ACTIVANT TURNS. Activant Disc. Max Spooler. New Features and Enhancements. Turns Version Version 5.6

Transcription

1 ACTIVANT TURNS Max Spooler Activant Disc New Features and Enhancements Version 5.6 Turns Version 4000

2 This manual contains reference information about software products from Activant Solutions Inc. The software described in this manual and the manual itself are furnished under the terms and conditions of a license agreement. The software consists of software options that are separately licensed. It is against the law to copy the software on any medium, or to enable any software options, except as specifically permitted under the license agreement. In addition, no part of this manual may be copied or transmitted in any form or by any means without the prior written permission of Activant Solutions Inc. From time to time, Activant makes changes to its software products. Therefore, information in this manual is subject to change, and the illustrations and screens that appear in the manual may differ somewhat from the version of the software provided to you. Created by: Yardley Technical Communication 2006, Activant Solutions Inc. All rights reserved. Activant and the Activant logo are registered trademarks and Activant Prophet 21 is a trademark of Activant Solutions Inc. All other company or product names are the trademarks or registered trademarks of their respective companies. Activant Solutions Inc Southfront Road Livermore, CA Turns Version 4000 Publication Date:

3 Table of Contents OVERVIEW 4 About This Manual 4 HARDWARE/SOFTWARE REQUIREMENTS 5 SET UP MAX SPOOLER 6 File System Setup for Max Spooler 6 ZSU Setup for Max Spooler 6 MAX SPOOLER EXTENDED OPTIONS 7 MiniSpooler Extended Options 9 ADDING/DELETING MAX SPOOLER DIRECTORIES 11 Adding Directories 11 Deleting Directories 14 USER MAINTENANCE 17 AUTO ARCHIVE MAINTENANCE 20 SELECTING, COPYING, MOVING AND DELETING FILES 24 Selecting Files 24 Copy, Move or Delete Selected Files 27 ADDING COMMENTS TO A FILE 31 ARCHIVING FILES TO A CD-ROM 33 Archiving Using a Networked PC 33 Viewing Archived Files 33 iii

4 OVERVIEW Turns Max Spooler is an optional enhanced version of the Turns Mini Spooler, allowing for more flexibility in organizing your reports by type and time frame. Max Spooler allows you to automatically archive historical and audit trail reports and other important documents, eliminating the need for hard copy storage. You can even archive reports from Max Spooler on a CD-ROM from a PC networked to your Turns server with a writeable CD-ROM drive. Mini Spooler could save your reports to one directory (the standard spool directory ) and you were able to specify the number of days to save all reports, regardless of report type. Reports are automatically purged after this date. With Max Spooler, you can specify that a second copy of certain reports be saved in specified Max Spooler directories. (Copies are saved on MiniSpooler directory as well, but these are purged according to the MiniSpool schedule you have set.) You can view reports in these directories, copy or move reports from one directory to another, and select reports for deletion when necessary. ABOUT THIS MANUAL This manual shows you how to: Setup Max Spooler Create new directories for Max Spooler Set up reports to be saved to Max Spooler Select reports and copy, move or delete them Save comments to reports Archive reports to a CD-ROM 4

5 HARDWARE/SOFTWARE REQUIREMENTS For AIX users, it is recommended that a separate file system be set up by Computer Maintenance Plus for the Max Spooler reports. If you want to archive reports to a CD-ROM, you must have a PC with a writeable CD- ROM drive networked to your Turns server. 5

6 SET UP MAX SPOOLER FILE SYSTEM SETUP FOR MAX SPOOLER 1. For AIX customers, it is recommended that a separate file system be setup by Computer Maintenance Plus for the Max Spooler reports. 2. If you are creating CD-ROMs for archival purposes, also have Computer Maintenance Plus setup a /turns/tmp/maxspl/cdwrite file folder on the AIX/SCO Turns server that can be accessed from the PC Network. ZSU SETUP FOR MAX SPOOLER 1. Contact Turns Customer Service to activate the Max Spooler module. 2. Contact Turns Customer Service to set up Max Spooler printers. 6

7 MAX SPOOLER EXTENDED OPTIONS Max Spooler Extended Options can be found by selecting the opt(i)ons command from the menu bar that displays when you select any directory (except the MiniSpooler directory) that displays when you run MAXSPL from the System Utilities menu (UTL), Printer Administration (PTR). When the Max Spooler is added, the MiniSpooler Directory includes some additional options that are described in the section entitled MiniSpooler Extended Options on page 9. Figure 1 Max Spooler Change Directory... allows the user to switch to the MiniSpooler or another Max Spooler directory. Select Displayed... selects all files currently highlighted with a > next to the file name on the screen. For more information about these commands, see the section entitled Selecting, Copying, Moving and Deleting Files on page 24. 7

8 Deselect Displayed... deselects all reports currently selected. Copy Selected... copies selected reports to a specified to directory. Move Selected... moves selected reports to a specified to directory. Delete Selected... deletes selected reports. Delete Files in Directory... deletes ALL reports in the current directory and them gives you the option to remove the directory. Requires the ZC password. Create New Directory... allows you to create a new directory to store report files. Requires the ZC password. Mount/Unmount CD Rom... allows you to mount or unmount a CD-ROM drive connected to a network to archive reports. You must mount a CD-ROM before you can view it from the CD-ROM drive connected to your Turns server, and unmount it when you are done. Requires the ZC password. Change User... allows administrator to view reports created by a different user. Requires the ZC password. Change Owner... allows administrator to change the owner of reports. Requires the ZC password. Update Max User Index... recreates the index file used to make files in a directory display quicker. If an administrator has deleted files with UNIX commands, the Index file may need to be updated. Requires the ZC password. User Maintenance... allows administrator to give access to users for files beginning with a certain letter combination. Requires the ZC password. For more information, see the section entitled User Maintenance on page 17. Auto Archive Maintenance... Allows you to assign reports to directories. Requires the ZC password. See the chapter entitled Auto Archive Maintenance on page 20 for more information. 8

9 MINISPOOLER EXTENDED OPTIONS When Max Spooler is added to your Turns system, the Mini Spooler Extended Options screen contains some additional options that are used to copy reports to Max Spooler directories. These options are described below: Figure 2 MiniSpooler Extended Options Change Directory Select Displayed... allows the user to switch to a Max Spooler directory.... selects all files currently highlighted with a > next to the file name on the screen. For more information, see the section entitled Selecting, Copying, Moving and Deleting Files on page 24. Deselect Displayed Copy Selected to Max Spool Change User... deselects all reports currently selected.... copies selected reports to a specified a Max Spool directory.... allows administrator to view reports created by a different user. Requires the ZC password. 9

10 User Maintenance... administrator to give access to users for files beginning with a certain letter combination. Requires the ZC password. For more information, see the section entitled User Maintenance on page 17. Update Max Spooler Index... recreates the index file used to make files in a directory display quicker. If an administrator has deleted files with UNIX commands, the Index file may need to be updated. This command also creates the file for the first time in the MiniSpooler directory. Requires the ZC password. Auto Purge Settings... allows you to set days to purge Mini Spooler reports. These setting do not apply to reports saved to any of your Max Spooler directories. Requires the root password. 10

11 ADDING/DELETING MAX SPOOLER DIRECTORIES With Max Spooler, you can organize your saved files into directories that you create and control. This allows you to archive similar reports together. ADDING DIRECTORIES 1. Run MAXSPL from the System Utilities menu (UTL), Printer Administration (PTR). A screen similar to the following displays with your print queues. Figure 3 Max Spooler 2. Select any queue (except MiniSpooler) by highlighting it (or entering the sequence number) and pressing the Enter key. 11

12 3. A screen similar to the following with a list of the reports allowed access by the current user displays. Figure 4 Max Spooler Default Queue 4. Choose the opt(i)ons command to display the Max Spooler Extended Options. Figure 5 Create New Directory 12

13 5. Highlight Create New Directory and press the Enter key to select it. Figure 6 Enter Directory Name 6. Enter the Directory Name you want to add. Do not enter spaces in the name. Names are limited to 20 characters. Figure 7 Max Spool Default Queue 7. The directory that you added is then included in your list. 13

14 DELETING DIRECTORIES Some directories have been created for you by Turns. You cannot delete the following directories: Default Holding Queue Mini Spooler Cdread Cdwrite Note: You cannot delete the files in the cdread directory. 1. To delete all MAXSPL files within a directory, then the directory itself, first highlight (or entering the sequence number for) the directory that you want to delete and select it by pressing the Enter key. Figure 8 Selecting a Directory to Delete 2. Then choose the opt(i)ons command on the menu bar to display the Max Spooler Extended Options. 14

15 Figure 9 Delete Files in Directory 3. Highlight and select the Delete Files in Directory option. Figure 10 Enter ZC Password 4. Enter the ZC Password. 15

16 5. If there are files in the directory, you are prompted to confirm that you want to delete them. Enter Y to delete them. Figure 11 Confirm File Deletion 5. Once you have deleted all files, you are prompted to delete the directory. Enter Y to delete the directory. Figure 12 Confirm Delete Directory 16

17 USER MAINTENANCE Administrators can allow access to groups of files in User Maintenance, accessed from the opt(i)ons in both MiniSpooler and Max Spooler. 1. Enter User Maintenance. Figure 13 User Maintenance Option 17

18 2. The ZC Password is required. Figure 14 Enter Password 3. Enter the login of the person that you want to give access to files. Figure 15 User Maintenance 18

19 4. Then enter a letter, program name or file name. The user will have access to all spooled files that begin with what is entered here. If you enter an asterisk (*), the user has access to all files. Figure 16 User Maintenance For example, if you enter R, the person has access to all files beginning with the letter R. If you enter RP, the person has access to files that begin with RP (such as invoice printing or consolidated invoice printing). If you enter RP1, the person has access only to the invoice printing listing. 19

20 AUTO ARCHIVE MAINTENANCE The Auto Archive Maintenance option on the Max Spooler Extended Options screen allows you to choose what Max Spooler directory you want specific Turns reports to be included in when the report is run. When a report is included in a directory other than the MiniSpooler directory, the copy of the report is not automatically purged on the MiniSpooler schedule. Note: You can easily move reports once they are included in directory to another directory. This is explained later in this manual. 1. Run MAXSPL from the System Utilities menu (UTL), Printer Administration (PTR). A screen similar to the following displays with your print queues. Figure 17 Max Spooler 2. Select any queue (except MiniSpooler) by highlighting it (or entering the sequence number for) and pressing the Enter key. 20

21 3. A screen similar to the following with a list of the reports that the current user is allowed access to is displayed. Figure 18 Max Spooler Default Queue 4. Choose the opt(i)ons command to display the Max Spooler Extended Options. Figure 19 Max Spooler Extended Options 5. Select Auto Archive Maintenance. 21

22 6. A screen displays on which to enter the program you want to archive to Max Spooler. Figure 20 Enter Program 7. Enter a letter, program name or file name that you want to archive to a Max Spooler directory. For example, if you enter R, files beginning with the letter R are saved. If you enter RP, files that begin with RP (such as invoice printing or consolidated invoice printing) are saved. If you enter RP1, only to the invoice printing listing is saved. 22

23 8. Enter the directory that you want the printout saved to and press the Enter key. If it is the Max Spooler Default directory, you can leave this field blank and just press the Enter key. Figure 21 Enter Directory 9. Press the Enter key (RTN) to enter the next program. Press the Enter key twice to return to the Max Spooler main screen. Figure 22 Enter Next Program 23

24 SELECTING, COPYING, MOVING AND DELETING FILES SELECTING FILES There are several ways to select files so that you can move or copy them to different directory or delete them. 1. You can select all files on a screen by choosing the opt(i)ons command and choosing the Select Displayed option: Figure 23 Select Displayed Files 2. Remember you can filter reports using the (F)ilter command so that only the reports you want display on one screen. 24

25 3. When reports are selected, a > displays next to the sequence number on the left of the screen. Figure 24 All Files on Screen Selected 4. If you want to select individual files, you can enter the sequence number, then press the Space Bar. Figure 25 One File Selected 25

26 5. If you want to select many individual files on the screen, you may find it easier to use the arrow keys (or enter the sequence number) to move the highlight bar on the screen, then press the Space Bar after each one. DESELECTING FILES Figure 26 Several Files on Screen Selected While you can deselect an individual file by simply highlighting it again and pressing the Space Bar, you can deselect all files that have been selected by choosing the Deselect Displayed option from the opt(i)ons screen. 26

27 COPY, MOVE OR DELETE SELECTED FILES Now that you have selected the files, you can copy, move or delete them with options on the Max Spooler Extended Options. MOVE SELECTED FILES 1. To move selected files to a different directory, choose the opt(i)ons command and choose the Move Selected option: Figure 27 Move Selected Files 27

28 2. A screen displays that allows you to select the directory that you want to move the files to. Use the allow key (or enter the sequence number) to move the highlight to the directory, then press the Enter key. Figure 28 Max Spool Default Queue 3. You are asked to confirm that you want to move the selected files. Enter Y. Figure 29 Max Spool Default Queue 4. When the files are moved, they are deleted from the original directory. 28

29 COPY SELECTED FILES 1. To copy selected files to a different directory, choose the opt(i)ons command and choose the Copy Selected option: Figure 30 Copy Selected Files 2. You are prompted to confirm that you want to copy the selected files. Enter Y. Figure 31 Confirm Copy 3. Copied files are not deleted from the original directory. 29

30 DELETE SELECTED FILES 1. To delete selected files to a different directory, choose the opt(i)ons command and choose the Delete Selected option: Figure 32 Delete Selected Files 2. You are prompted to confirm that you want to delete the selected files. Enter Y. Figure 33 Delete Copy 3. The files are deleted. 30

31 ADDING COMMENTS TO A FILE You can add comments to a file stored in a Max Spooler directory that can be read on-screen or printed alone or printed after you print the file. A new menu bar command (Comment) is added when viewing these files. Figure 34 Comments Command If the Comment command has an asterisk on it, it means that comments are already entered for this report. 31

32 If you use this command, you can view, add to, update, delete, etc. this comment in the same way as other comments in Turns. Figure 35 Viewing Comments 32

33 ARCHIVING FILES TO A CD-ROM ARCHIVING USING A NETWORKED PC A special directory (cdwrite) has been set up for you within Max Spooler that allows you to send or move files there so they can be archived to a writeable CD-ROM drive located on a PC that is networked to your Turns server. This directory is mapped by Turns Support so that a folder containing the files in this directory is located on your PC. To create the CD-ROM, use the software on your PC to burn a CD from the files in this folder. VIEWING ARCHIVED FILES To read the files from the CD-ROM: 1. Place the CD in a readable CD-ROM drive on your Turns server. 2. Run the MAXSPL. 3. Use the Mount/Unmount command on the opt(i)ons screen to mount the CD. 4. Change Directory to the cdread directory that has been created for you by Turns. If you have a large number of files on the CD, it may take a few minutes for all files to display. 5. You can view the files from this directory if you highlight the file and press the Enter key. 33