NETWORK INSTRUCTIONS FROM FORMDOCS & NETWORK LICENSING INFORMATION

Transcription

1 NETWORK INSTRUCTIONS FROM FORMDOCS & NETWORK LICENSING INFORMATION FormDOCS Office Administrator's Guide v7.6 FormDOCS for Windows(tm) Updated: 10 May 2008 NOTE FROM REDOCS Please ignore all references to FormDocs Designer. Your version only contains FormDocs Filler. Overview This file contains information of interest to NETWORK ADMINISTRATORS and others who have purchased FORMDOCS OFFICE EDITION and are installing FormDOCS on a network. Please note that only FORMDOCS OFFICE EDITION provides the ability for multiple users on a network to concurrently open and share form files. *THE FREE TRIAL EDITION DOES NOT SUPPORT NETWORKING FEATURES* Contents This guide is organized as follows: Supported Networks About Network Licensing Two Ways of Installing on a Network Steps to Complete a Network Installation FormDOCS Directory Structure How to Install on a Network Server How to Install on a Network Node How to Install on a Server for Network Distribution How to Install on a Client via Network Distribution How to Install on Windows Termial Server or CITRIX Creating Personal Folders Creating Shared Folders Information to Give Users >> Digital Signatures >> Troubleshooting

2 Contact Us LATE BREAKING UPDATE: A new Formdocs feature called 'Scrolling Text'is provided in this release. For more information see the 'Format' tab of the Field Properties dialog box and select a type that is 'Text'. A new Formdocs feature called 'Attachments' is provided in this release. For more information, search for the term 'Attachments' in the Formdocs Filler Help file. A more powerful 'forms routing' feature is provided in this release. For more information, search for the term 'Routing' in both the Formdocs Filler and Formdocs Designer Help files. Supported Networks FormDOCS supports ALL Net Bios compatible networks, including Microsoft Windows Networking on VISTA/XP/2003/2000/ME/NT4.0-SP2, UNIX/Linux, and IBM Lan Server. Novell Networks*, Windows Terminal Server*, and Citrix Server* are also supported. Both Client/Server and Peer-to-Peer networks are supported. Note that the term 'Server' in this document refers to any computer that can act as a file server. * See the 'Troubleshooting' section at the end of this document for important information on the limitations of running on those above listed environments that are followed by an asterisk '*'. About Network and Multi-User Licensing Formdocs licenses are sold on the basis of the number of end-users and not on the number of computers or concurrent users. For example, if you have ten end-users who need to fill-in and work with forms then you will need to purchase ten (10) licenses; similarly, if you install Formdocs on one terminal server computer that serves ten (10) users then you will

3 need to purchase ten (10) licenses. In summary, you will need to purchase a license for every user who will run Formdocs, even if multiple users share a a single computer with multiple logon partitions, whether that computer or partition is a PC, server, workstation, terminal, other device, or any combination of those. Note that Concurrent use is simply a 'feature' of the Formdocs Office Edition that enables two or more users to open and work with the same form file at the same time but, it is not the basis for calculating the number of licenses that must be purchased. If an insufficient number of Formdocs licenses are present in an organization, the software will prevent users from opening files. Two ways of installing FormDOCS on a network Depending on your requirements, you can choose one of two ways to install and run FormDOCS on a network. ******************************************************************* CHOICE #1: Server/Node Installation - Do this when PCs are connected to a network but you DO NOT want to store the FormDOCS program files on the local hard disk of each PC. ******************************************************************* In this case, all of the FormDOCS program files are installed and stored on the Server. A small configuration file is installed on each of the client PCs, or Nodes, that will run FormDOCS. Then, each time FormDOCS is run on a client PC, the program files are downloaded from the server to that PC. When the client PC finishes running FormDOCS, no program files remain on the PC. Note that templates and form files can be stored either on the local hard disk of the PC, or on the Server. Advantages - * Conserve hard disk space by having only one copy of FormDOCS on the server instead of a copy on each PC. * Save time when upgrading to a new release of FormDOCS because you upgrade the software on the server instead of on individual PCs. * Back up files centrally.

4 * Allow use of diskless workstations. Disadvantages - * Users will not be able to run FormDOCS from their PC if their network connection to the Server is broken. * Depending on the amount other network traffic, FormDOCS may load and run more slowly. ******************************************************************* CHOICE #2: Network Distribution Installation - Do this when PCs are connected to a network and you want to install the FormDOCS program files on the local hard disk of each PC. ******************************************************************* In this case, all of the FormDOCS program files are first installed and stored on the Server. PCs on the network then install FormDOCS directly onto their local hard disk from the Server instead of from media. Each time a PC on the network runs FormDOCS, the program files are loaded from the local hard disk of that PC. When the PC finishes running FormDOCS, the FormDOCS program files remain on the PC. Note that templates and form files can be stored either on the local hard disk, or on the Server. Advantages - * Users are able to run FormDOCS from their PC even if their network connection to the Server is broken. * The software will load and run more quickly. Disadvantages - * Uses local hard disk space on the PC. * Upgrading to a new release of FormDOCS will require individual PCs to re-run the FormDOCS installation program. Steps to Complete a Network Installation using either Choice #1 or #2 First, ensure your network platform configuration

5 is supported by examining the following table: File Server OS Client PC OS Supported Windows VISTA Windows VISTA/XP/2000 Yes Windows XP Windows (All) Yes Windows 2003 Windows (All) Yes Windows 2000 Windows (All) Yes Windows NT Windows (All) Yes Windows ME Windows ME Yes Windows ME Windows XP/2000/NT No In general, you must complete the following steps to install FormDOCS on a server. * When upgrading from a previous release of FormDOCS, copy files that you want to save to another folder before erasing the files from your server. * Determine the location and names of folders to use on the server. * Use the FormDOCS program to install the FormDOCS Filler on the server. * Create any personal or shared folders on the server. * Make printers and network folders available to users. * Give users the information listed below in "Information to Give Users." FormDOCS Network Directory Structure on the Server There are several default folders that FormDOCS creates. Before you install FormDOCS, you should decide where you want to put the folders. Program folder Shared Filler Client folder Shared Templates folder Shared Files folder \FORMDOCS \NETWORK \CLIENT \SHARED TEMPLATES \SHARED FILES

6 CHOICE#1: How to install on a Network Server The following instructions are for the "Server" part of the "Server/Node Installation". To Install: 1. From the Windows Start menu, choose Run. 2. Enter X:\PATH\SETUP.EXE in the Command Line text box, where X:\PATH is the location of the FormDOCS installation files. 3. Enter your registration number and 'Licensed To' name EXACTLY as it appears in your documentation. Note that you will not be able to proceed with the installation until all of the above information is correctly specified. When you are done entering your information, click "Next" to continue. 4. Select the option to "Install FormDOCS Office Edition on a file server", then click "Next". 5. When prompted to 'Open' the Network Administrators Guide (this document), click Next. 6. Select the option labeled "Server Setup", then click Next. 7. In the 'Destination folder' text box, specify the folder on the Server where you want FormDOCS installed, then click Next. 8. When you are ready to begin copying files, click Yes. The FormDOCS program files are copied to the folder on the server. Next - see "How to Install on a Network Node." CHOICE #1: How to Install on a Network Node The following instructions are for the "Node" part of the

7 "Server/Node Installation". Administrators must have completed the section titled "How to Install on a Network Server" before proceeding. Client PCs must follow this install procedure before they can run FormDOCS as a Network Node. Administrators should distribute the following instructions to Client PC users. To Install: 1. From Windows Explorer, open the folder on the server where FormDOCS Office Edition was installed (typically in \FORMDOCS\NETWORK\CLIENT\) and run SETUP.EXE. The FormDOCS Installation Wizard appears. 2. In the 'Destination folder' text box, specify a folder on the client PC where you want FormDOCS installed, then click Next. 3. When you are ready to begin copying files, click Yes. The client PC is configured to run FormDOCS from the Server. No FormDOCS program files are installed on the client PC. To run FormDOCS, go to Start/Programs/FormDOCS. NOTE: If you want to also run FormDOCS FROM the server, you must complete a 'Node' Installation ON THE SERVER. CHOICE #2: How to Install on a Server for Network Distribution The following instructions are for the "Server" part of the "Network Distribution Installation". To Install: 1. From the Windows Start menu, choose Run. 2. Enter X:\PATH\SETUP.EXE in the Command Line text box, where X:\PATH is the location of the FormDOCS installation files.

8 3. Enter your registration number and 'Licensed To' name EXACTLY as it appears in your documentation. Note that you will not be able to proceed with the installation until all of the above information is correctly specified. When you are done entering your information, click "Next" to continue. 4. Select the option to "Install FormDOCS Office Edition on a file server", then click "Next". 5. When prompted to 'Open' the Network Administrators Guide (this document), click Next. 6. Select the option labeled "Network Distribution", then click Next. 7. In the 'Destination folder' text box, specify the folder on the Server where you want FormDOCS installed, then click Next. 8. When you are ready to begin copying files, click Yes. The FormDOCS program files are copied to the folder on the server. Next - see "How to Install on the Client via Network Distribution." CHOICE #2: How to Install on a Client via Network Distribution The following instructions are for the Client part of the "Network Distribution Installation". Administrators must have completed the section titled "How to Install on a Server for Network Distribution" before proceeding. Client PCs must follow this install procedure before they can run FormDOCS from Network Distribution. Administrators should distribute the following instructions to Client PC users. To Install: 1. From Windows Explorer, open the folder on the server where FormDOCS Office Edition was installed (typically in \FORMDOCS\NETWORK\CLIENT\) and run SETUP.EXE. The FormDOCS Installation Wizard appears.

9 2. In the 'Destination folder' text box, specify a folder on the client PC where you want FormDOCS installed, then click Next. 3. When you are ready to begin copying files, click Yes. The FormDOCS program files are copied from the server and installed on the client PC. To run FormDOCS, go to Start/Programs/FormDOCS. NOTE: If you want to also run FormDOCS FROM the server, you must complete a Network Distribution Install ON THE SERVER. How to Install on Windows Termial Server or CITRIX 1. From the terminal server console follow the instructions in this document titled, "How to install on a Network Server" to install Formdocs files on the server. (Do NOT follow the instructions titled, "How to Install on a Network Node"). 2. Use Windows 'Add/Remove Programs' and point to the file named "setup.exe" located in '\network\client\' folder that was created in step #1. With this process you will install a single binary of Formdocs Filler that will be 'served' to your users, up to the limit allowed by your Formdocs license. 3. All user accounts that will run Formdocs MUST have a 'Default Printer' installed. 4. The Terminal Server's Print Spooler Service must be configured to run at startup. 5. Note that Formdocs 'Designer' is a 'single-user' license application that is not supported on Terminal Server. You must install Formdocs 'Designer' on a non-server computer. Creating Personal Folders

10 Everyone who runs FormDOCS from a server must have a personal folder, either on the server or on a node. A personal folder contains personalized configuration files. Users can also store form files in their personal folders. When deciding where to locate personal folders, you should determine if the server or node has enough disk space for personal folders. Also, the server may be the more convenient location for personal folders if the system administrator is responsible for regularly backing up and archiving form files. If you decide to locate personal folders on nodes, let users create them because they are familiar with the directory structure of their hard disks. During installation on a node, Install prompts users for the name and location of their personal folders, and creates the folder if it does not already exist. If you decide to locate personal folders on the server, YOU should create the folders because you must assign network names and access privileges to those directories. Creating Shared Folders Shared folders contain form files users create. One copy of a shared form file can serve many users. Shared folders can have any name, can be in any location on the server, and should be available to all node users. After you install FormDOCS on the server, make the server folders available to network users. The procedure differs for each network; however, you generally need to give users read-only access to folders in which you don't want them to write over, delete, or create files, and give each user FULL access to a personal folder. Additionally, if applicable for your network, make folders shareable by giving the directory location on the server a network name (share name). Automatically Configuring Folders and Other Options You have the option to OVERRIDE the default '.INI' file settings that

11 Formdocs Setup creates for Formdocs Filler. This is useful if you desire to specify these settings rather than accept their default values. By following the instructions below - BEFORE users install Formdocs Filler onto client computers - you can affect the installation of all Formdocs Fillers on the network, regardless of the type of server installation you perform. 1. Using Windows NotePad, open 'FORMDOCS\NETWORK\CLIENT\FDF.INI'; if the file does not exist then create a new text file. 2. On the first line, type "[General]" without quotes. 3. Using the ** Keyword Reference below, enter on subsequent lines ONLY those keywords and values you want to override. For example, to override only the "SharedTemplates" path, your file should look like this: [General] SharedTemplates=\\YOUR SERVER\YOUR SHARED FOLDER\SHARED TEMPLATES\ Note that this is one of the settings available in the Formdocs Filler 'Tools menu/options/file Locations' dialog box. ** Keyword References with their DEFAULT Values: [General] SharedTemplates=\\YOUR SERVER\FORMDOCS\NETWORK\SHARED TEMPLATES\ SharedFiles=\\YOUR SERVER\FORMDOCS\NETWORK\SHARED FILES\ RefreshInterval=300 FaxDevice=<THE NAME OF YOUR FAX DEVICE> FocusFrameRGB=255,0,0 NonFocusRGB=255,255, When you are finished, Save the text file with the name "FDF.INI" and place it in the FORMDOCS\NETWORK\CLIENT\ folder as described in the section above titled, "FormDOCS Network Directory Structure". Formdocs Spell Check Dictionary Locations

12 On Windows Vista, Formdocs Application Data is stored in '\Program Data\Formdocs\'. On Windows XP and prior versions, Formdocs Application Data is stored in '\Documents and Settings\All Users\Application Data\Formdocs\'. Digital Signatures If you want to limit user access to digital signature security features you can edit the Formdocs Filler FDF.INI file setting as follows: Under the [General] section, assign a number to the 'PFlags' keyword where 'number' is the sum of one or more values, as follows: Value Meaning 1 user cannot create a Digital ID. 2 user cannot grant trust to a signer. 4 user cannot view Advanced certificate properties. For example, to disable access to all optional features, assign the number '7', which is the sum of all these values: [General] PFlags=7 Note that these settings DO NOT prevent users from digitally signing, they only prevent users from creating, obtaining, and manipulating Digital IDs (also known as Digital Certificates) If you want to enforce an extra level of security for users who create 'self-issued' Digital IDs, or if you want to provide such users the option to choose an extra security level, you can edit the Formdocs Filler FDF.INI file setting as follows: Under the [General] section, assign a number to the 'PFlags' keyword where 'number' is the sum of one or more values, as follows: Value Meaning 8 ALLOW User to protect a Self-Signed Digital ID. (if set, the password option checkbox is enabled, otherwise it is disabled)

13 16 FORCE User to protect a Self-Signed Digital ID. (if set, the password option checkbox is checked AND disabled) Information to Give to Users You should provide users with the following information: * instructions on how to connect to: - the network. - folders on the server, such as the FormDOCS program folder, personal folders, and shared folders. NOTE: Users must use the same drive letter and path when they connect to the program and personal folders as they used when they first installed FormDOCS. It is a good idea to tell them which letter and path to use when they install and then provide them with a batch file to connect to these folders. - network printers, and how to print on a network. * information on using the FormDOCS program. * information on starting FormDOCS. * information on any other applications as required. Troubleshooting PROBLEM: The option to install Formdocs Designer does not appear. SOLUTION: Choose one client computer on which to install Formdocs Designer and then un-install Formdocs on that computer. Using your Formdocs CDROM or download file, re-install Formdocs on that computer. When prompted, select the option to install "Designer and Filler". ==============

14 PROBLEM: Formdocs Filler cannot open a form file (*.fdd); a message indicates that "some other user has the file open...". SOLUTION: Ensure that you do not have that file open in a separately running instance of Formdocs; ensure that some other user on your network does not have that file open. Users of Office 2007 note that a feature called "Desktop Indexing" may open and then fail to close the Formdocs file; in this case you must terminate the "Desktop Indexing" feature. ============== PROBLEM: Formdocs Designer setup fails to install one or more converter utlities. SOLUTION: This can happen when the logged-on user has less than Admin. privileges, or if the computer is connected to a domain-controller. Ensure the user running setup has Admin privileges; if so, ensure those privileges are not being overridden by a domain-controller. ============== PROBLEM: the Filler displays a message indicating that no licenses are available. SOLUTION: This happens when the number of users attempting to run the Filler exceed the number of licenses purchased. If there are Filler applications running on the network that are not being used (people at lunch, gone home for the day, etc.), terminate those applications by choosing the Filler's "File/Exit" command. Each application you terminate frees up one license. If you need to have more users run the Filler, you will need to purchase additional Filler licenses. ============== PROBLEM: I know I have a license for each of my users but some users are not able to open and share form files on the network. SOLUTION: This happens when the license file cannot be located. Ensure the license file "LICENSE.BIN" is located in a shared folder on the server and that each node's "FDF.INI" file contains the entry "LICENSEFILE=" that points to the license file path.

15 ============== PROBLEM: A user cannot run FormDOCS from the assigned node. SOLUTION: Ensure that the user has completed the install successfully, that the network connections to the FormDOCS program folder on the server are valid, and that users have read-only access to the program folder. ============== PROBLEM: When clicking the Icon to start FormDOCS, a user received an error message saying the path is invalid or the file is not found. SOLUTION: Ensure you are connected to the FormDOCS program folder on the server. Use the same drive letter that exists in the 'Command Line' text box in the Windows Program Item Properties dialog box. To check this, click the FormDOCS program icon and choose 'File Properties' from the Menu. If you used a different letter to connect to the program folder, reconnect using the correct letter or start the program using the Windows Start menu instead of clicking the FormDOCS program icon. ============== PROBLEM: No user can run FormDOCS from any node. SOLUTION: Ensure the FormDOCS program folders on the network are shared with the correct access privileges. ============== PROBLEM: A user tries to gain access to a shared form file in the shared folder on the server and receives a message indicating that access is not available. SOLUTION: This problem could be caused by any of the following: * Another user has the file open in 'Exclusive mode'. * The folder is read-only and does not allow users to write to files contained in it. * The file is a read-only file.

16 ============== PROBLEM: Users running FormDOCS 'Designer' on Windows Terminal Server or Citrix Terminal Server find that their 'File Locations' settings and other options ('Tools/Options') keep changing. NOTE: this problem only applies to FormDOCS 'Designer' and NOT to FormDOCS 'Filler'. SOLUTION: Configure common settings for each option and then instruct users not to change them. The problem occurs because all Terminal users who run FormDOCS 'Designer' share the same 'FDD.INI' file which records 'File Location' and other option settings and, any change by one user affects the same setting for all other users. ============== PROBLEM: In the Filler 'File Open' dialog box users can see the form file they want to open but when they click 'OK' to open it, a 'File Not Found' error message appears. SOLUTION: A limitation with early versions of Novell requires that any 'share name' or 'alias' you create for use with FormDOCS must be eight (8) characters or less. You can reference 'actual' path name components that are longer than eight (8) characters, as in "program files\formdocs\user data..."\, but any 'share name' or 'alias' you create must be eight (8) characters or less. For example, if you create a 'share name' or 'alias' that is "formdocs stuff" which refers to an actual path that is "dellhost\\program files\formdocs\", you will experience the problem. To solve the problem, either reference the full path or change the 'share name' from "formdocs stuff" to "fdstuff". Contact Us Formdocs LLC P.O. Box 454 Andover, MA USA Phone: +1 (978) support@formdocs.com Web Support: Web Sales: Formdocs, FormDOCS for Windows, and Forms Automation Basic

17 are trademarks of Formdocs LLC. Copyright (c) Formdocs LLC. All Rights Reserved. - End -