Docufide Client Installation Guide for Macintosh
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1 Docufide Client Installation Guide for Macintosh This document describes the installation and operation of the Docufide Client Application at the sending school installation site. The intended audience is IT and network administrator personnel, and others with a need to understand the technical characteristics of the installation process and software components. Software Overview The Docufide Client Application software is installed on the Mac computer where transcripts or other student record documents are printed. The Client Application software is installed by accessing an installation program that is available through a link in the edocs Download Center Web page on the Docufide/ Naviance Web site. Use this link either to perform the installation directly from the Internet or to download the installation module to a local Macintosh for later use. The entire installation process should require from 10 to 20 minutes, depending on the available bandwidth of your Internet connection. During the installation process, please be prepared to enter the school s 5, 6, or 7 digit Docufide School ID number that is provided by Docufide/ Naviance. The installed software consists of two components, a Client Printing PDF workflow and the Docufide Client Application. The Client Printing PDF workflow and the Docufide Client Application work together to retrieve student record data from the local application and send it over a secure (SSL) Internet link to the Docufide data center for processing. (See the Docufide Communications diagram on the last page of this document.) The Client Printing PDF Workflow In Mac OS X 10.5 or later, documents are printed as a PDF file. The user opens the Print dialog, clicks on the PDF button and then selects Send to Naviance edocs to print the documents. This process functions as standard PDF services. Docufide Client Application performs the following functions: Accepts documents from the PDF service Creates a filename for the documents that includes the school id number, date and file creation time. Periodically (the default is every 15 seconds), sends queued documents to the edocs Data Center over a secure Internet link. Software Installation To the software installer: This guide outlines the steps required to install the Docufide Client Application for edocs. While this is a simple installation process, it should be performed by someone familiar with (and authorized to perform) software installations. Two steps are required to install and initialize edocs Services on Mac OS X 10.5 (Leopard) or later. Note: This application supported and installs only on Mac OS X10.5 (Leopard) or later. Step One: Download and install the Docufide Client Application on the computer where transcripts and other admissions documents are printed. Printing functionality: the Docufide utilizes the Macintosh built in PDF printing workflow (PDF Services) to generate the print jobs. Step Two: Send a test file using the Client PDF Printing Workflow and send to Naviance edocs. Page 1 of 9
2 Please note that under Mac OS X 10.5, you must log in to your Mac with root user privileges to install the Docufide Client. We recommend that you contact your Network Administrator for assistance during the installation. (See figure: admin-permission) Figure: admin-permission Step One: Download and Install the Docufide Software a. Follow the link in the Welcome you received from Naviance following completion of the edocs registration process. b. When you arrive at the edocs Download Center page, click on the Mac Installer link. To begin the installation, lation, click the Open button in the Downloads window that appears. Once the download is complete, the installer will automatically start. If the installer does not automatically start and can be confirmed the package was fully downloaded, locate the downloaded installer package located in your Downloads folder/ directory or navigate to the following path: Macintosh HD/ Users/ *username*/downloads/docufide Client Application.pkg. Then double click the installer to proceed with installation. Figure: Mac Downloads directory. c. When you see the message Please enter the 5, 6, or 7-digit ID for your school, enter the Docufide school ID number you received in your Welcome . (This Docufide ID Page 2 of 9
3 number is also displayed on the Profile page in the Preferences section of the Docufide/ Naviance Web site.) d. Enter the name of your school and click Add. Figure: new school. e. After the installation Completed successfully information window is displayed, click Close to complete the installation. PLEASE NOTE: THE EDOCS SERVICE IS NOT ACTIVATED UNTIL THE NEXT STEP (Step Two) OF THE INSTALLATION IS COMPLETED. Step Two: Print a Test File a. Open your Student Information System or other student records application and print/ send a transcript (or other test file) to Naviance edocs using the PDF Print Workflow service. b. The edocs User Interface window will open on the screen. Select a student s name from the Student Roster list, (required), Select any of the available Document Types from the dropdown list, Add Supporting Information (Optional) Click Send to Naviance to send the document. You will be contacted by within 24 hours, confirming receipt of the test document and notifying you that the edocs service is ready for use. Client Configuration and Network Requirements The Docufide Client Application communicates with Docufide s data center servers through a secure (SSL) Internet link to ensure data security. To permit this transmission, any firewalls that control network communications traffic must be configured to permit HTTPS secure hypertext communication protocol, which uses port 443. (See below on how to open port 443) For network installations that use proxy servers to control Internet traffic, configure the Docufide Client Application as follows: Use the context menu that is accessible by clicking the Client padlock icon in the Macintosh System Status Area. Or, double-click the Client padlock icon in the Dock Tray. Open the Client Application user interface by clicking the icon in the System Status area and selecting the Setup option. Click the Proxy Server tab. Enable proxy server addressing by checking the Use proxy server for your LAN option. Enter the proxy server address and port number in the fields provided (See Figure 1below) Click Apply then OK. Page 3 of 9
4 Figure 1. Client Application Proxy Server Tab Verifying a Successful Installation When the installation process has completed and the target Mac has been re-started, successful installation can be verified as follows: (Note that the Configuration Interface is only available when the Client is running, which is indicated by the presence of the padlock icon in the Macintosh System Status Area at top of the screen.) 1. The Docufide Client Application icon (a padlock) will appear in the System status area, in the top right-hand corner of the screen. This icon indicates the program is running and monitoring for the appearance of documents. 2. The Send to Naviance edocs will appear in the PDF drop down menu in the Mac PDF printing workflow service. 3. Prior to sending test documents, the Client Application s transmission confirmation feature can be enabled. This will allow the operator to confirm that the test documents have been successfully sent out through the school s network, and received by the Page 4 of 9
5 Docufide data center servers. This feature can then be disabled after testing is completed. To enable this feature, follow these steps: Click the Docufide Client Application icon and select Setup from the menu. This will open the program s user interface. Figure 2. System tab of the user interface. Click the checkbox labeled Show transmission confirmation message. This will cause a dialog window to be displayed whenever a file is successfully transmitted by the Client Application to the Data Center. The Show transmission failure message option will enable the popup message that informs the user whenever a message transmission failure occurs. While this transmission confirmation feature is enabled, notification will also appear on the screen at periodic intervals, indicating that heartbeat test transmissions have either succeeded or failed. The time interval controlling heartbeat test transmissions can be set through the client user interface by setting the value in the dropdown menu shown in Figure 2. Test transmissions that verify Internet connectivity can also be initiated through the client user interface on the Check tab, shown in Figure 3 below. Click the Test Now button to send a test transmission to the Docufide server. A confirmation message will appear in the adjoining window indicating the success or failure of the transmission test and the time of completion. Page 5 of 9
6 Figure 3. Check tab of client user interface When a document is printed to the edocs PDF service, it is queued for transmission and its file name is displayed in the window titled Files Queued for Transmission, as shown in Figure 3. Normally, queued files are uploaded from the Mac to the Docufide servers at 15-seconds intervals. This transmission interval can be set by selecting a value in the Files dropdown box in the System tab of the client user interface (see Figure 2). (We recommend that this interval remain set at 15 seconds, unless a change is authorized by Docufide/ Naviance Technical Support.) For the purpose of sending test documents, the Start transmission button can be used to send any queued files immediately. When a file has been transmitted, its file name will disappear from the displayed list. Installation Troubleshooting Steps Due to the variety of system and network architectures used in secondary school environments, occasional problems may arise during the installation or operation of the Client Application program. In most cases, such problems can be resolved through simple configuration setting changes. Page 6 of 9
7 Items to check before installing: Confirm that all operating system components are up to date with the latest service packs, updates, patches, etc. The log in permission level for the installation process must be root (Administrator level). If write access to folders in the Applications area is restricted for security reasons, the registrar (or any user that prints documents on this Mac) must be a member of a group that has Full Control access to the Docufide folder in Applications and the spool folder in /Library/Application Support/Docufide/Spool/ directory. Firewall/proxy servers should be configured to permit SSL traffic (make sure port 443 is open). Packet filtering should allow traffic to and from our Datacenter server IP address: Currently, versions of Mac OS X 10.4 or earlier are not supported by this installation. To determine what version you are using: With the Mac View finder in focus, click on Mac Logo (apple) and from the drop down menu, click on the About this Mac option An About this Mac window will pop-up and you will be able see the Mac OS X version number. Verify that a current version of the Safari or Firefox browser is installed. All other Mac applications on the target Mac should be closed during the installation process. If there is an active anti-virus program running on the computer, we recommend disabling it during the installation process. Problem symptoms and resolution: 1. Unable to log in to School Administrator s area of the Docufide Web site If the message Unable to access this page appears when the administrator attempts to log in to the School Administrators area of the site, this indicates that the administrator s Mac is unable to access secure Web pages. Things to check: Make sure that proxy server or firewall configuration settings are not preventing the Mac from using port 443 for secure Internet access and that the URL securetranscript.docufide.com and upload.docufide.com and server IP address to are not restricted by these configuration settings. On a Mac, to determine if port 443 is blocked, open a Terminal window and type: ping -c 5 It will show output similar to the following (5 times): 64 bytes from : icmp_seq=0 ttl=46 time= ms If the above syntax is returned, the port is not blocked. If this command times out, the port is blocked. If your proxy server uses a whitelist, include the URL securetranscript.docufide.com in this whitelist. (If there is a double firewall on your system and on the campus network, make sure that port 443 is not blocked and securetranscript.docufide.com is not blocked, and is whitelisted. Occasionally, problems arise with older versions of the Safari Web browser. If an older version of the browser is installed, we recommend upgrading to the most recent Safari version or latest. 2. Unable to download installation module If an error message is received when attempting to download the installation module from the Docufide/ Naviance Web site, or the download appears to hang, check local firewall and proxy server settings to make Page 7 of 9
8 sure that the downloading of files from a remote Web site has not been blocked. Depending on the speed of your Internet link, the download can take several minutes or longer, in some cases. Verify that data transmission is occurring during the download process by checking the AirPort activity status. 3. A Naviance edocs entry does not appear in PDF Services list after the installation is complete This can occur when the user does not restart the computer after installing the Client Application or if the user entered the incorrect school ID number during the installation process, or if there are proxy server settings that need to be corrected. 4. The file printed to the Naviance edocs PDF Service does not disappear from the Files queued for transmission list in the user interface within 15 seconds This is an indication that the Docufide Application was unable to connect to the remote Docufide application server to send the document. Check the computer s Internet connection and verify that communication through port 443 is not blocked by a firewall. Use the Test Now button on the Check tab of the Client Application user interface to check the Internet connection (Figure 3). 5. After installation and restarting of the computer, the Docufide Client icon does not appear in the System status area This indicates that the client program is not running. Verify that the installation process has completed correctly by confirming that the Docufide Client Application folder has been created in /Applications/Docufide Client Application.app (conf/, lib/, resource/). 6. Virus protection and firewall software can sometimes prevent correct installation of the Client Application. Make sure that antivirus, and firewall software is temporarily disabled before beginning installation. 7. After clicking the client s icon and selecting Setup, the following message appears: Docufide Client is not running. The Client service was not correctly started when the Mac was started up. This can be caused by a software firewall that is slow to initialize. From the Macintosh HD Applications then double click on the Docufide Client Application. 8. The Docufide Client icon does appear in the system status area, but has an X on it. - This means that the Docufide Client Application service is not running. To enable the client, click on System Preferences. Under Other, click on the Docufide icon. A Docufide Client Status window will pop up. Click on icon Start Docufide Client. (note: you may have to enter your user credentials to allow system preferences to make changes) How to Open Port 443: These steps open port 443, which should resolve communication with Docufide Servers issue. 1. Turn on Personal Web Sharing in the Sharing preference pane. 2. Click the Firewall tab. 3. Click the New button. 4. From the Port Name pop-up menu, choose Other. 5. In the Port Number field, type: In the description field, type: https Page 8 of 9
9 7. Click OK. 8. Turn off Firewall and Internet Sharing. 9. Turn on Firewall and Internet Sharing. Please direct additional questions to Naviance edocs Customer Service at: or , option 2. (If calling from outside the U.S. or Canada, please dial , option 2.) Page 9 of 9
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