references. Consequently, you have to ensure enough storage for the document archive as this can become very large. Try to ensure that the respective drive has adequate free storage when installing the system. Hence, we do not recommend that you install the document archive on the same computer as the database or application server. If you are using several application servers, then all the application servers have to have access to the same document archive and thus the same folders. If you deploy several databases or tenants, we recommend to set up a separate Document Archive for each tenant. If you have used the same Document Archive for two or more databases, you cannot change this setting later. The Document Archive is set up in the Database Wizard, see chapter "Setting up the database" on page Installation folders CAS genesisworld is installed in several folders by default. 2 of these folders are variable: The document archive can be located on any computer and in any folder. The Desktop Client can be located in any folder on the user's computer. Application server The application server files are stored in the following folder:..\program Files (x86)\common Files\CAS-Software\Server The files for the database wizard are also the same files as for the Server Manager. Database wizard files are stored in the following folder:..\program Files (x86)\common Files\CAS-Software\DBAssistent The files for the update service are stored in the following folder:..\program Files (x86)\common Files\CAS-Software\UpdateService The default path for installing CAS genesisworld software updates is:..\program Files (x86)\cas-software\cas genesisworld\clientinstallation 16

17 Installation and setup Requirements and planning This folder is already set by default in the deliver configuration for the update service. You can change the update service folder if you wish. However, this folder is not variable for a distributed installation using the update mechanism and can, therefore, not be changed. Dashboards used in CAS genesisworld can be found in the following folder:..\program Files (x86)\common Files\CAS-Software\Web Desktop Client You will find the Desktop Client in the following folder on the application server:..\program Files (x86)\cas-software\cas genesisworld\client The Management Console can also be found in the same folder:..\program Files (x86)\cas-software\cas genesisworld\client..\program Files (x86)\cas-software\cas genesisworld\client You will see the Management Console entry contained in the program group on the application server but not for users. During installation on the users' computer the following folder will be suggested:..\program Files (x86)\cas-software You can select any folder you wish. The add-ins for CAS genesisworld can be found in the following folder:..\program Files (x86)\cas-software\cas Word Add-In..\Program Files (x86)\cas-software\cas Outlook Add-In Document Archive During installation, the following folder will be suggested on the application server:...\program Files (x86)\common Files\CAS-Software\Server\Archives\Archive You can of course select any folder you want, in fact, it can actually be useful to use a folder which is situated on another computer, see the chapter on "Possible configurations" on page 10 and "Managing documents with CAS genesisworld" on page 15. After installation, you will notice that the...\archives folder contains a sub-folder called _Archive, this folder contains sample archive files which serve as examples of templates. When updating the software, this folder remains unchanged for the Document Archive. 17

18 Installation and setup Distributing and updating CAS genesisworld 3 Distributing and updating CAS genesisworld By planning software updates before the initial software installation, you take a proactive approach to distributing software updates throughout your company for all CAS genesisworld programs. There are fundamental differences between the initial installation of CAS genesisworld and program updates completed by software updates. We recommend to proceed as follows when installing CAS genesisworld for the first time: Create a user account for yourself in Windows for CAS genesisworld on the application server computer. If you are not using a database system, install one now. Create a folder for the Document Archive. Now, install CAS genesisworld. To do this, use the database system you installed and the folder you created for the document archive. Use the Database Wizard to create a CAS genesisworld database after you have installed CAS genesisworld. You will need a user account in Windows for the application server before the initial CAS genesisworld installation. There are number of ways you can organize software updates each of which has different preconditions. These preconditions are determined by 3 factors: your company requirements, the CAS genesisworld installation and the CAS genesisworld programs you intend to use. CAS genesisworld user accounts During the installation process, you must register the CAS genesisworld application server. You will have to create a specific user if you want to install CAS genesisworld on the net. You do not need a special user for a single workstation installation. Create a user with local administrator rights in Windows on the computer you wish to install CAS genesisworld on. When is the database system installed? CAS genesisworld requires a database system. You install the database system before installing CAS genesisworld; then you can immediately start with the configuration of CAS genesisworld. When configuring CAS genesisworld, you enter a database. This requires the following information: the name of the computer on which the database system is running as well as 18

19 Installation and setup Distributing and updating CAS genesisworld an existing user name and a password for the database system. When using a Microsoft SQL server, you require the information for the system administrator server role. Keeping CAS genesisworld up to date Software updates are released and made available for both the current and previous versions at regular intervals. After the first installation, you have a number of options to update the various CAS genesisworld programs in your company: After the first installation, you have a number of options to update the various CAS genesisworld programs in your company with software updates: the update service, the distributed installation with update mechanism, or the distribution of MSI packages. We recommend the update service, especially if you are about to roll out CAS genesisworld in your company for the first time. However, if you are already using other methods in your company then we recommend you use the update service. The distributed installation with update mechanism and the update service mutually exclude one another. The HotfixSetup.exe for the distributed installation with update mechanism should no longer be used for updates. Using the MSI packets you can distribute and update the Desktop Client, the Microsoft Outlook add-in and the necessary components for displaying reports such as Crystal Reports. You can update teamworks using the update service. You cannot use the update service to update other modules with portals such as Helpdesk online, Survey online or Event online. Software updates for partner solutions can be included in any of the options described above. If you are already deploying CAS genesisworld, check whether you can switch to the update service mechanism. Before switching to another type of installation, you have to completely deinstall CAS genesisworld from the respective computer. Make sure you inform your users. The processes they use will vary depending on the type of update. When making software updates, the database model may be changed as new extensions through modules, new fields or functions for fields will be added. In such cases, the database must additionally be updated with the database wizard. 19

20 Installation and setup Distributing and updating CAS genesisworld Keeping modules up to date Modules with portals like teamworks, Helpdesk online, Survey online or Event online are installed with an extra installation. teamworks can only be updated with the Update service, which is not possible for the other portals. You can either install these applications using the distributed installation with update mechanism or manually install the applications with the Setup.exe file. Survey online and Report online can each be updated via the respective latest setup for Survey and Report online after the installation. Management Console The Management Console is always installed when a Desktop Client is installed. The CAS genesisworld program group will only contain the Management Console entry if in addition to the Desktop Client the application server has also been installed. 3.1 Using the update service Using the update service you can automatically update the Desktop Client, Management Console and Application Server. As of version x7 on computers where either an application server, a Management Console or a CAS genesisworld Desktop Client with administrator rights in Windows has been installed you will also find the update service. The update service installs all programs mentioned above on the computer on which the update service is activated. After installing CAS genesisworld, the update service is activated for the delivery configuration. Your administrator can change the settings for the update service. The name of the service in Windows is: CASUpdateManager. Important information The initial CAS genesisworld installation and the installation of the annual main versions cannot be carried out by the update service. The update service uses a Windows service, please note however, that these two services are not the same. Ending the Windows service does not end the update service. After the initial installation of CAS genesisworld and after installing a main version as of version x7, the Windows service will be active. The update service will also be active as defined in the default settings of CAS genesisworld at delivery. 20

21 Installation and setup Distributing and updating CAS genesisworld As soon as the update service is active, the Automatic updates tab will no longer be displayed in the server manager. How does the service work? You will find the update file for a CAS genesisworld software update saved as a CAS file to a folder of your choice on the network. A single CAB file, contains all the necessary data to update the CAS genesisworld programs that can be updated with the update service. If only a few components of CAS genesisworld are installed on a computer, the update service will also be installed. The computer will also contain a configuration file for the service. The configuration file will contain the path to the folder on the network that you want to use for the updates and also a time at which it search for new software updates. The service checks the folder containing the CAB files at the preset time intervals for updates for any of the installed components. If any updates are available, then these are subsequently downloaded from the folder and then installed. You can use different settings with the configuration file and the update itself can take place either in the foreground or background, the process differs depending on the CAS genesisworld component installed. As the administrator you have a number of options at your disposal for managing the update service Installing the update service If CAS genesisworld is installed on a computer that has Windows administrator rights using the installation wizard or the setup.exe file, then the update service is also installed automatically. On computers which have the Desktop Client or the Management Console installed upon them, the update service is activated automatically for the delivered configuration. On computers where the application server has been installed, the service is not active after CAS genesisworld has been installed. The configuration wizard is used to make settings for the update service. The configuration wizard is installed on any computer on which the CAS genesisworld application server has been installed. 21

22 Installation and setup Distributing and updating CAS genesisworld The configuration wizard The settings for the update service are changed through the configuration wizard. Settings can be saved in combination in a configuration file. Consequently, the update service can be controlled on different computers with adapted settings by using different configuration files. Open the configuration wizard on an application server from the..\program files (x86)\common files\cas-software\server folder by double-clicking the CASUpdateServiceConfAssistant.exe file. The configuration wizard opens in the language which was set in CAS genesisworld. Select which configuration you want to open. Depending on the opened configuration, the setting options may differ slightly. As soon as you have finished changing the settings, you will see a message displayed in the bottom right-hand corner of the window. The button opens a window. Switching the service on and off The start and end functions for the update service are reciprocally bound. You start the update service with the first button. For example, when you start the 22

23 Installation and setup Distributing and updating CAS genesisworld update service using the first button, the button to end the service is activated automatically. Activate the Update check is active function to ensure that the other update service settings are executed on this computer. Stop the update service before you change any settings. This prevents your changes from being executed immediately. Execute as You can use the indicated user account to carry out the update service. The default setting is the Local system account. The user account requires different rights: Administrator rights for Windows on the computer on which the service is to run. The Log on as service right which has to be granted on each client on which the update is to be installed. Additionally, the user account requires at least read-only rights to the software update folder. If, for example, you are using the Local system account you will have to ensure that sufficient rights have been granted to the network folder you want to use. Update source The Update source is the folder that the system searches in for software updates. The default path setting after installation for this folder is as follows:..\clientinstallation on the application server, see the chapter on "Installation folders" on page 16. If you are already using CAS genesisworld then the SetupNetworkPath is checked once in the registry and subsequently entered as the path for initial update sources. Alternatively, define a folder of your preference using the configuration wizard. Different groups of computers can be configured to check different folders for available software updates. If you define the configuration for the Desktop Clients, a folder must be entered as update source in the network. 23

24 Installation and setup Distributing and updating CAS genesisworld Additional distribution This option is only available for the application server. Once the application server has been updated, the software update file is copied to this folder. Thus, you create your own folder which is useful, for example, for updating the Desktop Client. This setting is optional. Clients using an earlier version can access an application server with a newer version. New version clients, however, cannot access an earlier version on an application server. This is why you should ensure that the application server has been updated first. You can prevent the Desktop Clients from being updated before the application server is updated by entering a folder in Additional distribution. Schedule The update service checks for updates on a daily or weekly basis at a specific predetermined time or during a server break. The default setting without an application server is the hourly check. On the Time automatic tab in the server manager you can define a time period during which the application server is stopped and blocked. This is an ideal opportunity to install a software update for the application server. The When the server break starts default setting for application servers setting is now available on the application server. If the application server is updated during the server break and the installation of the update has not finished by the end of the server break then the planned start of the application server is delayed. As soon as the update has finished the application server starts automatically. Notification You can send an with an update service log attached to specific recipients, after updating successfully and also in case of an error. The update service log is sent as an attachment and contains the following information: Which components were installed, and on which computers? Did any errors occur? If an error occurred, which one was it? The log is also available in the CASUpdateService.log file in the same folder as the configuration file of the update service. This file is enhanced each time an update is made. 24

25 Installation and setup Distributing and updating CAS genesisworld You have to set up an account as you would in CAS genesisworld and enter e- mail addresses as recipients. Select English or German as the language. The protocol is always English. Creating the configuration file Click Save&Close to save the settings and end the configuration wizard. The settings are saved in the CASUpdateService.ini file in the..\cas-software\server\ folder. You can change both the file name and the folder. Now, restart the update service. The settings you changed are now active. We recommend that you restart the service on each computer after changing settings. Configuring foreground or background installations We recommend that you select foreground installation for Desktop Clients. However, for application servers, the background installation is preferable. You can change the respective settings directly in the configuration file. Open the CASUpdateService.ini file using an editor. You will see the following settings in the [Configuration] section: UserInteractionMode=uiDefault This means: If an application server is to be installed, then this will occur in the background. If a Desktop Client is to be installed, then this will occur in the foreground. You can make precise settings in the foreground through: UserInteractionMode=uiPalaver and in the background through: UserInteractionMode=uiSilent Distributing the configuration file Copy the CASUpdateService.ini file to the computers you want to use these settings with. You can distribute the CASUpdateService.ini file by using, for example, a Windows group policy object (Group policy). The configuration file has to be installed on the users' computers in the \Program Files (x86)\common Files \CAS-Software\UpdateService folder. Different configurations for the update service are possible in the company, for example, for users who do or do not replicate data. 25

26 Installation and setup Distributing and updating CAS genesisworld On computers which do not have an application server, the configuration file is checked every 30 seconds. If a change is detected, then the changed settings are used Requirements and rights The settings for the update service can be changed and saved using the configuration wizard. For this you will need Windows administrator rights. The Windows service runs with Windows administrator rights and is logged-on as a local system. The update service does not require Windows administrator rights. So that the update service can be used on the same computer as the application server, the application server has to have been registered with its own user account, which then has to remain logged on, see the chapter on "Registering the application server" on page 46. After a software update the application server has to be registered. This is not possible if a user has not been logged on. You can use different configuration files to allow your computer to be updated depending on whether you have an application server or not. After you have updated the application server, you should update the Desktop Clients. We also recommend that you configure different update sources for your application server and Desktop Clients Example for the update service This example will show you one approach you can use with the update service. In you company you will use a number of application servers to which different users will have been allocated. To ensure that everything is running smoothly, you should test a software update in advance for two other users. As the administrator of CAS genesisworld, copy the CAB files for the software update into the..\centralinstallation folder. You should also copy the CAB file from your CAS partner into the...\centralinstallation folder, if software customizations from your CAS partner are necessary for the software update. 26

27 Installation and setup Distributing and updating CAS genesisworld The...\Centralinstallation folder has already been set as the Update source in the central application server configuration file. The When the server break starts function is defined on the Time automatic tab for the central application server. The central application server is then subsequently updated the following night after the CAB files have been copied. Before you install a software update throughout your company, we recommend you test the new version with the central application server for yourself and for two other users. Thus, the...\testinstallation folder has already been set in Additional distribution for the configuration file. 27

28 Installation and setup Distributing and updating CAS genesisworld The server break usually takes place overnight during which time the files can be updated successfully, the CAB files are then copied by the central application server into the...\testinstallation folder. When testing, you and the two users you selected for the test will all receive an automatic notification containing a log and any resulting errors. This will also have been set in the central application server configuration file. The...\Testinstallation folder will have been entered as the Update source in the configuration file for the Desktop Client for you as administrator and the two other users you selected for the test. As the administrator, you will first read the and notification you have received as well as the central application server update log. The other two users also read this . If errors occurred, you and your test users will not be able to install the software update, because it has not been copied to the..\tesinstallation folder. Normally, the central application server remains at the level of the previous version. As the administrator you can install and test your Desktop Client E1 if no errors have occurred. The other two users designated E2 and E3 can also now install and test their updates. After testing successfully, you can copy the CAB files to another folder, namely, the...\serverinstallation folder on the central application server. The other application servers, A and B, will already have the...\serverinstallation folder set as the Update source in the configuration file for the application servers. These application servers will also be updated during the server break if the When the server break starts option has been enabled. For the other application servers the...\desktopinstallation1 or...\desktopinstallation2 folder will already have been entered in the configuration file for Additional distribution. After the updates have taken place overnight during the server break, the CAB files are copied to the...\desktopinstallation1 and..\desktopinstallation2 folder by the other application servers. Certain Desktop Clients are allocated to specific application servers. In the Desktop Client configuration file one of the following two folders will have been entered as the Update source:...\desktopinstallation1 or...\desktopinstallation2. Each Desktop Client adopts a software update from a relevant application server. 28

29 Installation and setup Distributing and updating CAS genesisworld Installing software updates Desktop Client installation can be run either in the background or foreground, however, application server installations should always be run in the background. Restoring to a previous version of CAS genesisworld is also possible. If an error occurs during the installation and the installation cannot be finished, then, if possible, the phases of the installation that have already been carried out are undone and the original state is restored. Before installing, the system checks that there is enough free space on your computer. If this is not the case, then a message is displayed during installation. Users can abort the installation or delete files to make space and then continue with the installation. If this happens during a background installation, then the installation is simply aborted. This will be displayed in the log and if necessary, an notification is sent, see the chapter on "Configuration wizard" on page 22. Software updates are cumulative: a software update with a high number will include previous software updates. If the software updates folder contains multiple software updates, then the update with the highest version number is installed. The file name contains the version number. A selection of individual updates is not possible. All existing software updates from partners and any customizations to CAS software which have been made for your company will all be installed. Update files are downloaded from the designated folder according to the settings you made in the configuration wizard. Once downloaded, the installation can begin. Foreground installations We recommend this type of installation for Desktop Clients, where user input during the installation might be necessary. Users are sent an on screen message once the update service has been configured, is active and a suitable software update is available. Now, you can opt to update CAS genesisworld either immediately or at a later time. Each phase of the installation is displayed. Any potential obstacles to the installation such as processes like an open Microsoft Office product are displayed and can now be closed. Choosing to update later and close any processes or programs that might block the update can only be done with a foreground installation. Administrators should inform their users of these issues if they have chosen to update using foreground installations. 29

30 Installation and setup Distributing and updating CAS genesisworld Background installations This type of installation is started automatically. If any problems occur, for example, blocking processes or a memory shortage, then the installation is aborted with an error message. Application servers are always updated with background installations. Blocking processes have to remain inactive until the installation is complete. Restoring or returning to an earlier version Before installing a new version, a backup file is created for the previous version and saved to the software updates folder. And just as with the software updates, this file is a CAB file. This backup file should not be deleted if you intend to return to a previous version. If the system finds a CAB file which has a name that starts with Rollback_ then a previous version should be adopted. The installation of the previous version is only started if there is a backup file on the computer for the previous version. A backup is a CAB file that contains exactly the files that are to be updated or removed by the software update. The software updates folder can contain both CAB files for software updates and backups at the same time, as long as these 2 files are not required simultaneously for the same version. We recommend folders other than those used for the installation of CAS genesisworld. 3.2 Distributed installation with update mechanism Using the update mechanism with the distributed installation you can update the Desktop Client, Management Console and application server. You can only use this type of update for a remote desktop server (terminal server) for Desktop Clients. Portals such as teamworks, Helpdesk online, Survey online or Event online on the application server can also be updated with the distributed installation with update mechanism. The distributed installation with update mechanism and the update service mutually exclude one another. If you do not wish to use the update service, then you should deactivate it. If the update service is active on a computer, you will get an on-screen message when trying to update with a distributed installation with update mechanism. This method of adopting software updates requires special rights settings in Windows. 30

31 Installation and setup Distributing and updating CAS genesisworld Switching off the update service because of distributed installation Open the configuration wizard on an application server. Stop the service and deactivate Update check is active, see "Configuration wizard" on page 22. Deactivating the service in Windows is not sufficient. Save these settings in the CASUpdateService.ini file. Copy the file to the...\cas Software\UpdateService\ folder for all the computers which are not supposed to use the update service. A changed CASUpdateService.ini file is not changed by a CAS genesisworld software update. Re-start the update service on these computers. Only then will you be able to set up a distributed installation with update mechanism. How does a distributed installation work? Install a complete installation of CAS genesisworld on the computer you want to use as the main installation. Any additional installations of application servers and Desktop Clients are then executed through the computer running the main installation. After installing CAS genesisworld the application server, the Management Console and the Desktop Client are all installed on the same computer. You will also find the...\program files (x86)\cas Software\CAS genesisworld\clientinstallation on the application server. You should use this folder as the setup folder to configure the distributed installation with the update mechanism. The...\ClientInstallation folder should not be renamed or moved to another computer. If you only want to update Desktop Clients or the Desktop Clients and application server then you will have to assign the required rights. You can then install additional application servers via the main installation folder. Desktop Clients can be installed by either administrators or users, with the help of the main installation folder. To start the installation simply double-click or run the Setup.exe file Requirements and rights The necessary rights differ when updating computers with application servers and Desktop Clients. 31

32 Installation and setup Distributing and updating CAS genesisworld Application server If you install or update the full installation of CAS genesisworld on additional application servers and laptops, then the Windows user will require administrator rights. In addition, users on other application servers require read rights to the...\clientinstallation for the main installation. Desktop Client Different rights must be granted to install the Desktop Client on the user's computer depending on whether the Desktop Client is installed, updated, or updated and registered. On their computers, users will usually belong to the Users group. To install the Desktop Client on their computers for the first time, users will require write rights to the..\program Files (x86)\cas-software folder. The Desktop Client must be registered and the registry should be editable because, for example, the entry for the update mechanism will need to be added to it. To be able to install the Window client on their computers, users will therefore require Windows administrator rights on their own computers. To install a software update, users require write rights and user rights to the..\cas genesisworld folder. Usually, users do only require user rights for software updates. Therefore, you have to grant explicit write rights to the...\program files (x86)\cas Software\CAS genesisworld folder. By default, the...\program files (x86) folder will only have been granted read rights. However, if users need to register CAS genesisworld in order to receive software updates, then you will need to give them administrator rights on their computers. When CAS genesisworld is registered, a change is again made to the registry Installation and software updates Basically, the process of installing and updating software is more or less the same, even when different CAS genesisworld components or even complete laptop installations are available. In Windows Explorer open the...\clientinstallation folder on the application server with the main installation. Now, double-click the Setup.exe file, this starts the CAS genesisworld installation using the installation wizard. 32

33 Installation and setup Distributing and updating CAS genesisworld Software update procedure A software update consists of a HotfixSetup.exe and CAB files. This files conform to a naming convention. The HotfixSetup.exe file and the CAS files have to be kept in folders in which there are no other files. Software updates initially update the main installation application server. Run the HotfixSetup.exe file on the computer with the application server. All the software updates contained in this file are now displayed. Select a software update. The software update's files are then unzipped and copied to the correct folders. The files that are to be replaced are backed up so that you can reverse the software update if necessary. Software updates are only installed if they are intended for that particular version of CAS genesisworld. Now, when other users start CAS genesisworld, the installation wizard will start and their Desktop Clients will be updated automatically. On every additional computer, any installed CAS genesisworld components are updated by the distributed installation with update mechanism. Required settings The distributed installation with update mechanism is based on an entry in the registry editor. You can open the registry editor from the Windows Start button in Windows by rightclicking, selecting Run and entering regedit in the Run window. Switch to HKEY_LOCAL_MACHINE\SOFTWARE\CAS-Software\Genesis or HKEY_CURRENT_USER\SOFTWARE\CAS-Software\Genesis. Double-click SetupNetworkPath. In the next window enter the path to the folder which contains the main installation. 3.3 Switching to the update service If you are already using CAS genesisworld and would like to switch to the update service, you should check the following prerequisites: If the Desktop Clients work over the Remote Desktop Server then you won't be able to use the update service. 33

34 Installation and setup Distributing and updating CAS genesisworld You can update teamworks using the update service. You cannot use the update service to update other modules with portals such as Helpdesk online, Survey online or Event online. The advantages of the update service are: Users do not need any Windows administration rights to their computers. The update service for users displays the progress of the installation. Users will see hints displayed for blocking processes. Different groups of users can adopt software update from different folders. The configuration file and any configuration file customizations can be distributed by means of a group policy. Software updates for application servers can be installed during a server break. Laptops for which replication has been set up can use the update service. You should plan how you want to use the update service. Create a folder from which the update service can download the software updates. If you previously distributed the installation using the update mechanism, then you can use the...\program files (x86)\cas Software\CAS genesisworld\clientinstallation folder on the application server. Or you create multiple folders for user groups. Open the configuration wizard and create configuration files for specific computers or groups of users. You may have to create a configuration file for the computers with application servers, and an additional configuration file for users who only use the Desktop Client, and another configuration file for those users who use laptops and the replication functions. Distribute the configuration files on the respective computers, for example, using group policy settings. Inform your colleagues of the changes to the process and of what they need to do in such cases. 3.4 Updating Desktop Clients on the remote desktop server To update the Desktop Client on a remote desktop server (terminal server) we recommend you use a manual installation. The update service cannot be used on a remote desktop server. The update service is not active and cannot be activated. 34

35 Installation and setup Distributing and updating CAS genesisworld For distributed installations with update mechanisms users have to have logged on first, installing requires a user with administrator rights who can also install. The same applies to installation via MSI. Thus you will have to install the Desktop Client manually: Delete the registered path entered in SetupNetworkPath in the registry on the remote desktop server. All CAS genesisworld users have to be registered on the remote desktop server. Logon to the computer using administrator rights and install the Desktop Client by double-clicking the installation file for all users. Switch to the start in installation mode on the Remote Desktop Server 3.5 Distributing MSI packages The Desktop Client, the add-ins for Microsoft Word and Outlook and the Crystal Reports components can be distributed and updated with MSI packages and then, for example, via a Windows group policy. The application server cannot be updated with MSI packages. Distributing MSI packages is also possible if you have implemented CAS genesisworld customizations through your CAS Partner for your company and for which you require special installation files and software updates. Introduction MSI packages from CAS genesisworld are provided in addition to the update service and can be distributed using the update mechanism. Using MSI packages, CAS genesisworld can be included in your company software distribution, there are a number of advantages to this: Users are supported when installing new software. Security guidelines are considered, for example, the restriction of local user rights. Installation and maintenance within a company are controlled by setting up different group or computer guidelines. A central configuration is possible, for example, for entries in the registry. Requirements In order to install CAS genesisworld via MSI packages, the following requirements must be met: 35

36 Installation and setup Distributing and updating CAS genesisworld You must set up and activate the Active Directory (Microsoft directory service). MSI packages have to be centrally available. The folder containing the MSI packages on the network has to have been released for the respective computer or user accounts. Important information The following restrictions have to be considered when installing MSI packages: You will not be able to carry out installations using MSI packages and the distributed installation with update mechanism or the update service on the same computer as they are mutually exclusive. MST files to configure the installation are not supported. When installing the software with the aid of an MSI package, all the supplied language packages are installed Installation sequence of MSI packages You cannot exactly define the installation sequence for multiple components in a single MSI package. The sequence of multiple MSI packages can be influenced by groups or group policy, however, this type of installation should be possible without user input. To adhere to the predefined sequence for the individual MSI packages, CAS genesisworld specific components require the preinstallation of other components to function. Thus, you should use individual MSI packages. First of all, install components 1-6 according to the given sequence. Afterwards, you can install CAS genesisworld. If you also intend using the Microsoft Office and Microsoft Outlook add-ins, then you have to install components 8 and 9 after you have installed CAS genesisworld. 1. Net Framework As of Microsoft Windows 7 you will find this component included in the operating system, but it may be necessary to activate or update the components in the operating system. 2. SAP Crystal Reports runtime 3. CAS genesisworld Crystal Report Integration SAP Runtime and the Crystal Reports integration are used to display reports in CAS genesisworld. You should use the current 32-bit version, even for a 64-bit system. 4. Microsoft Visual C

37 Installation and setup Distributing and updating CAS genesisworld 5. Visual Studio 2010 tools for Office runtime for Windows 32-bit or 64-bit operating system. 6. Microsoft Office 2010 Primary Interop Assemblies Before installing CAS genesisworld through the MSI packages you should ensure that Microsoft Office is installed. Otherwise, problems may occur when registering the Microsoft Office add-in so that the integration between CAS genesisworld and Microsoft Office must be configured manually. The Microsoft Outlook add-in does not require the installation of a Desktop Client of CAS genesisworld on a computer. 1. CAS genesisworld 2. CAS genesisworld add-in for Microsoft 3. CAS genesisworld add-in for Microsoft Outlook Installing a program with a MSI package The following chapter describes how the CAS genesisworld Desktop Client can be embedded into the automatic software distribution and how it is automatically installed on different computers by defining group policies. Other scenarios are of course possible - depending on your company's infrastructure. As requirements and scenarios differ, we cannot make specific recommendations. Please note that you can only install 1 MSI package at a time. 37

38 Installation and setup Distributing and updating CAS genesisworld First, copy the MSI package for CAS genesisworld into a folder that can be accessed by all computer accounts for which the program is to be installed. Then, log on to the computer with which you control your group policies. In the Windows Control panel start the Group policy management. To create a new group policy, open the context menu of the domain and click Create a GPO in this domain, and Link it here. Enter then a name for the new group policy, for example, CAS genesisworld. In the Security Filtering area, select the users and/or computers on which you want to install CAS genesisworld with the automatic software distribution. We recommend you carry out the software distribution via computer. Software distribution via computer Open the Group policy management editor of the new group policy. Now, rightclick the group policy name and select Edit. In Policies\Software Settings, open the Software Installation node. Right-click and select New in the context menu to add the CAS genesisworld MSI package. After you have selected the CAS genesisworld MSI package in the shared folder, select Advanced as deployment method and confirm with OK. Transferring the MSI package can take some time. The step is to configure the necessary settings in the MSI package properties for CAS genesisworld. 38

39 Installation and setup Distributing and updating CAS genesisworld Go to the Deployment tab and activate the Uninstall this application when it falls out of the scope of management in the Deployment options section. If the group policy does no longer apply to a user/computer, CAS genesisworld is automatically uninstalled on the computers of the respective users. Click Advanced to open the Advanced deployment options. Activate the Ignore language when deploying this package option. CAS genesisworld is installed on the computers/user accounts that the group policy has been assigned to, regardless of the operating system's language Deinstalling CAS genesisworld via MSI Before a new software version can be installed via MSI, you will have to deinstall the previous version through MSI. Deinstalling manually is not possible. 39

40 Installation and setup Distributing and updating CAS genesisworld Go to the Group Policy Management Editor > Policies\Software Settings and open the Software installation node. Go to the context menu of the displayed MSI package of CAS genesisworld and click Remove. In the Remove Software window, activate the Immediately uninstall the software from users and computers option. Important During the software distribution process, the program checks every few hours to determine whether the group policy guidelines have changed. These checks are carried out at start up or when a user logs on to Windows. It is quite possible that after such a check, CAS genesisworld is deinstalled, this can occur when CAS genesisworld is no longer required for a particular user and is therefore no longer installed Software updates via MSI Software updates remove the existing installation and replace it with the current version. The first step is to deinstall the existing version of CAS genesisworld through MSI. Now, get the new installation of CAS genesisworld read as an MSI package. CAS genesisworld is distributed to users when they restart Windows. If users do not turn off their computers (restart Windows) then the MSI cannot distribute the new version Microsoft Outlook, Microsoft Word and Crystal Reports Please note the sequences of the MSI packages for Microsoft Outlook and Crystal Reports, see "Installation of MSI packages" on page

41 Installation and setup Distributing and updating CAS genesisworld Add-ins for Microsoft Outlook and Microsoft Word Users do not require local administrator rights if they distribute the add-in for Microsoft Outlook and Microsoft Word via MSI packages. You can also use the add-in functionality on computers which do not have CAS genesisworld installed, see "Add-ins for Microsoft Outlook and Microsoft Word" on page 55. Crystal Reports components The Crystal Reports integration and SAP Runtime components are used to display reports in CAS genesisworld. The components will not, however, allow you to create and change report templates. You have to use the respective software and licensing from SAP to do this. The components for displaying reports can also be distributed by means of MSI packages. For this component you have to create your own package, which has to be installed and distributed before the Desktop Client package. The Desktop Client and the components cannot be installed simultaneously. 3.6 Software updates for partner solutions Software updates for partner solutions can be adopted using the update service, the distributed installation with update mechanism and with MSI packages. Ask your CAS Partner for more information. Additional options for software updates are available for partner solutions which are documented for partners elsewhere. Update service and distributed installation. Any partner software updates or CAS Software updates for your company have to be available as packed CAB files in the software updates folder so that the update service can access them. A partner CAB file is then installed just as with a CAS Software update. Software updates in unpacked form will prevent the installation from starting. For the distributed installation with update mechanism, the data for the partner solution has to be in a suitable format and available with the respective version number in the...\clientinstallation folder. Otherwise, the same prerequisites apply as normal for each of the different types of update. 41

42 Installation and setup Distributing and updating CAS genesisworld MSI packages Depending on the type and scope of partner solutions, users may also require local administrator rights. CAS Partners also create their own version dependent software updates, whereby they specify the version of CAS genesisworld that is most compatible with their software. In such cases, you will receive a suitable software update from your partner to meet the needs of your customization or extension, this software update can then be distributed by using the MSI package. 3.7 What information do users require? Update service Software updates start automatically when the configuration file is available on the user's computer or after the user has granted their permission to do so. Users receive a message from the update service if any processes are running which might block the update process and to inform them that the software update is being carried out in the foreground. Distributed installation with update mechanism The installation wizard will open for users when they start the Desktop Client and if they previously updated the application server for the main installation. MSI packages MSI packages are automatically distributed via Windows. Users cannot see whether a version has been updated. The update process will request that you either log off or log on to Windows. Inform your users if computers have not been switched off. Laptop users have to logon to the company network at least once. 42

43 Installation and setup Installing CAS genesisworld 4 Installing CAS genesisworld The installation is the same for different editions. Modules do not require a special installation in almost all cases. Exceptions, for example, are Survey online, Event online or Helpdesk, which have to be installed using a specific set-up. These portals have to be installed using a specific setup. To activate editions and modules, enter the corresponding license key in the Management Console. 4.1 Starting the installation Start the CAS genesisworld installation wizard on the computer you intend to use as the application server. Select the language for the installation wizard. The wizard checks whether other components required by CAS genesisworld need to be installed: for example, Crystal Report Viewer or specific drivers for the CAS genesisworld application server. Click Install. Accept the license agreement. Select the setup type to install CAS genesisworld. In addition to the system requirements, the wizard also checks whether there is enough space on the hard drive for the selected installation. Please note that CAS genesisworld requires additional memory, for example, for portals and for the Document Archive, see "Managing documents with CAS genesisworld" on page

44 Installation and setup Installing CAS genesisworld 4.2 What setup types are available? The setup types are described in more detail in the following sections CAS genesisworld application server With this option, all CAS genesisworld programs are installed on a computer. You can also select this option to install CAS genesisworld as a single-user installation on your laptop, your home computer; or as a trial version. These cases also require a database. The CAS genesisworld program group contains the following after installation: CAS genesisworld is the Desktop Client which is also installed on the computer with the application server. This entry is also included for users in the program group. Using the CAS genesisworld DocumentPort, you can add any documents to CAS genesisworld. We recommend using the DocumentPort if you wish to import multiple documents from network folders into the CAS genesisworld document archive. This entry is also included for users in the program group. The CAS genesisworld help entry opens the online help pages for users. This entry is also included for users in the program group. Using the CAS genesisworld Management Console you can execute administrative tasks as the CAS genesisworld administrator and depending on the installation, also create user accounts and order them into groups as well as grant access rights. This entry is included in program groups on the application server, but not for users. The CAS genesisworld Server Manager enables you to control the application server. The Database Wizard allows you to create and configure databases for CAS genesisworld, you can also update existing databases for a new version of CAS genesisworld CAS genesisworld Client This enables you to install a Desktop Client and the Management Console. On the Enter application server page, you enter the computer name or IP address of the application server. 44

45 Installation and setup Installing CAS genesisworld The Laptop option is only applicable for replication, see the Replication user guide at CAS genesisworld knowledge hub. Please note that the Microsoft SQL Servers on all domains must have the same version so that they can replicate. We only recommend to deploy Microsoft SQL Server Express Edition on laptops if you deploy the same Microsoft SQL Server version on the main installation User-defined Once you have entered the target path, you can select an individual combination using this setup type. When you select an item and click Edit, you will then be able to select sub-components for this item. These sub-components are described in the previous sections. When choosing to install the user-defined installation, the Management Console and the Update Service are always installed. The Management Console is only entered in the CAS genesisworld program group if an application server is installed in addition to the Desktop Client. 4.3 Languages The CAS genesisworld standard version is available in several languages. By installing the language packages, you will be able to use the CAS genesisworld programs in any of the available languages. Select the language packages you want to install. Language packages are available for every CAS genesisworld program. When logging on to a CAS genesisworld program the system checks which region and language options have been set in the computer's control panel. If a language package is available for a particular language, CAS genesisworld will be automatically launched in this language. If the language packs have been installed, then the logon window for both the Management Console and the Desktop Client will contain drop-down lists of all the available languages. The language for the Management Console and the Desktop Client can be defined or changed at logon or by parameters, see the online Help for users, page Quick start of CAS genesisworld. The Server Manager, Database Wizard and DocumentPort are all opened in the language that has been set for the operating system, as long as this is a supported language. If a language is not supported, the system opens the programs in English. 45

46 Installation and setup Installing CAS genesisworld In CAS genesisworld Web the browser language is used, as long as the respective language package has been installed. You can select the language when you logon. The mobile apps for CAS genesisworld are also available in several languages. If you do not install the language packages, CAS genesisworld will only be available in German. 4.4 Selecting the target path You have to set the target path if you are installing the Desktop Client or the Management Console. 4.5 Registering the application server The CAS genesisworld application server must be registered for the Windows operating system. By registering the application server, the operating system will receive important information. This information is required for running CAS genesisworld on this computer, for example: properties of folders and program icons. On the Registering the application server page in the installation wizard, you must enter a Windows user. This user must have local administrative rights to the computer CAS genesisworld is installed on. You should create a user for this purpose in Windows (e.g. CAS user). In the Server Manager, you can change the user that has been entered when you register the application server, see "Server registration" on page 118. By entering this Windows user, you make sure that the CAS genesisworld application server remains active, even if no users are logged on to it. If this user is not entered, then the application server will shut down as soon as the last user logs off. You will only be able to use the update service if the application server is active, see "Requirements and rights" on page 26. The application server also accesses the Document Archive via this user. All other Windows users should not be allowed to access the Document Archive and its folders, because this is the only way to maintain the CAS genesisworld access rights. If you have installed the Document Archive on the same computer as the CAS genesisworld application server, then no further steps are necessary. If the Document Archive has been installed on another computer in your network, then this Windows user and the application server must be able to access the folder the Document Archive is stored in. You should ensure that you have shared this folder, so that it can be accessed. 46

47 Installation and setup Installing CAS genesisworld When installing CAS genesisworld in a network or a work group, we recommend using the This user option. If your network has different domains, enter the domain names and user names separated by a backslash: domain\name. 4.6 Proxy settings If you are using a proxy server for application server services to access the Internet, then you should enter the corresponding data here. These settings are valid for: application server services with a connection to the Internet, such as those used for georeferencing or the Unternehmensverzeichnis. users who are using the address wizard, as the application server also requires an Internet connection. certain dashboard elements. The proxy configuration has no influence on the online help as the help is not called via the application server. If you do not use a proxy server, deactivate Use proxy server and click Next. You can change the installation settings on the Connections tab in the Miscellaneous area of the Management Console, see the online help for the Management Console, Connections. 47

48 Installation and setup Installing CAS genesisworld 4.7 Summary of settings The Summary of settings dialog shows all entered setup information. After clicking Next, the required programs, chosen language packages and the CAS genesisworld Add-Ins and Add-ons are installed, depending on the setup type. 48

49 Installation and setup Installing CAS genesisworld 4.8 Component services The following settings mainly refer to the defaults of the Windows Server 2008 R2. The settings other Windows Servers can be slightly different. In the Component Services window, you can edit the settings for Windows component services. Click Show Help to open the corresponding online help page. The connection between the Desktop Client and the CAS genesisworld Application Server is established via the DCOM protocol (Distributed Component Object Model) using the RPC (Remote Procedure Call) interface. To enable the Desktop Client to establish a connection to the Application Server, you have to ensure that you have installed the Windows Application Server on the CAS genesisworld Application Server - especially if you are using an operating system which is older than Windows Server Open the Windows Server Administration or the Windows Server Manager and add the Application Server function. Install the necessary components, especially COM+ network access. Special features of work groups If the Desktop Clients are not members of a Windows domain or can be found in different Windows domains, then you will have to do the following: Users and computers have to be in the same work group. If this is not the case, you will have to setup a trusted connection between the work groups and the Windows domains. The Windows users have to be created on both the client computers and also on the Application server using identical usernames and passwords. The Windows user passwords cannot be left empty, because COM+ will refuse a logon if the password field is empty. 49

50 Installation and setup Installing CAS genesisworld COM settings You have to change or check your operating system settings in the component services on the Application Server if the Management Console and Desktop Clients access the Application Server via the Net or via domain boundaries. You will find more information about the approved operating systems for CAS genesisworld in the latest release notes at Additional information can be found in the online help for the Management Console on the page COM connection: Required settings. If you are using the Application Server's COM connection, then you will have to complete the Limit settings for the replication. 4.9 Finishing the installation After you have made all settings, close the installation and configure the databases for CAS genesisworld. If the respective option is activated, the Database Wizard opens after the installation has been finished I cannot activate the Application server Sometimes, after finishing the installation, the "Application server could not be activated on the... computer" message appears. This message can also be displayed if the CAS genesisworld application server is finished or users could no log on with the Desktop Client. Please check the following possible causes: The application server of Microsoft is not installed. The Microsoft ADO versions vary between the Application server and the Microsoft SQL server. The component service settings are not correct or incomplete. Microsoft application server The application server of Microsoft is an extended server role of the Windows server and includes the following functions: Microsoft Internet Information Services (IIS) is the HTTP server (Hypertext Transfer Protocol), which is integrated into the Windows server Microsoft.NET Framework 50

51 Installation and setup Installing CAS genesisworld ASP.NET COM+ Message queuing Using WCF (Windows Communication Foundation) created Web services You should take care that COM+ has been installed for CAS genesisworld, this enables the Desktop Clients to connect with the Application server. To do this install the Application server (Windows role) on the same computer as the CAS genesisworld Application server. Microsoft ADO versions CAS genesisworld application server and Microsoft SQL server communicate via Microsoft ADO. ADO versions for the CAS genesisworld Application server should not differ from the ADO versions for the Microsoft SQL server. You can check the ADO versions as follows: In the..\program Files (x86)\common Files\System\ado, you can find the MSADO15.DLL file. The version is contained in the Version tab of the file properties. The current Release Notes document contains information as to which version has been released for CAS genesisworld, you can read it here: CAS genesisworld knowledge hub. Any changes made in this area will require that you re-start your computer. DCOM settings CAS genesisworld uses the DCOM protocol and the RPC interface. As a result, component service settings are necessary on the application server computer. Open component services in the Windows manager on the Application server. In the Component services window, click Properties for My Computer. On the Default Protocol tab, Connection-oriented TCP/IP is relevant to CAS genesisworld. This protocol should stand at the top of the list, because the order is important for Windows. You can limit the DCOM port area on the server side via properties, the DCOM port area is what the server responds to. When logging on to CAS genesisworld, a DCOM connection is requested to port 135. However, the server replies with any port. 51

52 Installation and setup Installing CAS genesisworld This can be prevented in the settings. The server can thus be accessed in spite of a firewall. Please note that a Desktop Client may require more than one DCOM connection (i.e. usually between three and ten). You have to adapt the access rights and the start and enabling rights on the COM security tab, see "COM settings" on page 50. Any changes made to the component services will require you to re-start your computer Setting up the database CAS genesisworld requires a database. To be able to configure the database, a new database system must be installed. Ideally, you install the database system before installing CAS genesisworld. After installing CAS genesisworld for the first time, you create a new database with the Database Wizard. You use the Database Wizard also to make changes to the database, see "The Database Wizard", page 114. A CAS genesisworld database contains the data record types of all editions and modules. Usually, you will have to update your database at least once a year when a new CAS genesisworld main version is released. This is rarely the case with the more frequent software updates made throughout the year Creating databases Click New database in the Database Wizard User information On the User information page, enter your Name and your Company. This information is saved together with the licenses information Licensing On the Licensing page, select the licensing type. Select Trial version (60 days runtime) if you choose to test CAS genesisworld. Enter the serial number if you select Full version. 52

53 Installation and setup Installing CAS genesisworld Accessing the database On the Access to database page, defined the Database system and enter the data of the database computer. The Name of the database computer is the name of the computer on which the database system is installed. Enter the User name and Password of the database system Document Archive On the Document Archive page, select the folder in which you want CAS genesisworld to save the documents. The Document Archive can be any folder on any computer, see the chapter on "Installation folders" on page 16. For further information regarding the Document Archive, see "Managing documents with CAS genesisworld" on page

54 Installation and setup Installing CAS genesisworld Creating a database On the Create database page, you enter information for the database. Entering a Database name. You should define the Collation you want to use to create the database. If necessary, activate the Unicode option. For further information, see "Unicode" on page 117. Click Finish to create the database. 54

55 Installation and setup Installing CAS genesisworld 4.11 CAS genesisworld and mobile Apps CAS genesisworld Web must not be installed, but some settings must be configured before the program can be used. In the Server Manager, go to the Services tab and start the Web Service and activate the CAS genesisworld Web option, see the Services tab page in the online help pages of the Server Manager. Furthermore, the SmartDesign right must be activated in the Management Console for the respective user. Mobile Apps are installed by users through the store of their respective mobile device. To install mobile Apps, the respective user must have been assigned the corresponding rights in the Management Console. As with CAS genesisworld, the Web Service must be started in the Server Manager Add-ins for Microsoft Outlook and Microsoft Word Add-ins exist as integrations for CAS genesisworld into Microsoft Outlook and Microsoft Word. With the Microsoft Office integration, users can create letters, faxes, logs, presentations and other documents in a familiar Microsoft environment, and save them directly as document data records in CAS genesisworld. 55

56 Installation and setup Rights The add-in is usually installed automatically using the Desktop Client. For more information see the online help for the Desktop Client on page Microsoft Word. With the add-in for Microsoft Outlook, you can archive s and attachments and also transfer contacts, tasks and appointments in CAS genesisworld. For this add-in, users require varying Windows rights depending on the type of installation they are running. You will find more information in the online help for the Management Console on page Microsoft Outlook and in the online help for the Desktop Client on page Microsoft Outlook CAS Smart Add-on for CAS genesisworld Web An add-on is available for CAS genesisworld Web. The add-on is required for the telephony connection and to edit the Archive Document. Without the CAS Smart Add-on, archive documents can only be edited manually. 5 Rights One of the big advantages of a CRM system is the possibility of shared working of many users with one database. To enable efficient working and to protect data, a sophisticated rights system is required. The administrator assigns rights in the Management Console. The administrator determines which users are allowed to view and edit which data. A user can also assign rights to other users; in principle, at least to data records that he or she has created or to which he or she has access rights. This chapter describes the basics of the rights system. For an example of the procedure in the Management Console, see "Creating users and groups" on page 74. For information about rights for preventing unauthorized access to data, see "Data protection measures" on page Key terms for rights settings Access rights include Read, Insert, Move, Change, Delete and Full rights. If you have full rights, you can also delete items from the recycle bin. These rights apply to data record types, data record type fields, or particular data records. You as administrator assign access rights in the Management Console: which users or which groups of users 56

57 Installation and setup Rights are to have which access rights to data record types, data record type fields or certain data records. External access rights control to what extent users can access the data of other users. If users in a department have been assigned the relevant external access rights, they will be able to access each other's documents, appointments, tasks, and so on; act as deputies for colleagues; and accept tasks. In the Management Console, the administrator defines external access rights between users. Users can change the external access rights to their data records themselves if you as administrator allow these changes. If a user then changes external access rights, the setting of the administrator in the Management Console is also changed. This also applies the other way round. The administrator's settings overwrite the user's settings, and vice versa. The most recent settings always apply. Owner rights control the rights to individual data records created by a user. If a user creates a data record, then he or she "owns" this data record; in other words, the user has full rights to this record. When creating data records, a user can add other users as participants to this data record. Then these users can be assigned full or partial rights to this created data record. This data record is then also "owned" by the participants either fully or partly. Generally, the system also decides between public data records and data records with participants. Public means that users have not been assigned owner rights to the data record or that the data record has not been marked as user sensitive. Each user can access this data record. One or more users are usually entered as participants in a data record. These participants have owner rights to the data record. The person who creates a data record is automatically entered as participant. If this user removes himself or herself from the data record, then the data record is delegated to the remaining participants. If no participant is entered in a data record, the data record is public. A private data record can only be viewed by the user it was created by and who has been entered as a participant. If you require extra data security for a meeting between an employee and the works council, or for private documents, for example, then you can set them to private. External access rights are deactivated for private data records. Users see confidential data records either if they are entered as participants or if they have specific rights and/or external access rights. 57

58 Installation and setup Rights 5.2 Assigning rights as administrator The administrator assigns rights in the Management Console. This includes: creating users and groups, permitting the use of add-ons, setting user sensitivity to define if rights can be assigned to data records, assigning rights to data record types and data records, and defining external access between users. The following diagram shows a simplified version of the rights model. This simplified model helps you getting started. It will then be easier to understand the more detailed information of this chapter. The different data record types are displayed as a scheme. As administrator, you assign rights for all data record types, for example, tasks or documents. You have a vertical view on the data and assign rights to columns, also to fields of the data records. Users have a horizontal view of the data and can assign rights to data records. Those rights that result from the intersection set of rights are the rights that apply User sensitivity: authorizing user rights For users to receive user rights to data records and to be able to assign rights, the data record type must be user sensitive. To set a data record type to user sensitive, you go to the Database area of the Management Console. Select a data record type from the top left and then click 58

59 Installation and setup Rights Customize data record type. In the next window select the This data record type is user sensitive checkbox. If data records are user sensitive, users can select participants for these data records when they create them and also assign owner rights. If a data record type is not user sensitive, the data records of this data record type are public: users cannot enter participants for these data records that means there are no owner rights to these data records. Public data records can be viewed by all users and can be edited by all users. Another option is available for addresses, for more information see page Addresses: General tab in the online help for the Management Console. As an administrator, you can assign rights to data record types that are not user sensitive by using a filter to limit access, see "User and group rights to data record types" on page Creating users and groups You assign rights for groups and users. We recommend to assign and administer rights on group level. For example, you can create groups related to task areas and then assign the corresponding rights accordingly. Creating users When creating users, you can directly define some user rights, for example, set external access rights. The Administrator user is already created. This user always has extensive rights and cannot be deleted. In this way it is ensured that at least one user can log on to the Management Console and to CAS genesisworld. Creating groups Groups are created in the Management Console. Groups can also be assigned access rights to data records. Users can be members of a group with full or restricted rights. Members of a group with full rights have at least read-only rights to each other's data records; except for private and confidential data records. If users were not granted external access rights and they are not members of a group with full rights, no participants will be displayed for participant selection. Important: if a user does not have full rights in a group, this user can be seen by other users with full rights, but he or she does not see the other users in the respective windows. A group can also be member of one or several group(s); with this hierarchical groups are created. 59

60 Installation and setup Rights In so doing, you must make sure you do not create a cycle. A cycle is a loop in a hierarchy, for example, group A contains group B, group B contains group C and group C contains group A. Cycles in hierarchical groups occasionally result in an involuntary transfer of rights and are therefore not allowed in CAS genesisworld. When creating hierarchical groups, the system checks if a cycle would be created. Furthermore, hierarchical groups are checked for cycles upon each start of the application server. If the system finds a cycle, you (the administrator) will be notified the next time you log on to the Management Console. All hierarchical relationships between the groups will then be ignored User and group rights to data record types You as administrator can define access rights for each user and group down to the data record's field level. With restricted rights for a certain field, users cannot see or edit this field. User rights are managed via special rights groups, see also the chapter on "Creating users" on page 75. In the process, you can define rights such as read, insert or edit for users, groups and data record types; these rights determine what users can do with data records of a certain data record type. You can use a filter to specify which data records of a data record type a user or group can apply their rights to. You can even restrict access to data records that are not user sensitive. To do so for users and groups, go to Properties, open the Rights tab and click Details. For example Addresses within a company are not user sensitive and thus public. Hence, all users have full access to addresses. There are two categories of addresses: General and Business partner. Let's say you would prefer to restrict access to business partner addresses to the board of directors and their personal assistants. The administrator can set a filter for addresses using the General category so that users will only be able to access these addresses. Under "Details" on the "Rights" tab in the "Properties" window, you can set which fields in a data record type a user or a group is allowed to view or edit. Users can also assign rights If you create a data record, you can assign rights, see the chapter on "Key terms for rights settings" on page 56. The settings on the Rights tab in the Properties window for the user determine the extent and scope of the rights that a given user can define. In addition, the settings in the User management area in the Access rights folder are also valid. 60

61 Installation and setup Rights With Rights you can set for data records, you can define which rights and access rights users can set for data records. The settings are applied to the Desktop Client, teamworks and mobile CRM solutions. The settings do not affect the displayed access rights in the Management Console and you as administrator can further define all available rights. The following access rights are mandatory and cannot be deactivated here: Personal, Read and Full rights. With the other options, you define which rights are displayed for users and can thus be set for data records. If, for example, users then create a data record, the rights they have granted are displayed in the Select participants window in rights and external access rights. The settings of the Access rights folder effect both owner rights and external access rights. The setting refers to all users, also the Administrator user. The setting applies not to general external access rights of data records. For the rights to the general external access, all available rights can be set, also if you restrict the displayed data. You as administrator can define the general external access in the Management Console in the users properties. 61

62 Installation and setup Rights Access rights through group membership A user, who has full rights as a member of a group, has read-only external access to the data of the other members of this group. This applies to all data record types. It does not apply to personal and confidential data records. If a member of a group has fewer rights than the other members, he or she will not be able to select users as participants or view the other group members' data. This means that if groups are added to a data record as participants, some group members may not have the same rights to this data record as other group members. A group can be entered with full rights as participant to a data record. If a member of this group does not have full rights within this group, he or she will also not have full rights to the data records. If a user has different rights in different groups, these rights are added together. A user then has the sum of all his or her rights; in other words, the highest rights from all his or her memberships. The access rights of users due to group membership are defined in the following locations: You will need to select the Activate access rights depending on group membership option under Access rights in the User Management area of the Management Console. If you do not select this option, then none of the following settings will apply. To define the rights that a particular user has in a group, select the user, click Properties and then open the Membership tab. Users can activate or deactivate access rights through group membership in their settings if they have selected this option on the General tab in the Properties window, see "External access rights through group membership" on page 70. Selecting participants without read rights to group data Users can select other users as participants if these users are displayed in the Select participants window. There are two ways to do this: A user can see the users of a group if the user has full rights in this group. And a user sees those users to which he or she has external access rights. Members with full rights within a group have access to all data records of other members. This applies to all data record types. If you do not want users to automatically have read rights to other users' data, you can monitor the collaboration by defining external access rights. Go to User Management > Access rights and deactivate the Activate external access rights depending on group membership option. Activate the Activate external access option. 62

63 Installation and setup Rights In the User Management area, open the Properties window of the respective user or the respective group and then go to the External access from other users tab. In the lower part of the tab, go to the Default drop-down list and select See times in the calendar. Select the Default value from all other drop-down lists. With this setting, the respective users will see themselves in the Select participants window and they will see the times of all data records which are displayed in one user's calendar. These data records can not be opened Setting external access You can set up external access for users to enable them to access other user's data records: Before you can set external access rights, you must first select the Activate external access option under Access rights in the User Management area of the Management Console. If you do not select this option, then none of the following settings will apply. By selecting this option, both you (as administrator) and the users can define various settings for external access rights. In the Management Console select a user and then click Properties. On the External access to/from others tabs, you can define which external access rights each user has to other users or from other users. Each user can also assign other users external access rights to his or her own data records, see "External access rights" on page 68. To allow a user to do so, select the user, click Properties, open the General tab and select the Set up external access rights checkbox. If these settings are active, then the external access settings set by the administrator and the user settings will mutually overwrite each other. The last setting is the one that always applies. 63

64 Installation and setup Rights Administration rights Other users may also need to execute administrative tasks. For example, one user might be responsible for portals and another for setting up and administering rules. To assign user administration rights, select a user from the list, click Properties and then open the Administration rights tab. This tab lists all modules and the corresponding rights. The modules shown also depend on the CAS products and add-ons you are using Rights, filters and details You as administrator have several options to assign users access rights to user-sensitive data record types in the Management Console. Rights to data record types in the Properties window of users and groups, in the Rights tab. Rights to specific data records of a particular data record type in the Properties window of users and groups, in the Rights tab, using Filter settings. Rights to data record fields in the Properties, window of users and groups, in the Rights tab, in Details. What are the resulting rights when these settings are combined? The following examples involve two groups with differing rights, and also a user who is member of both groups. 64

65 Installation and setup Rights Rights to data record types Details: columnrelated rights Result Group A Addresses:insert All fields: Change Inserting rights to data record types Full rights to all fields in new data records Group B Addresses: change Turnover field: no rights "Change" rights to data record type No detail rights to the "Turnover" field User AB is a member of group A and group B Addresses: change All fields: Change "Change" rights to data record type Full detail rights to all fields For user AB, the highest right that has been set for a data record type and for the fields apply, regardless of the filter settings. Change rights to a field only come into effect when at least Change rights (or Insert for new data records) have been activated at the data record type level. This means that if you have set the rights to this data record type to Read, users will only be able to read fields in these data records. If Read rights have not been activated for a particular field, a user with rights to addresses will still be able to view the address, but not this field. User AB's rights that vary at the data record type level and at the field level are compared, and the highest right applies. If you define settings for fields in "Details," you must define these settings for all groups. The same principle applies to the following example, even if address access rights have been further restricted by means of a filter. Rights to data record types with filters Details: columnrelated rights Result Group A Addresses:insert Filter: Postal code = 7% All fields: Change "Insert" rights to the "Address" data record type for the postal code area 7 Full rights to all fields in new data records 65

66 Installation and setup Rights Group B Addresses: change Filter: Postal code >= and Postal code <= Turnover field: no rights "Change" rights to the "Address" data record type for postal code areas 6 to 8 No detail rights to the "Turnover" field User AB is a member of group A and group B Addresses: change Filter: Postal code >= and Postal code <= All fields: Change "Change" rights to the "Address" data record type for postal code areas 6 to 8 Full detail rights to all fields As in the previous example, the highest rights that user AB has to the data record type and to the field apply. The rights to the fields are not connected to the filter. 5.3 User rights The following examples show how users can assign rights for other users: When creating data records, users select participants for the data record. When a user creates a data record and selects its participants, he or she thereby determines who has Owner rights to this data record. External access allows a user to select other users and allow them to access the data records he or she has created or in which he or she is a participant. Furthermore, users can also deactivate External access depending on group membership Owner rights: selecting participants for data records Data record ownership rights can only be issued if the data record type in question is user sensitive. Rights are assigned in the same way for all data records as being described with the following example: Create a new appointment. 66

67 Installation and setup Rights Click this icon (located next to the Participants field or on the toolbar). The Select participants window opens. On the left you will see the users, groups and resources. The list contains the users who are in the same group as you, and who possess full rights within this group, and to whom you have been granted external access rights. As the owner of the appointment, you have full rights to the appointment and are automatically entered in the Participant list on the right. Move the users, groups and resources, which are to participate in the appointment, from the list on the left, to the right. Once this is done, they will also become participants, or owners of the appointment. You can move objects using either the icons or by double-clicking. If you press the Ctrl button and click on several users with the left mouse key, you can enter these selected users with one click. Multiple marked users cannot, however, be moved using just a double-click, in this case you will have to use the icons. Using the drop-down list you can assign the users in the right list right access rights (full, read-only, etc.) to the data record. The Rights button opens a window in which you can define the access rights for marked participants. Read or Edit, duplicate describes which actions are possible through the access right. The highest level is full rights. With full-rights you can also delete files. The administrator defines which rights and external access rights a user is permitted to set. The figure shows all the available access rights. 67

68 Installation and setup Rights If you remove all participants from a data record, it becomes public. In other words, all users will have full access to this data record. The All (public) participant can be assigned varying rights. Example You make an appointment with a colleague. Add the All (public) user and your colleague as participants. Assign your colleague full rights and the All (public) user read-only rights. The colleague can then move the appointment, change notes, insert a link and so on. All other colleagues can view the appointment, but cannot change it External access rights With the help of the external access right, you can make data from one user available to another. External access rights can be set separately for each data record type and user. If the administrator has given users authorization, they will be able to set external access rights themselves or change the settings in the Management Console. This takes place in the Tools menu of the Desktop Client, by clicking Settings > General tab > Change external access button. In the Change external access window, select the users who are to be given external access rights. You can set the external access rights in the bottom half of the tab. Click Expand to display all data records. You can now assign different external access rights for each user and data record type Owner rights and external access rights If you (as a user) select participants for a data record (thereby assigning who has owner rights), you can set the general external access. Open a data record (e.g. an appointment) and the click Select participants button. You will see the Maximum external access rights drop-down list below. In this drop-down list select the external access rights to the data record as described in "External access rights" on page 68. The settings in the Select participant window, however, only apply to: only this data record, 68

69 Installation and setup Rights all users, whom you (as a user) or the administrator have assigned general external access to and those users, as a restriction, who have access rights to other users for whom you have external access rights. If specific external access rights have been set for a data record, all users who have access rights to your data will have these external access rights. Example The users A, B and C all have different external access rights to user D's appointments. User A has full external access rights, user B can edit the data records and user C does not have any access rights to user D's data. User D creates an appointment and sets the highest level of external access to Read, see the figure below. This means that users A and B can only read the data record and no longer edit or delete the data record. Nothing changes for user C, because this user does not have any external access rights to user D. By setting the external access rights at the data record level, you are moving the red line either upwards or downwards which sets either more rights or less rights respectively. You can select the Private status via the Maximum external access rights dropdown list, see "Key terms for rights settings" on page 56. Alternatively: Assigning specific users fewer rights Access rights to a data record can be controlled and granted for specific users on an individual basis. Add these users as participants to the data record. 69

70 Installation and setup Rights Select the participant(s) in the list on the right. Click the Rights icon above the list on the right and select the rights for these participants. Owner rights have priority over external access rights: if the owner rights and external rights differ, then the owner rights apply. This way you can assign a participant, for example, Read rights to one of your data records. This right applies even if this participant has full external access rights to your data records. Similarly, you can also set access rights for a group and those of a member separately: A group is a data record participant with full rights. User A is a member of the group and has full rights in the group. As a result, user A also has full rights to a data record to which you have assigned this group as a participant. Now add user A as a participant to the data record. Assign this participant Read rights. Participant A now has read rights to this data record even though he or she is a member of the group External access rights through group membership Members of a group with full rights have at least read-only rights to each other's data records; except for private and confidential data records. This can be changed in the Desktop Client. The administrator has to activate permissions in the Management Console, which allow this setting to be changed. In the Tools menu, click Settings. Open the General tab and select the Deactivate access rights based on group membership checkbox Delegating data records If you remove yourself as participant from a data record you delegate the data record to the remaining participant(s). As long as the data record will not be delegated a second time, you as previously entered participant have the assigned rights no matter how often the data record will be changed by another user. However, the original data record participant will no longer be able to delete the data record after delegation. Exception: If the original participant has been granted Delete rights to one of the entered participants, then the original participant can still delete the data record. 70

71 Installation and setup Rights Shared calendar view Users who have external access to other users will be able to view their calendars. This means you can view colleagues' calendars and then make an appointment when they are all available. Open a calendar view and then open the Team calendar drop-down list, which is located on the top right-hand side of the program window. A drop-down list opens. Select a user. This user's calendar entries will then appear in the calendar area. The team calendar view displays the activities with the settings, colors, and so on, that you have defined for your own calendar view. Alternatively, instead of selecting a user from the drop-down list, type in two or more users separated by commas. These users' calendar entries will then appear in the calendar area. You do not need to type out the full names. Just start typing and the system will complement your text. Click the cross in the field to return to your calendar Rights hierarchy There are different ways a user in this case user A can be assigned rights to a data record: In the Management Console, the administrator assigns user A access rights to data records. User A is member of a group with full rights and therefore has read-only access to all records created by other members of the group, except for private and confidential data records. In the Management Console the administrator assigns user A external access rights to user B. User A therefore has access to user B's data records. User A is a participant of the data record. User B has given user A external access to his/her data records. User B assigns user A external access rights to a data record that differs from the default external access right. User B's general settings therefore restrict external access. 71

72 Installation and setup Rights Please note the following rules A user's user rights and group rights are compared and the highest apply. This is why a user's group membership should not grant him or her more rights than intended. The general external access right can be set in the Management Console by the administrator and can also be set in the user settings for each data record type and for all users separately on an individual basis. In addition to the general external access rights, data record owners can also restrict external access rights. If these settings have been enabled for a data record, then these rights apply to all users who have external access to the owner of this record. This allows the owner of the data record to set rights limited rights to the data record. Owner rights have priority over external access rights. If external access rights are restricted to a data record, then these rights apply to all users who have external access rights to the owner of this data record or have inherited the external access right. Access to a data record can thus only be assigned for selected users: if a user has been selected as participant of a data record and the owner right differs from the external access right, the owner right is applied and not the external access right. Example the CEO's appointments The Chief Executive Officer (CEO) of a company and his/her secretary and another employee are in the same group together and have been given full rights. As a result, the each have read external access rights to each others' data records. Board of directors Secretary Other employee Creates an appointment in which he or she is the only participant. Changes his secretary's external access rights and assigns her Full rights and Access to confidential data records for appointments. Creates a new appointment and sets external access to Access to confidential. External access: read-only due to group membership The secretary can read but cannot edit the appointment. Now, she has full rights to the appointment. She has full rights to the appointment. External access: only readonly rights due to group membership The employee can read but cannot change the appointment. He or she can still only read the appointment. He has no access to the appointment. 72

73 Installation and setup Customizing CAS genesisworld Creates a new appointment and sets external access to private. Creates a new appointment with the secretary as a second participant. He has no access to the appointment. Has full rights to the new appointment created by the Board of Directors. He has no access to the appointment. Can read but cannot change the appointment. 6 Customizing CAS genesisworld Once you have installed CAS genesisworld, launch the Management Console and set up and customize CAS genesisworld to meet your company's requirements. Basic steps in CAS genesisworld include defining and configuring user accounts to determine what data users are permitted to access and how they can access it. In CAS genesisworld you can prevent unauthorized access to data. This is achieved in the Management Console by controlling the rights that users have. CAS genesisworld allows you to create a standard user interface. By creating, for example, navigators and view formats, you can enable users to view their most important data and work with CAS genesisworld. Input assistance options and drop-down lists, for example, can also be created to make it easier for users to enter and maintain data. The font used in CAS genesisworld cannot automatically be scaled adapting to the Windows settings. In many CAS genesisworld locations, individual font types and font sizes can be defined, like in the view format. With the Notification and Action Service, you can define rules that determine which event triggers which actions automatically and that notifications are sent if an event occurs. In this way, many workflows and standard proceedings in a company are automated. 6.1 Management Console: Procedures Start the Management Console: click Start > Programs > CAS genesisworld > CAS genesisworld Management Console. Enter Administrator as user name, the password can remain empty at the first logon. One of the first things you should do is set up an administrator password for the system administrator in your company. 73

74 Installation and setup Customizing CAS genesisworld The left pane contains the administrator areas, the right pane contains the edit area Database area The Database module contains information about the existing data record types. The term Data record types refers to data records of a certain type. In CAS genesisworld, various data record types are available such as addresses, tasks, appointments, documents and so on. "User sensitivity" allows users to assign owner rights to a data record. If a data record type is not user sensitive, each user can see and change all the data records of this data record type. Decide whether, and if so, which data record types are to be made public. You can, for example, set address data records to not user sensitive if you want all users to be able to access these addresses. Or you want all projects to be public (not user sensitive) because the organization in your company is structured on a project base Creating users and groups In the User Management area, you can create users and manage their user names and passwords. Here, you can also assign certain rights to users to control data access. CAS genesisworld allows users to work with each other and access each other's data. They can do so if: 74

75 Installation and setup Customizing CAS genesisworld they are members of a group with full access rights within this group. they have external access rights to other users' data. Granting access rights: Settings For users to work together, two basic settings must be made in User Management > Access rights. The following settings are only available if you have selected the Activate external access option: The administrator can set external access rights between users. If the administrator assigns a user corresponding rights, this user can then also assign other users external access rights to his or her data. If you have selected the Activate access rights depending on group membership option, the following applies: Members with full rights within a group have read access to all data records of the group members. This applies to all data record types. This chapter will explain how you can organize rights over groups. The assignment of rights is described in more detail in the "Rights" chapter on page 56, more settings in the Access rights folder are described in "User and group rights to data record types" on page 60. Creating users Define access data for users by creating users in the Management Console. The user then uses this user name and password to log on to CAS genesisworld. Alternatively, users can also log on with the Windows authentication, for more information on this see the online help for the Management Console on page Authentication tab. For each user, the administrator also defines access rights and specific settings in the Management Console. Use the Default user so that you do not have to repeat all settings for each user. Select this user and click the Properties icon. The Default user has been deactivated so it does not require a license. Before you can change its properties, you must first activate this user on the General tab. Define now the settings which will not be changed anymore. On the Rights tab, remove all rights for data record types because in the next step the rights will be controlled over groups. Deactivate the Default user again on the General tab. 75

76 Installation and setup Customizing CAS genesisworld Now click the New user icon and then create a new user for each person who is to use CAS genesisworld. By doing so, you apply the Default user's properties. Enter a Name. You can leave the password empty. Each user can then log on to CAS genesisworld without a password and then choose their own. When selecting several users, you can edit the properties of these users at once. You can, for example, assign all selected users to one or several group(s) on the Membership tab. On the settings tab, you can create one or more accounts for each user. Users with the corresponding rights can also create their own accounts. Each CAS genesisworld user requires a unique address. The address is used for both invitation management and the notification service. addresses are saved to the database. You can define basic settings such server information and addresses following the same pattern (e.g. First name.last name@yourcompany) for several users at once. Select therefore the required user before you define settings in the E- mail settings tab. Creating groups Users can be assigned to groups. This allows you to organize users according to department, tasks, and so on. There are two types of groups: Organizational groups are created so users can see each other and work together. For example, users must see other users if they want to make an appointment with several participants or if several participants are to access one document. Groups whose design is based on a rights structure, make it easier to effectively create a group rights structure. When you create a new group, you can use the Default group as a template and apply its settings. As with the Default user, if you want to create several groups, enter the default settings for all groups in the Default group. In the User Management area, open the Groups folder. To create a new group, click the New Group icon. Select a new group, click Properties and then open the Members tab. Add opens the Select users/groups window, which allows you to select available users and add them to a group. 76

77 Installation and setup Customizing CAS genesisworld If you select several groups, you can change the settings of this group with one action. You can, for example, go to the Membership tab and assign one or several user(s) to all selected groups and also remove them. Open the Rights tab and remove all rights for all data record types, because in the next step the rights will be controlled using specific groups. Organizational groups Organizational groups represent departments or divisions whose employees work closely together. Create, for example, a group called Sales. Now open the Members tab and add users to this group. On the Members tab, select the Full rights option for all users. Each user in the "Sales" group will then be able to see all other members of this group in the participant selection list and will have read access rights to these users' data records. No further rights will be assigned to this group because the group is designed as organizational entity. Now create all the other groups for your company such as Purchasing, Production, Human Resources and Management Team. Each user is assigned to at least one of these groups. 77

78 Installation and setup Customizing CAS genesisworld Groups for the rights system Create another group called Rights: read only addresses. Enter users to this group. Do not assign user rights for these groups. Users cannot see this group because this group has only been created to manage rights. Now open the Rights tab, select Addresses and then select the Read access rights. Rights are controlled using these groups. You can create rights for different data record types using this group. For example, the Rights: Activities group could be the group in which you assign rights to all members for all activities. In the upper pane of the window, select the desired users. If you now click the Properties button, you will then be able to define the properties that apply to all these users. This can be helpful, for example, if you assign a new user to a group or if you set various rights for a group. The button opens a window with all settings which can apply to several users. Create groups for other rights such as Full Rights: Addresses, Rights: Reports, and Rights: HR Documents. Now assign each user to one or more of these groups, according to his or her area of activity. Name the groups for the rights structure with Rights:... This will allow you a better overview. Hierarchical groups Hierarchical groups are a good way of efficiently managing a large number of users. This function adds a group as member to another group. For example, you could assign the "Employees" and "Temporary personnel" groups to the "Internal staff" group. Rights in hierarchical groups accumulate. Note that the highest rights always have priority. If users are members in different groups, they automatically have the right that allows them the most. External access rights settings Organizational groups enable read access between all members of a group. This applies to all data record types. You should only use external access rights for users in the following cases: If they require one-sided access for superiors, for example. If they require more than read access. If you want to set individual external access rights for each data record type. 78

79 Installation and setup Customizing CAS genesisworld External access rights from others and to others can also be assigned for groups. Activating functions for users The modules that are available to CAS genesisworld users depend on the license they have purchased. Additionally, users have to be added to the respective license in the Management Console. By adding a user to a license, you activate the respective module's features for this user. Go to the Licenses area in the Management Console and select the respective license. Activate user opens the Activate for window. If licenses are assigned to a specific number of users, you can assign access rights to as many users as were registered. To view a user's licenses, select the user, click Properties and open the Licensed modules tab Data protection You find rights for modules and functions for individual users or groups in the User Management area. On the Other rights tab in a user's Properties, you can choose to allow the user to import or export addresses, copy and paste, and so on, to follow data protection guidelines. Most of the settings on this tab prevent addresses in CAS genesisworld from being copied, changed or used in mass mailings. This applies, for example, when exporting data, also to formats like reports, Microsoft Excel or vcard. This also applies to functions for addresses such as form letters or messages for multiple addresses, the address wizard and features of modules such as the duplicate check from Omikron. If users have the right to create actions or administer rules, they can make mass changes of data in CAS genesisworld and these rights should only be assigned to experienced users. 79

80 Installation and setup Customizing CAS genesisworld For more information see page Special data protection rights in the online help for the Desktop Client and page Importing and exporting data in the online help for the Management Console Activation You have to enter a unique activation key for each installation of CAS genesisworld. This key is generated by CAS Software AG and does not contain any customer-specific data. The activation key is essential if you want to activate a software installation with CAS Software AG. This is always the case when license numbers are added or removed. If after 30 days the license was not activated, then you will no longer be able to make any administrative changes or configurations in the Management Console. To activate the license, open the Management Console and go to the Licenses area. When activating the license, you specify whether you want to license CAS genesisworld as productive system or as test system. You usually register online, whereby the application server transfers the respective data to the CAS Software AG registration server. 80

81 Installation and setup Customizing CAS genesisworld If the application server does not have access to the Internet, then you can still carry out an activation by using the Create activation file option. You can then send the activation file you created to your CAS Partners. 6.2 Central defaults Company preferences can be configured by your administrator for areas such as navigators, view formats and any other where this might be useful, these central defaults provide users with a standardized user interface. You can also decide whether users must accept these settings or whether they can change them. Central default settings must be configured in the Management Console and in the Desktop Client. To configure the settings in the Desktop Client, log on to the Desktop Client as a user with administration rights. You will find the settings in the same windows that users can access who do not have administrator rights Navigators Navigators contain folder and view items, you will also see how they are ordered in tree structures. The program navigator is displayed in the left-hand pane of the Desktop Client. In CAS genesisworld Web and the Mobile Apps you will see the list views for the program navigator which a user can select as their start navigator in the Desktop Client. Administrators can predefine the start navigator for a user. Thus a start navigator is also available for a user when they are not using the Desktop Client. Link navigators are used in dossiers and show all linked data records. The document template navigator contains folders and views for templates. It is available in the Create document from window and in the Document templates window of the Desktop Client. Views always display a subset of data, depending on the settings for the view and the user rights. For more information on all the navigators see the Navigators page in the online help for the Desktop Client. Open the Navigator tab in the Properties window of users and define the navigator defaults. If you select more than one user, you can then configure the settings for all these users simultaneously. You can also configure these settings for the Default user. 81

82 Installation and setup Customizing CAS genesisworld If a user is not allowed to change a navigator, he or she will also not be able to change the views in this navigator. The setting in the first drop-down list on the Navigator tab applies to all navigators; that is program navigators, link navigators and document template navigators. On this tab, you will only be able to select public navigators. Only users with administrator rights can create and edit public navigators. If, as an administrator, you want to create navigators for users of the Desktop Client, then you will require the Create and edit personal navigators right. You set the right in the user's Properties window, in the General tab. If no other navigator is available or has been set up, then the Autostart (public) navigator loads when you launch CAS genesisworld. In public navigators for multiple users, filtering by the current user is particularly useful. The current user is then entered as a variable or place holder. The current user is the user who is logged on to CAS genesisworld at that moment. On the Team tab in view properties, you will see the Display own and public data records option, which can be applied to each user individually. 82

83 Installation and setup Customizing CAS genesisworld Exception: Document template navigator Only the administrator can define the document template navigator in the Desktop Client. Here, also those rights apply which you have defined in the user properties window, in the Navigator tab. Only one document template navigator can be saved as a public navigator. The public document template navigator is initially displayed even though users can create and edit navigators. If users have the necessary rights, they can save the public navigator; then the saved navigator is no longer public and is displayed the next time the document template navigator is opened One navigator for many users You can use business units to assign different users and/or groups associated with a public folder to different folders or views depending on their workplace. You can, for example, use the Autostart (public) navigator or the Start navigator for all users, see "Navigators" on page 81. This is how you maintain a public navigator. Users or groups from different departments will see the views in this navigator which you have identified for this department or business unit. In the Business units folder of the User management area, you can create different business units. You can assign one or more business units to each user or group. Business units can also be administered in the Properties window of each user and each group, in the Business units tab. If business units are created in the Management Console, you as administrator open a public navigator in the Desktop Client. For certain navigator views you can select on or more business units from the view properties. Users or members of a user group can then see the folders and views of their business unit(s) in the public navigator together with the general view. If a new business unit is assigned to or removed from a user, the public navigator is adapted to the new workplace. Additional information can be found in the online help pages for the Management Console on the Business units page. 83

84 Installation and setup Customizing CAS genesisworld view in the public navigator Public navigators can contain an view that automatically accesses the logged-on user's default account. This default account is created in the User Management area, in the user settings. Additional information can be found in the online help pages for the Management Console on the settings tab page. A user is not allowed to set up another account if you do not activate the Allow user to change administrator setting option. 84

85 Installation and setup Customizing CAS genesisworld View formats View formats define the fields that are to be displayed in a list, the order in which a list is sorted, which font is used, and so on. Each data record type has a Default (public) view format. For embedded lists, the default view format is always used, for example, in dossier views, for search results or for company address contact persons. Select one or several users in the User Management area of the Management Console. Open the View formats tab in a user's Properties sheet. On this tab, you can allow users to create and modify their own view formats and define default view formats for users. If you select more than one user, you can then configure the settings for all these users simultaneously. You can also configure these settings for the Default user. You as administrator can define the Default (public) view format either here in the View format tab or in the Settings window of the Desktop Client in the List tab. 85

86 Installation and setup Customizing CAS genesisworld Important Rights for view formats are only applied if users have rights for navigator views, see "Navigators" on page 81. If a user cannot change the navigator, he or she cannot edit view formats either. This also applies if rights for view formats exist. These rights also apply to the Administrator user. If you want to create view formats for users, you will also need navigator permissions and the: Create and edit personal and public view formats right. If users cannot create and edit their own view formats, then they should at least have one view format available to them for each data record type. The views based on this view format will load faster if you do not select the Notes field in a view format's displayed fields. Do not change view format If you go to the Rights for view formats drop-down menu and you select the Do not change view format entry, it will affect users in the following ways: Users have to use the defined Default (public) view format. This also applies to embedded lists. 86

87 Installation and setup Customizing CAS genesisworld If the Allow user to change administrator setting option is activated, users can define a different default view format in the Settings window of the Desktop Client, in the Lists tab. Creating and editing own/public view formats If you select the Create and edit personal view formats entry from the Rights for view formats drop-down menu, it will affect users in the following ways: Users may edit or create personal view formats. The Default (public) view format is used if a user has not defined a personal view format. If the Allow user to change administrator setting option is not activated, the Default (public) view format is used for embedded lists. The user can temporarily select a different view format via the context menu of a list. The next time you open the list, the Default (public) view format is used again. If the Allow user to change administrator setting is activated, users can define different default view formats for data record types. When working with embedded lists, the user can select a different view format from the context menu of the list. Users can also define a default view format for the respective data record type with the use as default option. In the Desktop Client, a user can define any default view format for all data record types in Settings > List. If you select the Create and edit personal and public view formats option from the Rights for view formats drop-down list, users will be affected in the following ways: The settings for users for own view formats, mentioned in the previous paragraph, are also allowed for public view formats. This setting is also required if you as administrator or other users with administration rights are to create view formats Dashboard standards There are three different types of dashboards in CAS genesisworld: A dashboard as the first view in the navigator pane. Company dashboards that users with certain rights can individually create and configure like any other navigator view. 87

88 Installation and setup Customizing CAS genesisworld Data record dashboards that are displayed in separate data record tabs. You can select for which data records this tab is to be displayed in the Dashboard folder in the Miscellaneous area in the Management Console. The Default user's dashboard is used as the default dashboard. This dashboard is used until a user changes the dashboard. In addition, users can restore this default to its original settings by selecting the Restore default option. Go to the User management area and activate the Default user in the Management Console. Normally, this user is deactivated, thus the user will not require a license. Log on to the Desktop Client using the Default user account. Define the default for the dashboard. You can then deactivate the Default user again in User Management area. Public elements As the administrator in the Desktop Client you can create elements for all dashboards. These elements are displayed for users if they select elements. Users cannot edit these elements. Any changes made by the administrator to a public element are applied to elements used by users. If the administrator deletes a public element, then users will no longer be able to use this element Search defaults All CAS genesisworld clients offer multiple options for data record searching. User rights are taken into account when searching: this ensures that users only find those data records to which they have access. In principle, we differentiate between 3 types of searches: the classic search, the full-text index search and the SmartSearch. Classic search This type of search allows all available fields in the whole CAS genesisworld data stock to be searched. Fields which have already been searched that are listed in the Search window of the Desktop Client are predefined for each data record type in the Fields to search in dropdown list. 88

89 Installation and setup Customizing CAS genesisworld After installing a default selection of fields will be available. This default selection can be changed by any user in their own settings. If the user does not define personal settings, the settings of the administrator are applied. By supplementing or changing these defaults you can adapt searching to suit your company. Log on to the Desktop Client as administrator, go to the Tools menu of the program window and go to Settings > Search. Entries can be newly created and changed for each data record type. The displayed sort order in the drop-down list of the Search window can be changed. With the Reset to default, you as administrator can restore the settings to the default values before installation. Users adopt the administrator defaults with the Reset to default button. Using the full text search This type of search allows you to search through all the available text fields in the whole CAS genesisworld data stock. For this, a full-text index is created for all text fields. Search terms users have entered are then searched for in this index. This type of search is used in the Desktop Client Search window on the Search tab, in the search field of the toolbar, in the dossier and in templates, when filtering in lists in portals or in mobile CRM solutions. This search is faster than classic searching. The number of search results is often higher if the full-text index contains many words. The beginnings of words are always considered with search terms, the order of entered search terms is of no consequence and you will no longer have to use a percentage sign in the search field. Your administrator can activate and deactivate the search in the Database area of the Management Console on the Search tab in the General area. If you delete the full-text index, you deactivate the full-text search. When searching with full-text index has been activated in the Desktop Client, then the Classic search option will be available on the Search tab in the Settings window. Advanced users activate this option to search without using the full-text index. 89

90 Installation and setup Customizing CAS genesisworld You will find more information in the online help for the Management Console on page Using the full text search and in the online help for the Desktop Client on page Search settings. SmartSearch With this search, specific fields belonging to specific data record types are searched. For example, for addresses the most important fields such as name, city/town and contact data are searched. And typically for other data record types only the subject and one other key field are searched. Search results are sorted individually for each user according to relevance. Relevance includes, for example, whether or not a user is a data record participant, whether the search term matches the subject or how up-to-date the data record is. The search type is used in the Desktop Client and in the mobile CRM solutions. All data records found that match the search criteria are displayed in a mixed list. Clicking a search hit in the Desktop Client opens a list of functions for this data record type. For addresses, for example, users might see functions for calling or displaying the dossier, and for documents users might see functions for displaying, changing or sending the document as attachment. The SmartSearch is quick. It does not matter in which list or view you use the toolbar search field. Users must not enter special characters or parameters but they can use abbreviations for data record types to improve the search. Additional information can be found in the online help for the Management Console on the SmartSearch page. SmartSearch runs as a service and is activated in the Server Manager, see online help for the server manager, page Setting up the computer and the CAS Web Service. 90

91 Installation and setup Customizing CAS genesisworld Next, you activate SmartSearch in the Management Console, in Database > General > SmartSearch tab. For more information go to the online help for the Management Console on the SmartSearch page. You can expand the SmartSearch index by additional fields and data record types. For additional information, please go to the online help pages of the Management Console, on the XML file for the SmartSearch page Define system messages You can share important system relevant information from CAS Software AG by displaying it to your users. After logging on to a CAS product, a message will open. Users can deactivate the display of these messages by selecting the Do not display anymore option. Likewise, partners or administrators can publish system messages, for example, to inform users of maintenance windows. A system message will only open if the message data is valid and if it refers to the current client. System messages are displayed in the Desktop Client and in teamworks. How it works The system messages published by CAS Software are retrieved by the customer's application servers via a Web service. System messages are created by administrators in the CustomSystemNews.xml file. This file has to be saved to the...\program Files (x86)\common Files\CAS- Software\Server\DotNetData\PopupTemplates folder on the application server. System messages can be created in any language and are displayed in a language that users can understand. When users log on, the application server checks whether any system messages are present in the language currently being used by CAS genesisworld. <?xml version="1.0" encoding="utf-8"?> <messages> <message id="1" validfrom=" " validthrough=" " client="cas genesisworld" minversion="17.0.0" maxversion="18.1.3" author="cas Software AG"> <content language="en"> <title>english system message</title> <body>this is the news body.</body> </content> 91

92 Installation and setup Customizing CAS genesisworld <content language="de"> <title>deutsche Systemnachricht</title> <body>das ist der Text der Nachricht.</body> </content> </message> </messages> All system messages are stored in the application server cache and are updated regularly. As soon as a user logs on, the relevant system messages from the application server are sent to the client. The transferred data is analyzed by the client and then a window with one or more messages is displayed. 6.3 Little helpers for users You will find the settings for the following little helpers in the Management Console Central settings You can set up a default account for each user, see "Navigators" on page 81. To define the update/monitoring intervals for the accounts (IMAP4 and POP3), go to the settings in the Miscellaneous area of the Management Console. Using these settings you can also define folders which are not available as offline folders. Additionally, you can adopt the addresses from the Microsoft Exchange Server global address book in the CAS genesisworld database. Once you have done so, all these addresses will then be available for all the users; for example when a user starts typing an address, the system suggests possible matching addresses. Additional information can be found in the online help pages for the Management Console on the settings page Dossier settings You define which data record types the CAS genesisworld dossier for users will contain, which fields are to be displayed for each data record type, and by which field the data records of each data record type are to be sorted. Additionally, you can define which data record field from the dossier should be displayed in the Subject column. You can select any field value you like. Different values might be displayed in the users subject column, this is because the dossier displays multiple data 92

93 Installation and setup Customizing CAS genesisworld record types in a single list and it also depends on your settings in the Management Console. Additional information can be found in the online help pages for the Management Console on the Dossier page Input assistance An input assistance is a pre-defined value for certain fields in the data record window, for example a selection of values for the industry sector or for countries for addresses. You can create input assistance options in the Database area of the Management Console. You can define input assistance options for almost all fields. Furthermore, you can create input assistance options for all new fields if they are a varchar data type for text fields, or if they are for numbers. Some input assistance options only apply to certain user groups. You can assign different input assistance options to users from different groups or different departments. When you define international input assistance options, users can work with the same application server in different languages. A System input assistance option is used for certain CAS genesisworld functions and cannot be changed. For example, the Country field is a multilingual system-input assistance field that contains the country names according to ISO 3166 for all the languages offered in the Standard Edition. The name of the input assistance options must not contain commas, pipes ( ), and no simple or double quotation marks ( ' and " ). Furthermore, an input assistance option must not start or end with a space. Only for floating point numbers of the float or decimal type, commas may be included in the input assistance option. Each database field has a certain length. You must not exceed the maximum number of characters for a field by combining entries. Selection tree The selection tree is a special type of input assistance. These hierarchical input assistance options are only available in the Premium Edition and offer a tree structure from which several entries can be chosen in a fixed order. Examples of a selection tree include parent entries with customers, prospects or suppliers. The child entries for customers, for example, can be products. 93

94 Installation and setup Customizing CAS genesisworld International input assistance options You can activate the Use international input assistance option for the Single selection list, the Checkbox list and the Selection tree. If you then create or change an input assistance option, enter this input assistance option in different languages. Each user automatically sees the input assistance options in the respective fields in their own language. This is only possible if users are not allowed to enter their own text. If you work with CAS genesisworld or teamworks, you can also use international input assistance options and input assistance options for groups. Additional information can be found in the online help pages for the Management Console on the Administering input assistance options page. Input assistance options for Type and Status This function is only available in the Premium Edition. You can create input assistance options for the Status field that are dependent on the Type field. If you select either Type or Status and then click the Input assistance button, the Administer type and status:... window will open. Interdependent input assistance options for the Type and Status fields can be created for all data record types, except campaigns, opportunities and distribution lists. 94

95 Installation and setup Customizing CAS genesisworld The Type and Status fields can also be found in data record types that have been specially created for your company. Go to Management Console > Database > Create Type/Status. In a data record users can select one option for Type and one for Status. Additional information can be found in the online help pages for the Management Console on the Input assistance for the Type and Status fields page. Example: consistently storing data records with input assistance options Different addresses are consistently entered: Deactivate the type-independent option for Status on the right side of the window. Enter the following Type field entries: Customer, Supplier and Employee. Select the Customer entry for the Type field and define the following Status field entries: Lead, A customer, B customer For the Supplier Type, define the following Status field entries: active, passive For the Employee type, define the following Status field entries: employed, trainee, probation 95

96 Installation and setup Customizing CAS genesisworld If users select an entry in the Type field, the matching entries are displayed for the Status field. Mandatory fields Click the Mandatory fields button to set mandatory fields. When users then select a type or status, they will have to complete these fields. Defining mandatory fields is possible for both type and status fields. For example, you can set up the fields so that when a user selects Customer from the Type drop-down list, he or she is then required to complete the Sector field. If you have created mandatory fields via Customize column, then these fields will also be shown as activated mandatory fields in the Mandatory fields window. You can deactivate these mandatory fields only in the Customize column window. Additional information can be found in the online help pages for the Management Console on the Checking mandatory fields page. Display tabs Type lets you control which tabs are displayed in data record windows. You do this under Display tabs in the Miscellaneous area of the Management Console. You can therefore make sure that users only have access to the information they need for their work. Mandatory fields on hidden tabs are not checked when the data record is saved. A user can thus also save a data record if the tab contains a mandatory field that has been hidden due to the Type setting. 6.4 COM settings To configure the following settings, go to the Miscellaneous area in the Management Console and open the Addresses folder. General tab Country (default) is the preset default value used when creating a new contact data record. Input fields for the address in the data record windows match the standards for postal addresses in the selected country. Users can change this default value for each address in a contact data record. With Address (default), you define which postal address you want to display when creating individual contacts. 96

97 Installation and setup Customizing CAS genesisworld Additional information can be found in the online help pages for the Management Console on the Addresses: General tab page. Field synchronization tab Keep synchronous: click the columns for the fields of companies and contact persons that are to be kept synchronized. Select the Activate/deactivate synchronous field values option to make sure that all postal address fields for contact partners and companies are always synchronized. Users must have Edit rights to the Synchronize fields values field to be able to use this option. If users do not have the necessary rights and they create or save a contact person, the Activate/deactivate synchronous field values option is set by default and cannot be changed. Additional information can be found in the online help pages for the Management Console on the Addresses/ Field synchronization tab page. Duplicate check tab The Duplicate check checks whether an address has been recorded more than once. If a user saves a new address that contains data which is similar to an existing address, this address can be merged manually or automatically. There are various settings available for identifying such addresses. Define which fields and which factors are to be taken into consideration. Define the options for the duplicate search. Set whether you want to delete or deactivate duplicates. Additional information can be found in the online help pages for the Management Console on the Addresses/Duplicate check tab page. Services tab To use map-based services, such as the proximity search, data of the location must be stored as address coordinates. Georeferencing is a method to enhance addresses with their latitude and longitude coordinates and with a factor to define the accuracy of the coordinates. The georeferencing is executed via a Web service at CAS Software AG and with an OpenStreetMap server. This service can therefore be offered for free, but for some regions, this server may return less accurate coordinates or none at all. In the process, only the postal address data is transferred to CAS Software. 97

98 Installation and setup Customizing CAS genesisworld The Web service must be started in the Server Manager, see chapter "Services tab" on page 119. Address service providers such as the Unternehmensverzeichnis.org directory support the maintenance of addresses. As administrator, you set up the connections and the respective accounts. An Internet connection is always required. The Unternehmensverzeichnis.org directory is a free business directory of companies and production facilities. Using the EBID number that was automatically assigned by the service, the data of companies saved in CAS genesisworld can be matched to the information provided by Unternehmensverzeichnis.org. You can flexibly update or complete the data whenever needed. You can also activate Premium functions for individual users so that these users have access to additional functions such as purchasing SCHUFA information. Additional information can be found in the online help pages for the Management Console on the Unternehmensverzeichnis tab page. 6.5 Links A link in CAS genesisworld is the representation of a connection between two data records. An undirected link between two data records is a simple connection which is the same for both data records. Directed links differ depending on the data record from which you view the other data record. Directed links can have a name, or so-called Attribute. The attributes can vary depending how you are viewing the data record, that is the type of data record from which you are viewing another data record. Certain link types exist as default in CAS genesisworld. These internal link types cannot be changed. Additionally, the administrator can create new link types for your company in the Management Console. Example for a default link type: Opportunities are linked to addresses. Links are assigned the Contact person attribute. This type is defined as undirected link. An example of a new link type is: The Main installation or a company is the address. Links to further addresses are specified with the Branch attribute. This type is a directed link. 98

99 Installation and setup Customizing CAS genesisworld You will find the link settings in the Miscellaneous area of the Management Console and on the Links page of the online help for the Management Console. Primary links Primary links are a special type of link, which are only available in the Premium Edition. You can define hierarchical relationships through primary links, for example, between addresses, projects, jobs, appointments, tasks, documents, phone calls and s. Primary links are 1:n links. This means, that a data record from a higher level can be assigned any number of sub-level data records. One sub-level data record can only be assigned one parent data record. 99

100 Installation and setup Customizing CAS genesisworld Per default, an address is usually the data record where primary links are first linked with. On the next hierarchy level you will see projects and then jobs. Below the job level, you can set up any other level with jobs. You can also leave out the jobs level. After jobs you will see, tasks, documents, appointments, s and phone calls. The following figures show the maximum number of hierarchy levels that can be build with primary links. Parent data records can have multiple primary links, linking child data records. Child data records have a unique primary link to a parent data record. For example, when a specific project has a single primary link to an address. And this address is itself linked to multiple projects. Following these rules, a hierarchical structure is built. There is a difference between primary links and mandatory primary links. Primary links can be entered by users, although they do not have to be. Depending on the processes in your company, some data records might be linked with primary links and other data records are not. Mandatory primary links, as the name suggests, have to be entered by users into a data record, otherwise the data record cannot be saved. In this case, unique relationships are thus defined between addresses, projects, jobs, appointments, tasks, documents, phone calls and s. As administrator you can define basic settings for primary links in the Management Console, in Miscellaneous > Links. Additional information can be found in the online help pages for the Management Console on the Overview primary links page. Effect of primary links on users In the data record window you will buttons for entering primary links in the Parent dropdown list on the General tab. Child entries are displayed with the Link with and New link buttons if a general and a primary link are possible with a data record type. 100

101 Installation and setup Customizing CAS genesisworld Any primary links which have been entered as Parent links are displayed in the data record window. Primary links are not displayed in data records in teamworks and in the Mobile apps. The Tree tab in the data record window and the Tree view show an overview of the primary links' hierarchical structure. There are also functions available for editing primary links. You can also view all links and primary links on the Dossier tab. 6.6 Settings for rules The Notification and Action Service allows you to define rules for automating routine processes in your company. A rule determines which events automatically trigger which actions. There are two types of rules: Rules for notifications and rules for actions. Rules for notifications With rules for notifications, participants can be sent s to notify them when certain data records have been, for example, created or edited, or if a deadline has been missed. Even changes to links can be monitored. Members of a group receive notification when the group is added as a participant to a data record. Users can subscribe to these notification rules. There are also mandatory notifications. These are sent to users even if they have not subscribed to a rule. Users are also notified if they have been entered as subscribers by the administrator. Notifications can now be sent in multiple languages. This requires that the notification is available in different languages. To enable this you have to ensure that the language packs have been installed and that language support for multiple languages is enabled on the Server settings tab in the Rules area of the Management Console. Rules for actions With Action rules, when changes are made to data records or a deadline has been missed for particular data records in CAS genesisworld, then new data records are created, data records are linked with other data records, and so on. Users cannot subscribe to these rules. 101

102 Installation and setup Customizing CAS genesisworld Notifications and actions can be defined for all the data record types which are delivered with the standard edition and also for any data record types which you may have been created especially for your company Creating rules As an administrator, you can administer rules in the Rules area of the Management Console. In the Rules for notifications and actions tab, you can define specific actions for changes made to data records or links, missed deadlines, and anniversaries. With rules for actions, new data records are created or existing ones can be changed or linked. These rules cannot be subscribed. With rules for notifications, an is sent to participants notifying them when a data record is created or changed. Users can subscribe notification rules if the respective option is ticked when creating a rule. In the Management Console, the administrator can set whether a user is allowed to create or edit rules. To do so, select a user, click Properties, open the General tab and select the Rule administrator option. Users can create or edit rules in the Management Console if you have selected the Rules option for them. To do so, select a user, click Properties and then open the Administration rights tab. Users that have Rule Administrator rights can also create or change rules over the Desktop Client on the Rules tab in the Settings dialog box. 102

103 Installation and setup Customizing CAS genesisworld The Desktop Client contains the same windows and functions as the Management Console. The same applies to the help pages. s Users do not need Rule administrator rights to set rules for s sent from their own accounts. Users can set these actions for in the Rules for tab, which you will find in the Rules and the s tabs in the Settings window of the Desktop Client Notifications and actions In the Rules for notification and actions tab, you can define the actions that are to be executed, for example, when a data record has been changed or a deadline missed. You always select the data records of a certain data record type which you want to monitor. A rule can be based on various events: Data record change: the system monitors whether a new data record has been created or an existing data record has been changed, linked, deleted or restored. If changes are to be monitored, click Default to set which fields are to be monitored. Likewise, if links are to be monitored, click Default to set which data record types are to be monitored. With Deadline exceeded the system monitors the date fields of specific data records. You define a deadline for one of these fields before or after the date. You can, for example, define to be informed 7 days before a project milestone will be terminated. With Anniversary the system monitors the date fields of specific data records. For one of these fields, you can define a time period before or after this point in which an action is to be executed. For example, all customers and suppliers are to receive a birthday card from the employee who takes care of them. The employee is informed by a rule 3 days before the upcoming birthday. Link change monitors the links between certain data records. For example, you want to be informed when documents are linked to your projects. After you have created/defined data record types and monitored events, you can define actions and users. 103

104 Installation and setup Customizing CAS genesisworld For each event, you can select which Action is to be triggered depending on the event. The recipients of a notification can be defined in more detail using subscribers, variable and predefined recipients, users and/or resources of CAS genesisworld and addresses. Additional information can be found in the online help pages for the Management Console on the Creating a rule page. Monitoring the execution of rules You as administrator can control the load of the notification and action service on the application servers with several settings. With the Monitoring interval, you define time intervals during which the program checks and executes rules. Set up a Schedule if you do not want to execute a rule, for example, each week day. The schedule applies in addition to the monitoring interval, that is, depending on the settings 104

105 Installation and setup Customizing CAS genesisworld for the schedule, a rule can be executed at specific times, or more often or less frequently than scheduled in the monitoring interval. In the Server settings tab, the application server on which the notification service is to run is entered. This tab is only available in the Management Console. Furthermore, you can configure for each rule the application server which is to execute this rule. In that way, the load of the application server can be controlled if you plan, for example, to execute some rules more often than others. In the Statistics tab you, as the rule administrator, can show various Notification and Action Service evaluations such as service runs, executed actions or the number of triggered data records Special considerations If you work with rules functionalities, you can easily and quickly create or change a lot of data records. In the worst case, cycles, with endless changes or creation of new data records, can develop. 105

106 Installation and setup Customizing CAS genesisworld Important Rule administrators must know exactly what they do and must have been trained on how to use rules. Please pay special attention to the following information and recommendations, particularly if you are an administrator. The notification and action service is a server service and runs on a CAS genesisworld application server. The service checks all rules for monitored data records in a predefined Monitoring interval. If an event occurs, the corresponding actions are executed. To not overload the application server, the service only runs for a certain period of time depending on the load of the application server. During this time, all rules are executed once. The duration may vary depending on the configuration of the rules. The service pauses for a set time, and then all rules are once again executed. As a result, the time between an event occurring and the execution of the action may vary. Application server performance The application server load depends on the Monitoring intervals of the rules. If monitoring intervals cannot be correctly applied due to the application server's load or the number of actions, you have the following options: It might be that too many users have the Rules administrator right. Are the rule administrators well informed and do they know the limitations of this service? We recommend to only assign the Rule administrator option for specific users and to train these users on how to work with rules. Can your administrator check and restrict existing rules? If the rules have been checked and given the all-clear, you can then set up an additional application server for the notification and action service. Special considerations Furthermore, you have to consider the following when working with the notification and action service: Multiple rules from one or more users can lead to cycles or infinite loops. For example, user A creates the following rule: "When a task is in status "x", then create a category "y" appointment." User B creates the following rule: "If a category "y" appointment is created, then create a status "x" appointment." 106

107 Installation and setup integration Cycles, or endless loops of this type are not recognized by the CAS genesisworld application server. The volume and number of s and edited or created data records have to be considered. A large number of actions can be executed, depending on the size of the installation, the number of users and rule administrators, and the user scenario. You can only execute one action per rule. For more actions, several rules must be defined. You cannot create a multi-step workflow with conditions, paths, and so on, with the notification and action service. This is not wanted. 7 integration This diagram provides an overview of the integration function in CAS genesisworld. Your administrator usually sets up the mailboxes on the server. CAS genesisworld supports IMAP4 and POP3 accounts. The connection between the mailbox on the server and CAS genesisworld is established via the account. Your administrator can set up the account and it can be displayed by users in their navigators. Under certain circumstances users can use a different program, see "Other e- mail clients" on page 110. All received and sent going to and coming from an account are managed on the server. Users access the s on the server online using an client: in CAS genesisworld, for example, this would be an view (mailbox). 107

108 Installation and setup integration As s are managed on the server, these s are not recognized as CAS genesisworld data records, which means that the application server's load is not affected. The account for the notification service must be set up in the Rules area of the Management Console. In the process, you also have the option of setting up an SMTP account because are only sent. Users can work either online or offline. Offline means that a connection is not made to the server and account content is accessed via a local folder. In the account properties, you define More settings for the offline mode. Define where you want to save s for the offline mode. We recommend transferring s to local folders for a better performance. Only the user with access to the mailbox can access the s in a local folder. Local folders are folders on the computer of the user. User archives You can archive s from a CAS genesisworld account. A copy of the e- mail is saved in the Document Archive and a CAS genesisworld data record is then created for the archived . As soon as an has been archived, you can select participants for the and the can be linked with other CAS genesisworld data records. The archived is no longer linked with the in your mailbox on the server. You can archive s in offline and in online mode server CAS Software AG tests servers to ensure they are compatible with CAS genesisworld. For a list of compatible servers, see the current release notes at CAS genesisworld knowledge hub. Requirements Here are the minimum requirements an server should fulfill: The server must be multi-session capable. Depending on the use scenario, the number of simultaneously open connections per user on the server should be set to at least twenty. The reason for this is that CAS genesisworld refreshes the of multiple mailboxes at the same time and a user can also have several windows open simultaneously. 108

109 Installation and setup integration You should ensure that the server and the CAS genesisworld application server are not installed on the same computer. Avoid these scenarios or test them with respect to system stability and performance. protocol The CAS genesisworld client supports the IMAP and POP3 protocols according to the defined standard. Some servers and providers do not comply with the defined standard and as a result may not work with CAS genesisworld. Because of this, you should try and use the approved server or provider recommended by CAS Software. You can find more information on CAS genesisworld approved servers and providers in the current release notes at CAS genesisworld knowledge hub. CAS Software does not guarantee or support any server that has not been released or approved for CAS products. Using the Internet Message Access Protocol (IMAP), users can save their and folders directly to the server. The IMAP protocol was developed primarily to enable users to edit s independently. IMAP offers a number of options to administer and store s and folders. The current release is version 4 which is supported by CAS genesisworld. All the common servers support IMAP, for example, Microsoft Exchange Server. And the majority of providers offer IMAP for a fee. As a rule, providers usually offer the POP3 (Post Office Protocol) free-of-charge. For automatic refreshes, CAS genesisworld requires more than one connection per e- mail account to the server. Some servers do not offer this option as a standard. The automatic update does not work with all servers. In contrast to IMAP, POP3 does not manage s using a folder structure on the e- mail server, but does this instead on your local computer. Incoming and outgoing are thus saved to your local folders. These s do not exist on a separate computer unless they are saved to a network folder. If instead of a folder on your local computer, you set up a folder on your network then it is possible that other users could have access to your . We also recommend that you back up your s. If you receive s frequently, a frequent backup is recommended. Make sure that you do not run a virus scan on these folders because this might change or delete the s. If files from these folders are deleted it can lead to data loss. For the reasons mentioned above, we do not recommend POP3 use in a professional environment. 109

110 Installation and setup integration 7.2 Other clients In CAS genesisworld users can, for example, use Microsoft Outlook as their client. And when composing an in CAS genesisworld their program of choice will then open automatically. Archiving s with Microsoft Outlook An add-in is available for Microsoft Outlook. This enables users to archive their in Microsoft Outlook at the touch of a button, and in the process, archive them as CAS genesisworld data records. Please note the following features with the Microsoft Outlook add-in: The installation and pre-requisites vary depending on the version of Microsoft Outlook you are using. The add-in for Microsoft Outlook can be installed without the Windows Client by CAS genesisworld. You can install the Microsoft Outlook add-in on other computers using the MSI, see "Microsoft Outlook and Crystal Reports" on page 40. Additional information can be found in the online help pages for the Management Console on the Microsoft Outlook page. You can also use Mozilla to archive s for CAS genesisworld. 7.3 Logging on to the system A unique address for each user is saved in the database for the user account, see "Create user" on page 75. This address is used for both invitation management and the notification service. This address is displayed for users in Saved address, in the Desktop Client > Properties window > General tab. This address cannot be changed by users even if they are changing or configuring an account. We recommend that you also use this address for a user's default account. You administrator allocates accounts. With the necessary rights, users can set up their own account for the address in their user account or for additional e- mail addresses, see " views in the public navigator" on page 84. In public navigators, an view can be integrated with which the logged-on user's default account can be accessed automatically. You find additional information in the online help pages of the Management Console on the Personal accounts in public navigators page. 110

111 Installation and setup Backing up data 7.4 settings in the Management Console You as administrator define all the general settings for IMAP4 and POP3 accounts in CAS genesisworld in the Miscellaneous area of the Management Console. Automatic actions intervals Transferring addresses from the Microsoft Exchange Server global address book. External access right defaults for archiving s without archiving templates Saving archived as of a specific size in the document archive global signature Restricting the number of simultaneously sent mails. The settings apply for all users and all accounts. You will find more information on settings in the online help for the Management Console, on page settings. 8 Backing up data A backup is a copy of the data in the database saved to another storage medium such as a hard disk or another computer. You can use the backup copy to restore the original data should a computer suddenly break down and you lose all the data. For this reason, we recommend that you do not create a backup on the same computer the data is stored on, because if anything were to happen to this computer, you would also lose this backup data. Important We strongly recommend that you back up your data every day. For example, you can create a backup on any day of the week. These backup files are then overwritten the following week. This means you can create a backup of your data for the last five working days. RAID (Redundant Array of Inexpensive Disks) systems ensure more data security by saving your data more than once and to more than one disc. If you are using CAS genesisworld extensions, you may need to perform additional backups. This is not explained in this manual. You may also want to back up your data, for example, on a monthly or quarterly basis. 111

112 Installation and setup Backing up data 8.1 Backing up databases The database contains the data of all data record types (addresses, tasks, etc.) and data on the users, licenses, settings, and so on. Metadata for archive documents is also stored in the database. However, archive files such as Microsoft Word documents and PDF files are stored in the Document Archive, not in the database, see "Document management with CAS genesisworld" on page 15. If you use Microsoft SQL Server, then use the Server Manager to back up this data, see "Server Manager: Backup/Restore tab" on page 118. As is normally the case, a number of special tools are available for making database backups. 8.2 Backing up documents You should ensure that the document archive for archived data is particularly well backed up, as this consists of a special folder outside the database, see "Document Archive". To back up the Document Archive, copy the whole folder to another storage medium. You can also use an archive system. 8.3 Backing up the portals For example, portals are created for teamworks, Helpdesk online, Survey online or Event online. Any customizations and content for your company portals can be found outside the database. The administrator creates a backup of the folders in which the portals are stored. 8.4 Backing up s We also recommend that you back up your s. Once an has been archived in CAS genesisworld, this becomes a CAS genesisworld data record and is backed up the next time the CAS genesisworld database is backed up. This data record is not backed up with the database. The archived is saved in the Document Archive and must be backed up together with the Document Archive. s which have not been archived, can be found on the server and are processed there. This computer should also be backed up. If users work with local folders or a POP3 account, s are located in a different folder. Users can select this folder individually. 112

113 Installation and setup Important tools You should check that these folder have also been backed up in intervals that match your requirements. Make sure that you do not run a virus scan on these folders because this might change or delete the s. 8.5 Data security You can manage data in CAS genesisworld through user rights. Additional information can be found in the online help for the Management Console on page Special rights for data protection. Under certain circumstances you may be able to access some data independently of CAS genesisworld as certain data is available in an unprotected state: The document archive contains archive files which you can access without using CAS genesisworld. Thus, only the Windows user for the application server should be able to access this folder, see "Registering the application server" on page 46. The SmartSearch index is stored in the..\program Files (x86)\common Files\CAS- Software\Server\JavaServices\smartsearch\data folder. Any user with the right permissions can access this folder. The data is not encrypted. If you are going to use replication with laptops, then you will also find a Document Archive, a SmartSearch index and a database system on the laptop in the respective folders. The user accounts for the laptop users should not have access to these folders or to the database system. We recommend you make use of a database system, usually Microsoft SQL, and also implement a maintenance schedule. It is worth staying on top of this so that you can keep your system performing well. 9 Important tools The following are all useful tools: The database wizard assists you with various database processes after installation. The Server Manager allows you to manage the application server. 113

114 Installation and setup Important tools 9.1 Database Wizard When installing CAS genesisworld, you will usually carry out the necessary operations for the database management system. Once you have installed the database, you can use the Database Wizard to help you with some administrative steps for the database, for example: creating a new database, configuring database access for the CAS genesisworld application server, or updating a database. All modules and industry solutions are integrated into an installed or updated CAS genesisworld database. You do not have to adjust the database if you use a module like Helpdesk or an industry solution like IT Services. Changes, for example, additional fields for a module are only displayed if the corresponding license is entered in the Management Console. The functions of the Database Wizard are described in a separate online help, some important functions are described here in the manual. Once you have installed the application server, you can then launch the Database Wizard on the computer the application server is running on. This computer has to have access to the database computer. To do so, click Start on the Windows taskbar and click All Programs > CAS genesisworld > Database Wizard. On each of the wizard's pages is an explanation of what you can do on this particular page. The following explanations will provide more information about the different pages of the wizard. Multitenancy Multitenancy means that you can access several databases (tenants) using the CAS genesisworld application server. You will need licenses for each database and for each tenant. Different users can be created on each database and each database can contain different data. 114

115 Installation and setup Important tools Multitenancy allows you to run applications that are completely independent of each other, for example, a CAS genesisworld application for employees, one for suppliers and partners, or one for customers. Default database When you start the Database Wizard, a page will open displaying a list of all available databases. On this page, you can activate all functions for databases. Set default defines the selected database you have selected as the default database. The default database is the database to which a user logs on when starting CAS genesisworld for the first time. If you are only using one database, then this automatically becomes the default database. If you open the Management Console after you have installed the program, you log on to the default database. If more than one database is available, these databases will be shown in a drop-down list when you log on to the Management Console. Users can also select the database when they log on. Renaming the selected database changes the display name of the database you selected, for example, while logging on, however, this does not change the name of the database itself. Updating the database You should use the Update command for an available CAS genesisworld database if the database model has changed during a software update. The database and the CAS genesisworld application server must be compatible with each other. If you have installed a new version, you can update the database using this function. Log on to the CAS genesisworld application server using the administrator password. The database wizard will then update your database to the new version. Before updating a database that uses the Microsoft SQL Server database system, the compatibility level is detected automatically and then displayed. You can only perform an update when the compatibility of the database is equal to at least one hundred. The syntax of different Microsoft SQL Server versions can vary and the compatibility level indicates whether the database's behavior is compatible with the Microsoft SQL Server version you want to use. You can inform yourself of the database properties and the compatibility level by consulting the Microsoft SQL Server documentation. 115

116 Installation and setup Important tools Creating new databases You use New database after buying CAS genesisworld or if you want to create a new database or tenant. For more information, see "Database management systems" on page 13. When working with a new database, log on to the Management Console using the user name Administrator and leave the password field blank. Connecting or disconnecting databases Connect enables you to switch CAS genesisworld over to another database, or connect CAS genesisworld with another database. If you are using Microsoft SQL Server and the user name and password for the database computer has been entered, you will then be able to select the available databases from the Database name drop-down list. Disconnect enables you to remove the connection between CAS genesisworld and a specific database. Extending the database Expand enables you to add, for example, new data record type fields or additional data record types from a partner solution. These extensions to the database are created if you create additional fields or data record types with the Management Console. The extensions can be found in the script files. When expanding the database, the system searches for script files in the "...\Common Files\CAS-Software\DBWizard\SP" folder. Running script files can have an impact on your data stock. You should ensure that you have a current backup of your data stock as it now stands, so that in case of any problems you can always return your system to its current status. Customizing the collation Customize collation changes the collation for the selected database. In this way, you can convert, for example, to a Turkish collation and also display the Turkish special characters correctly. You can also activate Unicode. 116

117 Installation and setup Important tools Unicode Unicode is a universal encoding scheme for all characters in all of the world's writing systems. The conversion to Unicode is made for the database and therefore affects all data record types that are found in CAS genesisworld. Once completed, users can enter in fields any character from any language. For international addresses, this means that names, places, addresses, and so on, can be entered and displayed using the "correct" characters. Once you have converted to Unicode, you cannot restore your previous settings. If, after converting to Unicode, you create new fields in the Management Console, then Unicode will be set automatically for these new fields. To convert a database to Unicode, select the database you want to convert and click the Adapt character set button in the Database Wizard. For additional information, please go to the online help pages of the Database Wizard at Customizing the collation. 9.2 Server Manager The Server Manager controls the application server in areas such as data maintenance, automatic updates and backups. To start the Server Manager on the application server click Start > All Programs > CAS genesisworld > CAS genesisworld Server Manager. The Server Manager settings are saved each time any changes are made. Each activity is logged in the lower pane of the window and you can also monitor the latest status. 117

118 Installation and setup Important tools The functions for the Server Manager are described in a separate online help, a few important functions are described in this manual. Server registration On this tab, you can select the account to be used for the CAS genesisworld application server, and then enter the corresponding user name and password. You have defined the type of registration during installation, see "Registering the application server", on page 46. The installation type can be changed here. Additionally, you can stop the application server, make it available again and expand the memory for the application server. Automatic operations tab On this tab you can configure automatic operation for starting and stopping the application server. In this server break, you can make backups for example of the database see "Backing up data" on page 111 or you can also run the update service, see "Configuration wizard " on page 22. Database tab On the Database tab there are functions for testing and monitoring the connection between the application server and the CAS genesisworld database. If, for example, a Microsoft SQL server has been shut down unexpectedly, the CAS genesisworld application server must be shut down explicitly and restarted. Only then can Microsoft SQL server be restarted and users can log on again. If CAS genesisworld clients spontaneously terminate during work, the connection to the application server may be lost. In such instances, you would normally receive a notification that the connection between the client and the application server has disconnected, and to continue you will have to re-start the client. In the Server Manager, you check whether the application server is finished or could not be activated. It could be that application server cannot connect to the database. To check the connection you can use the Test database connection button. Backup/Restore tab Here you will find the database system functions for creating backups. 118

119 Installation and setup Important tools You can use the functions in the Server Manager's Back up/restore tab to back up a Microsoft SQL Server database. Enter the folder for backing up and restoring the database. The computer on which the database is installed must have write rights to the paths entered in this field. Check the Daily database backup at checkbox to make sure that the database is backed up every day. Click Back up now to back up the database. In the process, any existing backups could be overwritten if you do not change the file name. Click Restore now to restore backed-up data. Before you back up or restore data, you must shut down and lock the CAS genesisworld application server. Load balancing tab With the automatic load balancing, the load of several CAS genesisworld application server is controlled. Load balancing is not used in the following scenarios: If you log on directly to an application server computer, you force the logon to a specific application server. In the Server name field of the logon dialog, you can fill in localhost, the IP address or the computer name, with Fully Qualified Domain Name also being possible. If you logon to the Management Console. And if directly in front of the server name a colon is entered. This may be important, for example, if one dedicated application server is used for replication tasks and users must log on to this application server. /messages tab On this tab, you can determine which users and administrators are to receive automatic messages every time an action is carried out by the Server Manager. You can enter, for example, a shared address for all users and an address for the administrator. s can be sent with or without authentication via SMTP. Services tab In the Services tab, you can manage Web Services and Java Services, for example to georeference addresses for different map functions to enable advanced functions for the Microsoft Outlook Add-in, or 119

120 Installation and setup Passwords in CAS genesisworld for different CRM solutions such as CAS genesisworld Web, SmartSearch, LDAP Server, and so on. You must first set up a computer and the CAS Web Service. If you already using mobile solutions including Mobile sync or if you already using Port 80, you must set up a Reverse Proxy. Furthermore, you can use SSL for mobile CRM solutions. Automatic updates tab CAS Software product updates are made available over the Internet and can be downloaded automatically if you are using the distributed installation with update mechanism. Contact your CAS Partner if you are in doubt whether an automatic update is recommended for you. You may work with custom applications or functions which require assisted CAS genesisworld updates with the help of your CAS Partner. Automatic updates via the Server Manager are not necessary if you are using the update service see "Using the update service" on page 20. The Automatic updates tab is then displayed in the Server Manager. 10 Passwords in CAS genesisworld The following passwords for CAS genesisworld are available after the installation. Database User name sa for Microsoft SQL Server Password any, but not empty Databases are commonly protected by a user name and a password, see also online help pages for the Database Wizard. Application server Registering the application server requires a Windows user. The Windows user requires access to the Document Archive folders and maybe also to the replication folders. User name and password are arbitrary. The CAS genesisworld application server can be registered with the Interactive user or This user account. We recommend This user. This setting can be changed in the Server 120

121 Installation and setup Passwords in CAS genesisworld Manager, as described in this manual and also in the online help pages for the Server Manager. Management Console and Desktop Client Each users must be entered as user in the Management Console. If a password has not been set, users can log on without one and then create and set their own password. You can also log on to CAS genesisworld using your Windows Authentication, for more information see the online help for the Management Console. After the initial installation, you can log on using the access data we sent you. User Administrator; leave password empty You should enter a password for the administrator as soon as possible. 121

122 Installation and setup Index Index A Action service 77, 106 Activation 43, 83, 85, 102 Addresses 62, 99, 101 data protection 83 Administration rights 68 ADO 6, 7, 54 Android app 7 Application server 6, 12, 13, 16, 49, 54 make application server available 123 Archive file 10, 15, 117 Automatic operations 24, 26, 123 Autostart 86, 88 B Backing up 117 database 117, 124 Document Archive 15, Backup database 117, 124 Backup file 26, 30, 124 Browser 7, 13 Business units 88 C CAB file 21, 26, 32, 41 Calendar 72 calendars of other users 75 CAS genesisworld Web 7, 11, 60 CASUpdateManager 20 CASUpdateService.ini 25, 30 CASUpdateService.log 24 CASUpdateServiceConfAssistant.exe 22 Client/Server 6, 10 ClientInstallation 16, 23, 30, 41 COM 6, 50, 54 Component services 49, 54 Computer 6 Configuration 7, 10, 16, 22 Configuration file 21, 25 Country (Default) 101 Creating users 63, 79 Crystal Reports 19, 35, 40 Cumulative 29 Customizing the collation 13, 122 D Data leakage 83 Database 6, 13, 119 back up 117, 124 Database Wizard 16, 44, 56, 119 installing 13, 56 monitor 124 password 13, 126 sa 13, 126 DCOM 6, 7, 49, 54 Default (public) 90 Default account 89, 97, 116 Default database 120 Delivery method 37 Desktop Client 6, 7, 12, 16 update 16, 19, 20, 29 Disk space 15, 29, 43 Distributed installation 30 Document archive backing up 117 Document Archive 6, 10, 15, 16 Documents 10, 15, 117 Duplicates 102 E Edition 8, 43 Elements backing up 118 default account 89, 97, 116 IMAP 113, 115 integration 113 mailbox 113 offline, online 113 POP3 114, 115 server 10,

123 Installation and setup Index setting up an account 116 integration 114 Empty database 121 Enterprise resource planning 10, 12 Extension 8, 19 External access rights 60, 72 F example 72, 76 private 60, 72 settings 67, 72 through a group 66, 74 FAQs 6 Field synchronization 102 File reference 15 Files in the Document Archive 10, 15, 117 Full rights 60, 66, 70, 80 Full-text index 93 G Group 60, 63, 79 as participant 66, 70 external access rights 66, 74 membership 63 Group policy 25, 33, 35, 37, 39 Group policy management 37, 39 H Hard disk 12, 15, 43, 117 Hardware 6, 11, 12 I IIS 13, 54 IMAP 113, 115 Import 83 Interactive user 46, 122, 126 ipad, iphone app 7 L Language 45, 98, 122 Laptop 10, 44, 45, 118 installation 13, 46 update mechanism 31 License 43, 57, 83, 85 IIS 13 modules 83 License multitenancy 120 Links 103 primary links 104 Load balancing 11, 124 Local folder 118 Local system account 23, 26 Locking mechanism 15 Log 29, 54, 122 M 24, 26, 114 Mailbox 113 Management Console 6, 20, 44, 78 Mandatory fields 99 Membership 66 Microsoft Exchange 97, 115, 116 Microsoft Internet Information Services (IIS) 13, 54 Microsoft Office 13, 29, 36, 59 Microsoft Outlook 35, 40, 59, 115 Microsoft Outlook add-in 16, 48, 59, 115 Microsoft SQL Server 13, 56, 126 Microsoft Word 15, 35, 59, 117 mmc 50 Mobile CRM solutions 7, 8, 125 Module 8, 43, 83 MSI 19, 35, 115 MST files 36 Multi-user operation 10, 11 N Network 10, 11, 13 Notification service 79, 106, 108, 113 O online help 6, 13, 47 Operating system 7, 8, 12 P Partial replication task 10, 26,

124 Installation and setup Index Password 6, 78, 126 application server 6, 46, 126 database 121, 126 Management Console 121, 126 sa 13, 126 Performance 10, 111, 113 POP3 114, 115 Portal 13, 20 backing up 117 Premium Edition 8 Private 60, 63, 72 Program group 16, 20, 44, 45 Provider 114 Proxy 47, 125 Public 60, 62, 70, 86 R Registration application server 31, 36, 46, 85, 123, 126 Registry 23, 31, 32 Release notes 8 Remote desktop server 12, 30, 34 Restore now 124 Rights 60, 79 data record 62, 70, 72, 74 data record type 62 detailed rights 68 external access rights 60, 72 owner rights 60, 70, 72 Rollback_ 30 RPC service 7, 49 Rule 83, 106 S Schedule 24, 26, 123 Security 117, 118 addresses 83, 118 Internet 13, 47 Select participants 66, 70, 72 Selection tree 98 Server break 24, 26, 123 Server Manager 46, 117, 122 Server registration 123 Services 6, 47, 102, 125 Setup folder 30 Setup.exe 20, 21, 30 SetupNetworkPath 23, 32, 34 Single-user installation 10, 18, 44 Smart Add-on 48, 60 SmartSearch 93, 118, 125 Software update 18, 20, 30, 35 SQL Server Express Edition 13, 18, 126 SSL protocol 125 Start navigator 86 Support request 6 Synchronous field values 102 System messages 96 T TCP/IP 13, 54 Tenant 15, 120, 121 Terminal server 12, 34 This user 46, 122, 126 U Update 16, 19, 20, 29 database 18, 20, 56 Desktop Client 18, 20, 30 Update mechanism 30 Update source 23 User account 18, 79 User sensitivity 62, 68, 70, 78 User-defined installation 45 W Web Client 7 Web Service 7, 102, 125 Work group 46,

125

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