PaperVision Message Manager User Guide PaperVision Message Manager Release 71 June 2010
Information in this document is subject to change without notice and does not represent a commitment on the part of Digitech Systems, Inc. The software described in this document is furnished under a license agreement or nondisclosure agreement. The software may be used or copied only in accordance with the terms of the agreement. It is against the law to copy the software on any medium except as specifically allowed in the license or nondisclosure agreement. No part of this manual may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying and recording, for any purpose without the express written permission of Digitech Systems, Inc. Copyright 2010 Digitech Systems, Inc. All rights reserved. Printed in the United States of America. PaperFlow, DataFlow, OCRFlow, QCFlow and the Digitech Systems, Inc. logo are trademarks of Digitech Systems, Inc. PaperVision, PaperVision.net, and ImageSilo are registered trademarks of Digitech Systems, Inc. Microsoft, Windows, Windows XP, and Outlook are registered trademarks of Microsoft Corporation. All other trademarks and registered trademarks are the property of their respective owners. Digitech Systems, Inc. 8400 E. Crescent Parkway, Suite 500 Greenwood Village, CO 80111 Phone: 303.493.6900 Fax: 303.493.6979 www.digitechsystems.com
Table of Contents Chapter 1 Introduction... 4 Licensing... 5 Overview... 5 Retrieving Journaled Messages... 5 Polling for Messages... 7 Harvesting Messages... 8 Chapter 2 Installation... 9 System Requirements... 9 Installation Prerequisites... 9 Installation of PaperVision Message Manager... 11 Chapter 3 Configuration... 18 PaperVision Message Manager Configuration... 18 PaperVision Message Manager Services Configuration... 29 Changing Service Accounts... 29 Chapter 4 Monitoring PaperVision Message Manager... 33 Viewing the Windows Event Log... 33 Chapter 5 - Monitoring Message Capture Server Performance... 36 Accessing Perfmon... 36 Chapter 6 PaperVision Message Manager Harvester... 38 System Requirements... 38 Installation Prerequisites... 38 Starting PaperVision Message Manager Harvester... 39 Configuring PaperVision Message Manager Harvester... 42 Job Configuration in PaperVision Message Manager Harvester... 45 Running Jobs in PaperVision Message Manager Harvester... 51 Canceling Jobs in PaperVision Message Manager Harvester... 51 Viewing Job Reports... 52 Monitoring PaperVision Message Manager Harvester... 53 Appendix A Working with Advanced Concepts... 54 Installing Additional Instances of Message Capture Server... 54 Uninstalling PaperVision Message Capture Server... 57 Appendix B SMTP Server Configuration... 58 Appendix C Message Manager Checklists... 62 Retrieve Journaled Messages... 62 Polling for Messages... 63 Setting Up Message Manager Harvester... 64 PaperVision Message Manager User Guide iii
Chapter 1 - Introduction PaperVision Message Manager is an optional, separately-licensed component of the PaperVision Enterprise product suite. It allows organizations to process and capture email messages through the PaperVision Enterprise system for regulatory compliance, digital asset management, and workflow purposes. The PaperVision Message Manager application consists of two services, PaperVision Dispatcher and PaperVision Message Capture Server, and an additional standalone application, PaperVision Message Manager Harvester. Together, PaperVision Dispatcher and PaperVision Message Capture Server provide a solution for capturing and evaluating email messages as they traverse your email delivery system. These services capture and evaluate RFC2822-formatted email messages, which are most of the email messages that cross the Internet. RFC2822 is a standard that defines the syntax for text in Internet email messages. The majority of email servers, including Microsoft Exchange, and email clients, including Microsoft Outlook, adhere to this standard. An installation of PaperVision Message Manager comprises a single PaperVision Dispatcher service and one or more PaperVision Message Capture Server services. The operations that the PaperVision Dispatcher and PaperVision Message Capture Server services perform are highly configurable and scalable: Simply use the PaperVision Message Manager Configuration Utility to custom-fit your enterprise needs. Your specific installation can vary depending on your scalability needs as determined by the number of mailboxes on your network, message volume, average message size, desired throughput, and available hardware. Additionally, you can include the standalone PaperVision Message Manager Harvester application in your PaperVision Message Manager solution to capture.msg-formatted email messages that are stored in your Microsoft Exchange Server or saved in.msg file format in Microsoft Outlook data files called Personal Folders (.pst). The application can then store these harvested messages within PaperVision Enterprise projects. The PaperVision Message Manager solution is designed to meet your needs no matter how small or large your network. Consider the following applications: Use the journaling feature in Microsoft Exchange Server to forward all messages to a specific folder as they traverse your email system. PaperVision Dispatcher constantly monitors this folder for RFC2822-formatted email messages and dispatches them to appropriate PaperVision Message Capture Server service instances, which then evaluate these messages based on rules that you define. Use the POP3/IMAP features included with PaperVision Message Manager to poll specific mailboxes on POP3- or IMAP-compliant mail servers. These messages are then copied to the monitored folder. The PaperVision Dispatcher service retrieves RFC2822-formatted email messages from this folder and forwards them to the appropriate PaperVision Message Capture Server service instances. Use PaperVision Message Manager Harvester once to collect archived messages and then use PaperVision Dispatcher and PaperVision Message Capture Server to process messages as they move through your email system. Use PaperVision Message Manager Harvester as a standalone application to collect historic archived messages at regularly scheduled intervals. PaperVision Message Manager User Guide 4
Chapter 1 - Introduction Detailed information about evaluating your scalability and enterprise needs is beyond the scope of this document; however, PaperVision Message Manager can be configured to meet your scalability needs. You can scale out, scale up, or configure an appropriate combination of these options. (To scale out PaperVision Message Manager, run more PaperVision Message Capture Server services on additional servers.) This document outlines the steps for installing, configuring, and using the PaperVision Message Manager services and the PaperVision Message Manager Harvester application. Licensing As stated in your End-User License Agreement, PaperVision Message Manager is licensed separately from PaperVision Enterprise. See the End-User License Agreement for details. Overview The PaperVision Dispatcher service monitors a specific folder on a dedicated SMTP server or polls specific mailboxes on POP3- or IMAP-compliant mail servers and retrieves RFC2822- formatted email messages for processing by PaperVision Message Capture Server, which processes the messages based on rules you define. Retrieving Journaled Messages To enable PaperVision Message Manager to retrieve journaled Microsoft Exchange Server messages from a specific folder, you must dedicate an SMTP server in your enterprise so that it receives forwarded messages from your production mail server. You must also enable the message journaling features on your Microsoft Exchange Server. If possible, enable the envelope journaling features. Using these features will help PaperVision Message Manager retrieve only original messages. Note: Enable the envelope journaling feature in Exchange to embed original messages in another message (or envelope) to preserve full mail-delivery information such as CC and BCC recipients, expand the full list of recipients in a distribution list, and collect other pertinent information. The PaperVision Dispatcher component monitors a folder that you configure on your SMTP server for the arrival of RFC2822-formatted email messages from your production mail server. When a message arrives in the monitored folder, PaperVision Dispatcher dispatches it to PaperVision Message Capture Server for evaluation against the message-capture policies you configured using the PaperVision Administration Console. Messages that do not qualify for capture are deleted from the SMTP server s monitored folder. Note: These messages are not deleted from your email server. PaperVision Message Manager User Guide 5
Chapter 1 - Introduction Messages that qualify for capture are written to the appropriate file sets based on the configuration of your policies and then deleted from the SMTP server s monitored folder. The diagram below illustrates the logical flow of messages through the system. Retrieving Journaled Messages The flexibility of the Digitech Systems solution allows you to design your system to meet your needs, and it can differ from the configuration shown above. For example, your SMTP server and your PaperVision Dispatcher and PaperVision Message Capture Server applications can reside on the same computer. PaperVision Message Manager User Guide 6
Chapter 1 - Introduction Polling for Messages In addition to capturing journaled messages, PaperVision Dispatcher can poll mailboxes on POP3- or IMAP-compliant mail servers. The POP3/IMAP features included with PaperVision Dispatcher write RFC2822-formatted email messages to the monitored folder. PaperVision Dispatcher then captures these email messages for processing by PaperVision Message Capture Server for evaluation against the message-capture policies you configured using the PaperVision Administration Console. Messages that qualify for capture are written to file sets based on the configuration of your capture policies and then deleted from the monitored folder. The diagram below illustrates the PaperVision Message Manager polling process: Polling for Messages The PaperVision Message Manager system does not retrieve BCC information from email messages that are processed using the POP3/IMAP feature. Note: It is possible to monitor your Exchange servers and POP3/IMAP servers at the same time. PaperVision Message Manager User Guide 7
Chapter 1 - Introduction Harvesting Messages PaperVision Message Manager Harvester runs as a desktop application. It evaluates messages that are stored in Microsoft Exchange Server or saved as.msg files in Microsoft Outlook.pst data files. Messages that qualify for capture based on your configurations are written to the appropriate file sets. PaperVision Message Manager Harvester does not delete messages from source mailboxes or.pst files. The diagram below illustrates the PaperVision Message Manager Harvester message flow: Microsoft Exchange Servers PaperVision Message Manager Harvester computer Microsoft Outlook.pst files PaperVision file sets Message Harvesting It is required to configure PaperVision Enterprise to import the file sets from PaperVision Message Capture Server and PaperVision Message Manager Harvester. See the PaperVision Enterprise Administration and System Architecture Reference Guide for details about available options. Accessing On-line Documentation PaperVision Message Manager includes full on-line documentation in Adobe PDF format. To access it, right-click the icon at the top of the window, and select On-Line Documentation from the Help menu. PaperVision Message Manager User Guide 8
Chapter 2 - Installation This chapter contains steps for installing the PaperVision Dispatcher and PaperVision Message Capture Server services in PaperVision Message Manager. Chapter 6 PaperVision Message Manager Harvester contains instructions for installing PaperVision Message Manager Harvester. System Requirements To run PaperVision Dispatcher and PaperVision Message Capture Server, your system must meet the following minimum system requirements: System Requirements Windows Server Operating System Windows Server 2003 or Windows Server 2008.NET Framework Hard Disk Space Version 3.5 SP1 or later 10MB or greater* * Additional storage space for the creation of message file sets may be necessary For.NET Framework system requirements and to download the latest version, see the Microsoft web site: http://msdn.microsoft.com/en-us/netframework/cc378097.aspx Alternatively, the.net Framework installer is available on the PaperVision Enterprise installation DVD. Installation Prerequisites Before running the PaperVision Message Capture Server service, ensure that PaperVision Enterprise is installed and configured for PaperVision Message Manager policies, messagecapture projects, IPC pass phrases, and encryption keys. (If you are using ImageSilo, ensure that you have access to these options.) For information about configuring PaperVision Enterprise message-capture projects and policy sets, see the PaperVision Enterprise Administration and System Architecture Reference Guide. PaperVision Message Manager User Guide 9
Chapter 2 - Installation Ensure that your system fulfills the following prerequisites: If you plan to capture journaled messages from your Microsoft Exchange Server network, ensure that you have installed an SMTP server that is dedicated to PaperVision Message Manager and configured it to receive forwarded messages from your production mail server. The SMTP server that is distributed with Microsoft Internet Information Services (IIS) is sufficient. Details for configuring the Windows SMTP server are available in Appendix B SMTP Server Configuration. If you are using Microsoft Exchange Server, ensure you have configured it for message journaling. For the best results, enable envelope journaling if it is available. For details about enabling and configuring the journaling features, visit the following Microsoft web sites: Microsoft Exchange Server 2000: http://support.microsoft.com/kb/834634. Microsoft Exchange Server 2003: http://support.microsoft.com/kb/843105. Microsoft Exchange Server 2007: http://technet.microsoft.com/enus/magazine/cc160869.aspx The machine is running a locally installed copy of the PaperVision Enterprise client or has access to PaperVision Enterprise over the web through ImageSilo. PaperVision Enterprise can capture messages from mail systems other than Microsoft Exchange Server. Refer to Article ID PE000077 found in the Digitech Systems Knowledge Base for details about other options. PaperVision Message Manager User Guide 10
Chapter 2 - Installation Installation of PaperVision Message Manager Installation instructions for PaperVision Message Manager are outlined in this section. Once the installation wizard is launched, follow the on-screen instructions. It is recommended to install PaperVision Message Manager on a server that is separate from your production mail server. Note: If you are upgrading your PaperVision Message Manager solution, select the same components you selected when you initially installed the software. To install PaperVision Message Manager: 1. From the PaperVision Enterprise installation DVD, open the PaperVision Message Manager folder, and run the SETUP.EXE program. The PaperVision Message Manager welcome screen appears. Welcome to PaperVision Message Manager Note: At any time during the installation, click Back to modify your previous choices. PaperVision Message Manager User Guide 11
Chapter 2 - Installation 2. Click Next. The License Agreement window appears. PaperVision Message Manager License Agreement PaperVision Message Manager User Guide 12
Chapter 2 - Installation 3. If you accept the terms of the License Agreement, click Next, and the Destination Folder screen appears. If you decline the terms, the installation will terminate. Destination Folder 4. Click Next to install the application in the default location. Proceed to step 6. 5. Or, click Change to select the appropriate installation location, and then click Next. Tip: Install the PaperVision Message Manager components to local disk directories to avoid issues with security and to ensure that associated applications can appropriately share configuration files. PaperVision Message Manager User Guide 13
Chapter 2 - Installation 6. In the Custom Setup screen, select the components to install. By default, all components of PaperVision Message Manager are installed. Custom Setup 7. To exclude one of the components, click the button next to that feature, and then select the last option, This feature will not be available. Installation options PaperVision Message Manager User Guide 14
Chapter 2 - Installation 8. After you have selected the components, click Next. The Ready to Install the Program screen appears. Ready to Install the Program PaperVision Message Manager User Guide 15
Chapter 2 - Installation 9. Click Install. The status of the installation displays as components are installed. The installation process can take as long as five minutes, depending on the components you selected. Installing PaperVision Message Manager PaperVision Message Manager User Guide 16
Chapter 2 - Installation 10. Click Finish when the wizard alerts you that installation has finished. InstallShield Wizard Completed Note: The PaperVision Message Manager Configuration Utility might launch before you click Finish. Depending on the components that were pre-installed on your computer, you might need to reboot. After the PaperVision Message Manager Configuration Utility launches, you can set the options for the PaperVision Dispatcher and PaperVision Message Capture Server services. These services will run in the background on your network. If you need to modify their configuration, simply run the PaperVision Message Manager Configuration Utility again. PaperVision Message Manager User Guide 17
Chapter 3 Configuration PaperVision Message Manager is highly scalable and configurable. This chapter describes the general configuration settings. You can modify the configuration to meet your needs. To configure PaperVision Message Manager to run on your system, you must configure the services and set up any mailboxes you plan to poll with PaperVision Dispatcher. PaperVision Message Manager Configuration This section outlines the steps involved in setting up and configuring PaperVision Message Manager. To configure PaperVision Message Manager: 1. To start the PaperVision Message Manager Configuration Utility, click the PaperVision Message Manager Configuration available. icon on the Desktop if it is PaperVision Message Manager User Guide 18
Chapter 3 Configuration 2. The General tab of the PaperVision Message Manager Configuration window appears. The General tab contains basic system settings such as PaperVision Dispatcher address and port number information. PaperVision Message Manager Configuration General PaperVision Message Manager User Guide 19
Chapter 3 Configuration The following settings are available for configuration in the General tab: Dispatcher Address: Select the IP addresses that the PaperVision Dispatcher and PaperVision Message Capture Server computers will use to communicate with each other. Select 127.0.0.1 to select the default installation option during setup. The default installs PaperVision Dispatcher and PaperVision Message Capture Server on the same computer. To run the components on separate computers, select the appropriate IP address for communication on that network. Select All to allow connections on all networks to which the computer is connected. Dispatcher Port: Enter the TCP/IP port number PaperVision Dispatcher and PaperVision Message Capture Server will use to communicate with each other. The default value is 8000. Pass Phrase: Enter the appropriate Inter-Process Communications (IPC) pass phrase. This pass phrase must match the one that was entered during the initial PaperVision Enterprise setup. When PaperVision Message Capture Server connects to PaperVision Enterprise, this pass phrase provides the method for authentication. Use Encryption between Dispatcher and Message Capture Server: Click this option to encrypt communication across the network in environments in which PaperVision Dispatcher and PaperVision Message Capture Server are running on different computers. PaperVision Message Manager User Guide 20
Chapter 3 Configuration 3. Click the Dispatcher tab to modify the settings of the PaperVision Dispatcher component. PaperVision Message Manager Configuration Dispatcher PaperVision Message Manager User Guide 21
Chapter 3 Configuration The following settings are available for configuration in the Dispatcher tab: Max Connections: Enter the number of connections the PaperVision Dispatcher computers installed on your system can open. It is recommended that most sites use the default value of 60. Mail Drop: Enter the location of the folder that PaperVision Dispatcher will monitor for arriving e-mail messages. This location must match the location that was selected when your SMTP server was configured. The PaperVision Message Manager Configuration Utility prompts you to set this folder location. Click the ellipsis button to browse to the appropriate folder. This location must possess enough free space to hold all messages while they are being processed. PaperVision Dispatcher deletes messages from this location after they are evaluated. Commit Timeout (sec): Enter the maximum amount of time (in seconds) for PaperVision Dispatcher to process a message. If the Dispatcher service receives no acknowledgment that the message has completed processing within this period, it dispatches the message again. Allow logins from any source: To ensure your security, you can configure the PaperVision Dispatcher to accept connections from any server, or you can restrict it so that it accepts connections from only known PaperVision Message Capture Server computers. Click this option to allow connections from any computer. Allow logins from only these IP addresses/subnets: Click this option to restrict connections to only known PaperVision Message Capture Server computers. Click Add, and then enter the specific IP addresses or subnets that are allowed to communicate on your network. To allow a particular address, enter the exact address. To allow a specific subnet, enter only the first digits of the network address space. For example, enter 10.0.0.0 to allow all machines in the 10 class A address space to log in to the PaperVision Message Capture Server, or enter 10.1 or 10.1.0.0 to allow all machines in the 10.1 class A address space to log in to the PaperVision Message Capture Server. PaperVision Message Manager User Guide 22
Chapter 3 Configuration 4. Click the Message Capture Server tab to modify the settings for your PaperVision Message Capture Server component. PaperVision Message Manager Configuration Message Capture Server Note: You can configure settings for both a Message Capture Server and POP3/IMAP server since PaperVision Message Manager can monitor both types of servers. PaperVision Message Manager User Guide 23
Chapter 3 Configuration The following settings are available for configuration in the Message Capture Server tab: Server Name: Review this non-editable field to ensure it displays the name of the service to configure. Entity ID: Enter the appropriate number of the PaperVision Enterprise Entity from which this installation receives its licensing and configuration information and into which messages will be stored. File Set Folder: Enter the appropriate path to the location in which the completed file sets are to be stored or click the ellipsis button and browse to the appropriate location. This location must possess enough free space to hold all file sets until they are moved to PaperVision Enterprise. Message Hash (Compliance Non-Repudiation): The system can calculate and store a unique hash code or key for every message it captures. The system recalculates and verifies each hash code against the stored hash codes before displaying a message in PaperVision Enterprise so that you know whether the message has been modified since its original capture. Click the appropriate option in this area. Click Do Not Generate Hash if you do not want the system to assign hash codes to messages. Click Generate Hash for Each Message to set the PaperVision Message Capture Server service to calculate a hash code for each message. This option is the default. Enable Directory Services Support: Click this option if your network uses Active Directory. Most Microsoft Exchange Server installations use Active Directory. This feature is enabled by default. Use PaperVision Enterprise Local Installation: Click this option if the PaperVision Message Capture Server connection to PaperVision Enterprise is through a local PaperVision installation. Use HTTP/S Connection: Check this option if the connection to PaperVision Enterprise (using ImageSilo) is through URL redirection. Clicking this option enables the Server URL field. Server URL: Enter the URL the PaperVision Message Capture Server computer will use to communicate with PaperVision Enterprise (for example, ImageSilo). Test Connection: Click this button to verify the PaperVision Message Capture Server computer s connectivity to PaperVision Enterprise. PaperVision Message Manager User Guide 24
Chapter 3 Configuration 5. If you are retrieving messages from mail servers that use the POP3 or IMAP protocols, click the POP3/IMAP tab to modify your mail server settings. PaperVision Message Manager Configuration POP3/IMAP Note: You can configure settings for both a Message Capture Server and POP3/IMAP server since PaperVision Message Manager can monitor both types of servers. 6. Messages that PaperVision Dispatcher retrieves from the configured mailboxes are written to the mail drop location you selected in the Dispatcher tab. This location must have sufficient disk space to hold all messages while they are being evaluated. If you are not using this feature in your installation, skip to step 9. PaperVision Message Manager User Guide 25
Chapter 3 Configuration The following settings are available for configuration in the POP3/IMAP tab: Mailboxes: Check boxes next to the existing mailbox names to set PaperVision Message Manager to poll those mailboxes. Uncheck the box to temporarily suspend retrieval of messages from that mailbox. This area identifies the names of the mailboxes to poll (Mailbox), the server the mailbox is located on (Server), the type of mail server (Type), and the number of messages in the mailbox (Messages). Edit: Select an existing mailbox and click Edit to modify it. The Mailbox Properties dialog box displays. Add: Click to add a mailbox. The Mailbox Properties dialog box displays. Remove: Select an existing mailbox and click Remove to delete it. Check for messages every n minutes: Enter a value to define the number of minutes to wait between checks for messages on the mail servers. 7. Click Add or check a mailbox and click Edit. The Mailbox Properties dialog box appears. Mailbox Properties PaperVision Message Manager User Guide 26
Chapter 3 Configuration The following mailbox properties are available for configuration: Protocol: Select POP3 or IMAP, depending on the mailbox type. Mail Server: Enter the name of the server that hosts this mailbox. Port: Enter the port number for PaperVision Message Manager to use to access this mailbox. Your mail server administrator can provide this information. The default value for POP3 is 110, and the default value for IMAP is 143. User Name: Enter the user name for accessing this mailbox. Password: Enter the password for this mailbox. Leave messages on server: Check this box to leave messages on the server after they are evaluated. Tip: Leaving messages on the server will slow processing of new messages. If you click this option, use another tool to periodically delete messages from the mailbox. Server requires SSL: Check this box if the server requires the SSL protocol. Your mail server administrator will tell you whether SSL protocol is required. Note: If you check this option, you might need to change the port number PaperVision Message Manager is using. Your mail server administrator can provide the correct port number. Test Connection: Click this button to verify the PaperVision Message Manager connection to the mailbox. 8. Click OK to save the configuration of this mailbox. PaperVision Message Manager User Guide 27
Chapter 3 Configuration 9. When your changes are complete, click OK. The PaperVision Message Manager Configuration Utility displays the service restart alerts: PaperVision Message Manager Configuration (Dispatcher) PaperVision Message Manager Configuration (Message Capture Server) 10. Click Yes to restart the PaperVision Message Manager services. 11. If you click No, your changes will be saved, but you must restart the services manually before the changes go into effect. To remove a mailbox: 1. Highlight the mailbox, and click Remove. 2. Click OK. PaperVision Message Manager User Guide 28
Chapter 3 Configuration PaperVision Message Manager Services Configuration PaperVision Message Manager runs two services, the PaperVision Dispatcher, and one or more PaperVision Message Capture Server services. The services can be configured and started automatically the first time you complete the PaperVision Message Manager Configuration Utility process. Because these programs are running as true services, users do not need to be logged into the computer when theses services perform their processing. By default, PaperVision Dispatcher and PaperVision Message Capture Server are configured to run under the Local System account. Because this account generally has no access to network shares or a number of directories on the computer, it may be required to change the account the services are using. Changing Service Accounts This section describes how to modify the PaperVision Message Manager service accounts. To change the PaperVision Message Manager service accounts: 1. From the Start menu, select Programs > Administrative Tools > Computer Management. The Computer Management window appears. Computer Management PaperVision Message Manager User Guide 29
Chapter 3 Configuration 2. Expand Services and Applications in the navigation pane. Computer Management Services and Applications 3. Select Services. All of the installed services appear in Computer Management. Computer Management Services PaperVision Message Manager User Guide 30
Chapter 3 Configuration 4. Scroll the list of services and double-click the PaperVision Dispatcher or PaperVision Message Capture Server service to configure. The Service Properties window appears. Service Properties General PaperVision Message Manager User Guide 31
Chapter 3 Configuration 5. Click the Log On tab. The Log On tab appears. Service Properties Log On 6. Select This account, and then click Browse and select a user account that has the necessary permissions. 7. Enter the Password for the user account, and then enter it again to confirm. 8. Click Apply to apply the changes. Windows configures the service and account appropriately. Note: The permissions will not update until the service is restarted. 9. Click the General tab. In the Server status area, click Stop to stop the service or Start to start the service. 10. Click OK to close the Service Properties window. PaperVision Message Manager User Guide 32
Chapter 4 Monitoring PaperVision Message Manager For your PaperVision Message Manager application to capture and process messages, the PaperVision Dispatcher service and at least one PaperVision Message Capture Server service must be running. If your PaperVision Message Manager application encounters a processing error, the PaperVision Message Capture Server service logs detailed information about the error in the Windows Event Log. Viewing the Windows Event Log By default, PaperVision Message Manager logs operational information, service startup and shutdown, and any anomalous condition that occurs. These logged entries display in the application log files in the Windows Event Viewer. If you encounter issues with your PaperVision Message Manager installation, check the Event Log for information and operational details. The Source column in the Event Viewer displays information whether the condition applies to PaperVision Dispatcher, PaperVision Message Capture Server, or another component of the software. To access the Event Viewer: 1. From the Start menu, select Programs > Administrative Tools > Computer Management. The Computer Management window appears. Computer Management PaperVision Message Manager User Guide 33
Chapter 4 Monitoring PaperVision Message Manager 2. Expand Event Viewer in the navigation pane, and then select Application. The Computer Management - Application window appears. Computer Management Application PaperVision Message Manager User Guide 34
Chapter 4 Monitoring PaperVision Message Manager 3. Double-click an entry to display the Event Properties window. The Event Properties dialog appears. The Description pane displays detailed information about the log entry. Event Properties 4. Click OK to close the window. Note: Click the button to scroll up the list. Click the button to scroll down the list. Click the button to copy the event information to the clipboard. PaperVision Message Manager User Guide 35
Chapter 5 Monitoring Message Capture Server Performance PaperVision Message Capture Server provides performance counters so that you can monitor its activity as it runs. To access the performance counters, use the Performance Monitor (Perfmon) application or another performance monitoring tool within Windows. Note: For Perfmon to display the performance of a service, the service must be running. Accessing Perfmon This section describes how to access the Perfmon application. To access Perfmon: 1. From the Start menu, select Run. 2. Enter perfmon, and then click OK. The Perfmon application starts and displays the Perfmon window. Performance PaperVision Message Manager User Guide 36
Chapter 5 Monitoring Message Capture Server Performance 3. Click the Add ( ) button on the toolbar or right-click within the graph and click Add Counters to open the Add Counters window. Add Counters 4. Click Use local computer counters to view counters on the computer you are using, or click Select counters from computer, and then select the computer to view from the drop-down list. 5. Select PaperVision Message Capture from the Performance object drop-down list to view the available PaperVision Message Capture counters. 6. Click All Counters, or click Select counters from list, and then select the counters to view. 7. Click All Instances or click Select instances from list, and then select the instances to view. 8. Click Add, and then click Close to return to the Perfmon display. Perfmon displays a moving graph that contains the values of the counters you selected. Other display and data logging options are available. See the Perfmon Help file for more information. PaperVision Message Manager User Guide 37
Chapter 6 PaperVision Message Manager Harvester PaperVision Message Manager Harvester enables the capture of historic email messages from Microsoft Exchange Server or Microsoft Outlook.pst files. System Requirements To run PaperVision Message Manager Harvester, your system must meet the following system requirements: System Requirements Windows Server Operating System Windows XP SP2 or later.net Framework Email Hard Disk Space Version 3.5 SP1 or later Microsoft Outlook or the Microsoft Exchange System Manager utility (Exchange 2000, 2003, and 2007) 5 MB or greater* * Additional storage space for the creation of message file sets may be necessary View the.net Framework system requirements and download the latest version from the Microsoft web site: http://msdn.microsoft.com/en-us/netframework/cc378097.aspx Alternatively, the.net Framework installer is available on the PaperVision Enterprise installation DVD. Installation Prerequisites Before running PaperVision Message Manager Harvester, ensure that PaperVision Enterprise is installed or that you have access to ImageSilo and the IPC pass phrase is configured in the PaperVision Administration Console. For configuration information, see the PaperVision Enterprise Administration and System Architecture Reference Guide. PaperVision Message Manager User Guide 38
Chapter 6 PaperVision Message Manager Harvester Ensure that your system fulfills the following prerequisites: The machine is running a local copy of the PaperVision Enterprise client or has access to PaperVision Enterprise over the web. The machine is running a Microsoft MAPI client (installed with Microsoft Outlook or the Microsoft Exchange Administrator utility). Note: If a Microsoft Exchange Server is the source for messages, the MAPI client can be either Microsoft Outlook or the Exchange System Manager utility (Exchange 2000, 2003, and 2007). If.pst files are the source of your messages, the MAPI client can be Microsoft Outlook. If the source of your job is the Microsoft Exchange Server, you are required to log into the computer and configure the job as a user who has security rights to access and list the contents of all mailboxes. This user is generally the Microsoft Exchange Server administrator. Starting PaperVision Message Manager Harvester This section describes how to initially start the PaperVision Message Manager Harvester. To access PaperVision Message Manager Harvester: 1. Select Start > Programs > Digitech Systems > PaperVision Message Manager > Harvester, or double-click the PaperVision Message Manager Harvester icon on the Desktop if it is available. If Active Directory is unavailable on the network, the system displays a Directory Services Error. Click OK to continue without Active Directory. Directory Services Error 2. If you select Disable Directory Services Next Time the Application Starts, the application will not attempt to use Active Directory each time it starts. You can change this setting at any time. PaperVision Message Manager User Guide 39
Chapter 6 PaperVision Message Manager Harvester 3. The main PaperVision Message Manager Harvester window appears. Note: PaperVision Message Manager Harvester Before you add jobs to your system, a limited number of buttons display in the toolbar. Icons next to each job name alert you to the job s status: : Job is new. : Job is in the queue. : Job is in progress. : Job is complete. : Job is complete, but one or more message sources failed. : Job has failed. PaperVision Message Manager User Guide 40
Chapter 6 PaperVision Message Manager Harvester To view summary information about a job, hover the mouse over the job name. An example job summary is shown below. Job Summary PaperVision Message Manager User Guide 41
Chapter 6 PaperVision Message Manager Harvester Configuring PaperVision Message Manager Harvester This section outlines the configuration settings for PaperVision Message Manager Harvester. To configure Message Manager Harvester: 1. Click the Change PVE Options icon to configure options for PaperVision Message Manager Harvester. The Options - General tab appears. Options General PaperVision Message Manager User Guide 42
Chapter 6 PaperVision Message Manager Harvester The following settings are available for configuration in the General tab: Entity ID: Enter the appropriate number of the PaperVision Enterprise Entity from which this installation receives its licensing and configuration information and into which messages will be stored. Disregard Policies: Check this box to enable PaperVision Message Manager Harvester to ignore policies that have been configured in PaperVision Enterprise and collect historic messages based solely on the date and folder filters you configured in the PaperVision Message Manager Harvester job properties (Job > Job Properties). Note: If you ignore policies, the system does not apply any message capture policy settings you might have configured in PaperVision Enterprise. Such policy settings include settings for compression (whether messages are to be compressed before being saved to the file set), settings for encryption (the encryption key to be used to encrypt messages as they are stored in the file set), and file set size limits. For more information, see the Message Capture Policy Sets section in the PaperVision Enterprise Administration and System Architecture Reference Guide. Message Capture Project: Enter the name of the message-capture project in PaperVision Enterprise to which PaperVision Message Manager Harvester will send collected messages. If this project does not exist, the system creates it during the PaperVision Enterprise import process. If you are disregarding policies, you must enter a project name. Enable Directory Services Support: Check this box if Active Directory is available on the network. IPC Pass Phrase: Enter the appropriate IPC pass phrase. This pass phrase must match the one that was entered during the initial PaperVision Enterprise Setup. When PaperVision Message Manager Harvester connects to PaperVision Enterprise, this pass phrase provides the method for authentication. Use PaperVision Enterprise Local Installation: Click this option if the connection to PaperVision Enterprise is through a local PaperVision installation. Use HTTP/S Connection: Check this option if the connection to PaperVision Enterprise (using ImageSilo) is through URL redirection. Clicking this option enables the Server URL field. Server URL: Enter the URL the PaperVision Message Manager Harvester computer will use to communicate with PaperVision Enterprise (for example, ImageSilo). Test Connection: Click this button to verify the PaperVision Message Manager Harvester application s connectivity to PaperVision Enterprise. PaperVision Message Manager User Guide 43
Chapter 6 PaperVision Message Manager Harvester 2. Click the File Sets tab. Options File Sets The following settings are available for configuration in the File Sets tab: Temporary File Set Location: Enter the location in which file sets are created. This location must possess enough free space to hold file sets while the system is creating them. On Windows XP and earlier, the default setting is the TempFileSets folder in the current user s My Documents folder (C:\Documents and Settings\<user>\My Documents). On Windows Vista, the default setting is the TempFileSets folder in the current user s Documents folder (C:\Users\<user name>\documents). Finished File Set Location: Enter the location in which file sets are stored after the system completes them and they are ready to be imported into PaperVision Enterprise. This location must possess enough free space to hold all file sets until they are moved to PaperVision Enterprise. The default setting is the FinishedFileSets folder in the current user s My Documents folder (C:\Documents and Settings\<user>\My Documents). On Windows Vista, the default setting is the FinishedFileSets folder in the current user s Documents folder (C:\Users\<user name>\documents). 3. Click OK. PaperVision Message Manager User Guide 44
Chapter 6 PaperVision Message Manager Harvester Job Configuration in PaperVision Message Manager Harvester This section outlines how to create and configure jobs within PaperVision Message Manager Harvester. To create a job: 1. From the PaperVision Message Manager main window, click the Create Job button on the toolbar. The Job Details tab of the Job Properties window displays. Job Properties Job Details The following properties are available for configuration in the Job Details tab: Name: Enter a descriptive name for this job, or leave the automatically generated name. Date/Time to Run: Specify the date and time for this job to process messages. The PaperVision Message Manager Harvester application must be running for processing to occur. Status: Select the appropriate job status. Select Queued to allow this job to run at its scheduled time. Select Not Queued to prevent it from running automatically. While the job is running, the application displays In Progress, Complete, or Error, depending on the job s current status. PaperVision Message Manager User Guide 45
Chapter 6 PaperVision Message Manager Harvester 2. Click the Message Source tab. Job Properties Message Source The following settings are available for configuration in the Message Source tab: PST File(s): Click this option to collect.msg-formatted messages from.pst files. You must then use the Add button to specify the.pst files to collect from. Mailbox(es): Click this option to collect messages from Microsoft Exchange Server. You must then click the Exchange Settings button and provide administrator credentials to access the Microsoft Exchange Server and use the Add button to add the mailboxes from which PaperVision Message Manager Harvester should capture messages. Add: Click this button to add a message source to the job. Edit: Click this button to edit the selected message source. If you are using.pst files that require passwords, edit those passwords here. These passwords are specific to the.pst files. Delete: Click this button to delete the selected message source. PaperVision Message Manager User Guide 46
Chapter 6 PaperVision Message Manager Harvester 3. If you select the PST File(s), click the Add button to browse to the appropriate location. Proceed to step 5. 4. Or, select Mailbox(es), and then click the Exchange Settings button. The Exchange Settings window appears. Exchange Settings a. Enter the name or IP address of the Exchange mail server from which PaperVision Message Manager Harvester will collect messages in the Mail Server field. b. Enter the name of the Exchange administrative user in the User Name field. This user must have permissions to the Exchange server to access and list mailboxes and read messages. c. Enter the Password for the administrative user, and then click OK. Proceed to step 6. 5. After selecting the appropriate location in the Browse for Folder dialog box, click OK. If you need to change the password of a.pst file, click the Edit button. The PST Source window appears. PST Source a. Enter the location of the.pst files. b. Enter the Password for the administrative user and click OK. PaperVision Message Manager User Guide 47
Chapter 6 PaperVision Message Manager Harvester 6. Click the Date Filter tab. Job Properties Date Filter The following settings are available for configuration in the Date Filter tab: Include All Dates/Times: Click this option to set the software to evaluate messages that passed through the network at any date and time. Date/Time Range (Inclusive): Click this option to set the system to evaluate messages that passed through the network within a certain date/time range. Clicking this option enables the From and To fields. From: Select the period begin date and time. To: Select the period end date and time. Auto-Update Date/Time Range: Check this box to set PaperVision Message Manager Harvester to automatically update the date/time range so that the From value is the date and time the last message was captured during the last run. Auto-updating allows the user to run the same job repeatedly to evaluate messages on a periodic basis. PaperVision Message Manager User Guide 48
Chapter 6 PaperVision Message Manager Harvester 7. Click the Folder Filter tab. Job Properties Folder Filter The following settings are available for configuration in the Folder Filter tab: Get All Folders: Check this box to set PaperVision Message Manager Harvester to evaluate messages from all folders within the specified source. Included Folders: If you are setting PaperVision Message Manager Harvester to retrieve from only certain folders, click this option and then click the Add button to specify the folders PaperVision Message Manager Harvester should evaluate for messages. Excluded Folders: If you are setting PaperVision Message Manager Harvester to retrieve from only certain folders, click this option and then click the Add button to specify the folders PaperVision Message Manager Harvester should not evaluate for messages. Add: Click this button to add a folder to the folder list. Edit: Select a folder in the list and then click this button to edit it. Delete: Select a folder in the list and then click this button to delete it. PaperVision Message Manager User Guide 49
Chapter 6 PaperVision Message Manager Harvester 8. Click Add, and the Included Folder window appears. Included Folder 9. Enter or select the name of the folder to add to the list of folders PaperVision Message Manager Harvester will evaluate, and then click OK. 10. Select OK to save the job s configuration. To modify an existing job: 1. From the PaperVision Message Manager Harvester main window, select the job, and then click the Properties icon. 2. Make the appropriate modifications in the Job Properties window, and click OK to save the job s configuration. To delete a job: 1. Select the job to delete. 2. Click the Delete Job icon on the toolbar. PaperVision Message Manager User Guide 50
Chapter 6 PaperVision Message Manager Harvester Running Jobs in PaperVision Message Manager Harvester You can run PaperVision Message Manager Harvester jobs manually or configure them to run automatically. Note: To run a job automatically, the job must be in a queued status. To manually run a job: 1. In the PaperVision Message Manager Harvester main window, select the job. 2. Click the Run Job Now icon. As PaperVision Message Manager Harvester runs the job and processes the appropriate messages, a status bar indicates the progress of the job. Job Progress To run jobs automatically: 1. Open the PaperVision Message Manager Harvester main window. 2. Click the Auto Run Scheduled Jobs icon. Note: Scheduled jobs run at the time you assign as long as PaperVision Message Manager Harvester is running and the Auto Run Scheduled Jobs displays in the main toolbar. icon Canceling Jobs in PaperVision Message Manager Harvester You can use one of two methods to cancel a PaperVision Message Manager Harvester job. To cancel a PaperVision Message Manager Harvester job: 1. To stop a running job, click the Abort button when a job is running. The system deletes all output from a canceled job when the job stops. 2. To stop all scheduled jobs from running, click the Disable Auto Run Scheduled Jobs icon. PaperVision Message Manager User Guide 51
Chapter 6 PaperVision Message Manager Harvester Viewing Job Reports A job report exists for each configured job. The system clears the job reports at the beginning of each job run. If a job runs to completion but the system was unable to access some of the configured message sources (for example, a.pst file was password protected and you received or entered an incorrect password), the icon displays next to the job name. The job report lists any inaccessible sources, and you can run the job again after you correct the issues. To view detailed information about a completed job: 1. Select the job to view, and then click the Job Report button. The Job Report dialog box appears. Job Report 2. Click OK to close the report. 3. Or, click Save to export the job report to a text file. PaperVision Message Manager User Guide 52
Chapter 6 PaperVision Message Manager Harvester Monitoring PaperVision Message Manager Harvester If your PaperVision Message Manager Harvester application encounters a processing error, it logs detailed information about the error in the Windows Event Log. By default, PaperVision Message Manager Harvester logs operational information when an anomalous condition occurs. These logged entries display in the application log files in the Windows Event Viewer. If you encounter issues with your PaperVision Message Manager Harvester installation, check the Event Log for messages and operational details. The Source column in the Event Viewer displays information about whether the condition applies to PaperVision Message Manager Harvester. For information on accessing the Event Viewer, see Chapter 4 - Monitoring PaperVision Message Manager. PaperVision Message Manager User Guide 53
Appendix A Working with Advanced Concepts PaperVision Message Capture Server is a scalable solution, and you can modify it to increase throughput in high-volume environments. You can install additional PaperVision Message Capture Server instances on one or multiple servers to enhance performance in your workflow. Installing Additional Instances of Message Capture Server You can use the installation wizard to install the first instance of PaperVision Message Capture Server on any computer that meets the hardware and software requirements. Installing additional instances of PaperVision Message Capture Server is a manual process you access through the command prompt. To install, you must have administrative permissions on the target computer. To install additional PaperVision Message Capture Server instances: 1. Log in to the server as a user with administrative permissions. 2. Verify that Microsoft.NET Framework version 2.0 or later is installed on the computer. 3. Select Start > Programs > Accessories > Command Prompt to open the command prompt. 4. To create a folder under C:\Program Files\Digitech Systems, type the following command at the prompt: CD C:\Program Files\Digitech Systems MD <Server Folder> 5. Replace <Server Folder> with the name of the folder that will contain the executables and configuration files for this service instance. 6. To copy the contents of the PaperVision Message Manager folder to the new folder, type the following command at the prompt: XCOPY <Installation Folder> <Server Folder> 7. Replace <Installation Folder> with the full path to the source location (the folder into which PaperVision Message Manager was initially installed). For example, if you used the default value during installation, enter the following path: C:\Program Files\Digitech Systems 8. Replace <Server Folder> with full path to the destination location (the folder that will contain the executables and configuration files for this service instance). ). For example, if you used the default value during installation, enter the following path: C:\Program Files\Digitech Systems PaperVision Message Manager User Guide 54
Appendix A Working with Advanced Concepts 9. To change directories to the new folder, type the following command at the prompt: CD <Server Folder> Replace <Server Folder> with the name of the folder that will contain the executables and configuration files for this service instance. To delete the PaperVision Dispatcher configuration files because no Dispatcher component will be included in this instance, type the following command at the prompt: DEL DSI.MessageManager.DispatcherService.exe.config 10. To install this PaperVision Message Capture Server instance, type the following command at the prompt: MessageCaptureDeploy <Action> <Server Folder> <Server Name> <Entity ID> <Dispatcher Address> <Dispatcher Port> <File Set Folder> <PaperVision IPC Pass Phrase> [HTTP/S Request URL] Replace <Action> with i for install. Replace <Server Folder> with the name of the folder that will contain the executables and configuration files for this service instance. Replace <Server Name> with the name of the server as it will appear in the Services pane in the Computer Management window and PaperVision Message Manager Configuration Utility. Replace <Entity ID> with the value of the PaperVision Enterprise Entity ID from which this installation receives its licensing and configuration information and into which messages will be stored. Replace <Dispatcher Address> with the IP address that PaperVision Dispatcher and this PaperVision Message Capture Server instance will use to communicate with each other. If you chose the default installation option during setup to install PaperVision Dispatcher and PaperVision Message Capture Server on the same computer, select 127.0.0.1. If the services will run on separate computers, select the appropriate IP address for the server that hosts PaperVision Dispatcher. Replace <Dispatch Port> with the number of the TCP/IP port that PaperVision Dispatcher and this instance of PaperVision Message Capture Server will use to communicate with each other. The default value is 8000. Replace <File Set Folder> with the full path to the location of the completed file sets. This location must possess enough free space to hold all file sets until they are moved to PaperVision Enterprise. PaperVision Message Manager User Guide 55
Appendix A Working with Advanced Concepts Replace <Pass Phrase> with the IPC pass phrase that was entered during PaperVision Enterprise setup. When PaperVision Message Capture Server connects to PaperVision Enterprise, this pass phrase provides the authentication method. Replace <HTTP/S Request URL> with the URL this PaperVision Message Capture Server instance will use to communicate with PaperVision Enterprise. This command is optional. If you do not enter a value, the application uses the locally installed PaperVision Enterprise COM components. 11. To start the Configuration Utility within the new folder and configure this PaperVision Message Capture Server instance, type the following command at the prompt: DSI.MessageManager.Configurator Each instance of PaperVision Message Capture Server must reside in its own folder on the server. Use the DSI.MessageManager.Configurator executable in each folder to configure the respective service. Note: For details on the PaperVision Message Manager Configuration Utility, see Chapter 3 - Message Manager Configuration. For details on modifying the service credentials, see the section on Configuring PaperVision Message Manager Services in Chapter 3. Ensure that you select the correct service instance before you begin any modifications. PaperVision Message Manager User Guide 56
Appendix A Working with Advanced Concepts Uninstalling PaperVision Message Capture Server It is required to manually uninstall any additional instances of PaperVision Message Capture Server. To manually uninstall additional instances of Message Capture Server: 1. Log in to the server as a user with administrative permissions. 2. Select Start > Programs > Accessories > Command Prompt to open the command prompt. 3. To change directories to the installation folder, type the following command at the prompt: CD <Server Folder> Replace <Server Folder> with the name of the folder in which the executables and configuration files for this service instance are located. 4. To uninstall the PaperVision Message Capture Server, type the following command at the prompt: MessageCaptureDeploy <Action> <Server Folder> <Server Name> Replace <Action> with u for uninstall. Replace <Server Folder> with the name of the folder that will contain the executables and configuration files for this service instance. Replace <Server Name> with the name of the server as it will appear in the Services pane in the Computer Management window and PaperVision Message Manager Configuration Utility. 5. To delete the folder that contains the software, type the following command at the prompt: CD.. RD <Server Folder> Replace <Server Folder> with the name of the folder that will contain the executables and configuration files for this service instance. PaperVision Message Manager User Guide 57
Appendix B SMTP Server Configuration Before following the steps in this section, ensure that Microsoft IIS and the accompanying SMTP Virtual Server are already installed on your computer. If you are using the journaling capabilities of PaperVision Message Manager, you must install a dedicated SMTP server. To access the SMTP Virtual Server configuration: 1. Select Start > Programs > Administrative Tools > Computer Management. The Computer Management window appears. Computer Management PaperVision Message Manager User Guide 58
Appendix B SMTP Server Configuration 2. Expand Services and Applications > Internet Information Services. Computer Management Internet Information Services PaperVision Message Manager User Guide 59
Appendix B SMTP Server Configuration 3. Expand Default SMTP Virtual Server > Domains. The available domain names appear. Computer Management Domains PaperVision Message Manager User Guide 60
Appendix B SMTP Server Configuration 4. Right click the domain to modify and select Properties. The General tab appears. Domain Properties General 5. If necessary, click the Browse button to select a new location for the mail drop directory. 6. Click OK and then close the Computer Management window. PaperVision Message Manager User Guide 61