Sage Document

Management
User's Guide
Version 12.1
NOTICE
This is a publication of Sage Software, Inc.

Version 12.1. November, 2012

Copyright © 2012. Sage Software, Inc. All rights reserved.

Sage, the Sage logos, and the Sage product and service names mentioned herein are registered
trademarks or trademarks of Sage Software, Inc. or its affiliated entities. All other trademarks are the
property of their respective owners.

Microsoft ®SQL Server®, Windows Vista® and the Windows logo are either registered trademarks or
trademarks of Microsoft Corporation in the United States and/or in other countries.

Your use of this document and the Sage product(s) described herein is governed by the terms and
conditions of the Sage End User License Agreement (“EULA”) or other agreement that is provided with or
included in the Sage product. Nothing in this document supplements, modifies or amends those terms and
conditions. Except as expressly stated in those terms and conditions, the information in this document is
provided by Sage “AS IS” and Sage disclaims all express, implied or statutory warranties of any kind,
including but not limited to the warranties of merchantability, fitness for a particular purpose or of non-
infringement. No implied license is granted to you under any Sage intellectual property or trade secret right.
Sage reserves the right to revise, supplement or remove information in this document at any time without
notice to you or others.

Sage End User License Agreement: http://na.sage.com/sage-na/eula

Contents
Introduction 1
About This Guide 1
Conventions Used in this Document 1
Read the Supporting Documentation Before You Install 2
Support and Assistance 2
Help 2
Training and Workbooks 2
Technical Assistance 2
Phone Support for Australia and New Zealand 3
Submitting Enhancement Requests 3

Chapter 1: Overview 4
New in This Release 5
Changes to the Installation 5
Batches Sent to DocuVault during Accounting Installation 5
Upgrade Path 5
Installing RAM on a Computer with DocuVault 5
Avoid Installing IIS on a Domain Controller 6
Installing to a Terminal Server 6

Chapter 2: Frequently Asked Questions 7

Chapter 3: System Requirements 11

Domains 11
Domain Controller 11
Compatible Software 11
Upgrade Path 11
Windows File Servers and Operating Systems 12
32-bit and 64-bit Operating Systems 12

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Document Management User's Guide

Terminal Services 13
Terminal Services Configuration 13
Scanning in a Terminal Services Environment 13
Virtual Environments 13
File System 13
Processor 14
RAM 14
Hard Disk Space 14
Server or Standalone Computer 14
Workstation 15
Ports 15
Mail Servers 15
Other Requirements 15
Prerequisite Software 16
Overview 16
Prerequisites not installed with DM 16
Internet Information Service (IIS) 16
Installing Microsoft Office Before Installing DocuVault 17

Chapter 4: Install to a Server 18

Installing for the First Time 18
DocuVault Installation Destination Path 18
Other First-time Considerations: 18
Upgrading Document Management 19
Install to a Server 19
Install DocuVault 20
Install Document Management 20
Set Up the DocuVault Printer Driver 21

Chapter 5: Install to a Workstation 22

Before You Install 22
Install to a Workstation 22
Install the Document Management Client 22
Install to a Terminal Server 23

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 Contents

Set Up the DocuVault Printer Driver 23

Final Installation Steps 23

Chapter 6: Document Management Security 24

Upgrade Path 24
Setup Security in Sage 300 Construction and Real Estate 24
Document Management Security 25
Setting up Document Management Security 25
Assigning Operator and Privileged Operator Rights 27
Change Document Management Uses and Registration 27
Change the Administrator Password 27

Chapter 7: Use Document Management 29

Print or Scan an Item Into Document Management 29
Scan a Document 29
Destroy DocuVault Documents 30
Locate the Document History Log 30
Classify a Document 30
Send a Document From the Inbox or Query Results Windows 31
Send a Document From the Scan Window 31
Retrieve a Document 31
Burn Documents to CD or DVD 32
Work with Native Microsoft Office Files 32
Installing Microsoft Office After Installing 9.6.1 or later 32
Import Native File Documents 33
View Native File Documents 33
Set Up and Work With Rules-Based Routing 34
Before You Begin 34
Set Up Routing Lists 34
Create or Modify Routing List Criteria 36
Work with Rules-Based Routing 37
Set Up Batch Approval Emails 39
Send Attachments to DocuVault 40

Chapter 8: System Guidance and Maintenance 41

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Document Management User's Guide

Overview 41
Develop a Plan to Back Up and Validate Files 41
Manual Backup 42
Automated Backup 43
Restore a Backup 44
Validating DocuVault Integrity 44
Stop the DocuVault Hub 45
Scan and Validate DocuVault 45
Start the DocuVault Hub 45
Do Not Actively Scan for Viruses 45
Obtain Full-Control User Rights 46
Assign Full-Control User Rights 46
Comply With Windows User Account Control (UAC) Requirements 47
Printers 47
DocuVault Printer 47
Windows Printers 47
Scanners 48
Use TWAIN-Compliant Scanners with Document Management 48
Scan in a Terminal Services Environment 48
Managing Disk Space 48
Decrease Document Size 48
Calculate Current Disk Space Requirements 48
Calculate Future Disk Space Requirements 48
Decrease Document Size with Scanner Settings 49
Move DocuVault to a New Server 49

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Introduction
About This Guide
This guide is designed to help you become familiar with the new features in this release, and learn about
system requirements and installation changes. The User's Guide contains information about installing,
systems, security, and more.

Conventions Used in this Document

This document uses the following conventions:

l The names of screens, windows, fields, and other features displayed by the software are shown in
bold type.
l Information you enter into the software is in bold type, as in the following example:
Enter Miscellaneous in the Amount Type box.
l Names of keys are shown in capitals; for example, ENTER, TAB. A plus sign (+) between two key
names indicates that you should press both keys at the same time; for example, SHIFT + TAB.
l The names of buttons you can click with your mouse are enclosed in bold type; for example, [OK]
and [ Post].

TIP: Helpful information to make your experience better.

NOTE: This symbol draws your attention to information of particular interest, such as information
not included in steps.

CAUTION: This symbol draws your attention to information that is important because it can help
you avoid a costly or time-consuming error.

IMPORTANT: This symbol draws your attention to information that is of critical importance.

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Document Management User's Guide

Read the Supporting Documentation Before You Install

Be sure to read the following supporting documentation before you install:
n The Installation Checklist contains a brief description of the steps involved in upgrading your software.
n The Important document contains critical late-breaking topics.
n The Release Notes provide details about new features, known issues, and fixes.
n This User's Guide contains information about installation, systems, security, and more.
n Access a complete library of manuals for supported versions.

To learn the more, log on to the Knowledgebase through the Sage Customer Portal at
https://customers.sagenorthamerica.com/irj/portal/anonymous/login.

Support and Assistance

Help
Help provides answers to your questions about procedures as well as items in the windows.

To access Help:
n In a window, click the Help button or icon, or press [F1] to display the help topic for that window.
n In the Desktop, select Help > Search for help on, and then choose the desired module.

To aid you in finding the information you need, Help for each application includes the following tabs:
n Contents The table of contents is an outline of the Help for each application.
n Index Contains keywords that link to help topics related to that keyword.
n Search Type a search term and click [Search] to locate that text in the Help topics.

We would like your feedback about Help so we can make improvements. Each Help topic contains an
area where you can indicate whether the topic was helpful and provide additional comments. To protect
your privacy, all comments are anonymous.

Training and Workbooks

Training and Workbooks

Sage University offers online training sessions in both live and recorded formats, with options for every
budget, schedule, and experience level. To access Sage University, visit http://sageu.com.

You can also access Sage University from the Help menu > Web Resources > Sage University.

To order workbooks, visit the Sage University Marketplace, accessible from Sage University.

Technical Assistance
Depending on your Sage Service Plan, you may be able to take advantage of the following services:

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 Introduction

Sage Customer Portal

You may log on to the Sage Customer Portal at
https://customers.sagenorthamerica.com/irj/portal/anonymous/login to access any of the following:

l Knowledgebase Find answers to your questions, access downloads, and subscribe to your
favorite articles. This service is available online 24/7.
l Live Chat Chat online with a customer support analyst - a great option for quick questions. Chat
hours are Monday through Friday from 6 a.m. to 3 p.m. Pacific Time, with the same exceptions as
telephone support (see below).
l Online Support Request Submit an online support ticket when you have a non-urgent question.
One of our call center support analysts will assist you. Online support hours are the same as our
customer support call center hours (see below).

Sage Customer Support Call Center

Telephone Support When you have a more urgent question or would prefer to speak to a customer
support analyst directly, call us at 800-551-8307. Telephone support is available Monday through Friday
from 6 a.m. to 5 p.m. Pacific Time with the following exceptions:

l Every Thursday from 2 p.m. to 3 p.m. Pacific time (closed for customer support staff meetings)

l Standard United States holidays

l Quarterly company meetings

Upgrading Your Service Plan

If your service plan does not provide online or telephone customer support and you would like to add or
upgrade a service plan, please call 800-858-7098.

Phone Support for Australia and New Zealand

Please contact your Business Partner.

Submitting Enhancement Requests

We want to hear your suggestions for improving the software. To send us your comments, select Help >
Sage on the Web > Submit Enhancement Requests.

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Chapter 1: Overview
Document Management is an application that electronically stores, organizes, shares, and retrieves your
documents.

Document Management accepts all documents that can be printed or scanned. It stores these documents
in a DocuVault® database that maintains original copies of the documents even though you might print,
email, fax, send, classify or route the documents dozens of times.

Document Management organizes documents based on information that you enter in a Classification
pane. In this pane, you assign classifications such as the job number or property name to a document. If
you own other Sage 300 Construction and Real Estate applications, you can select from Sage 300
Construction and Real Estate data, which makes the classification process even faster and more
consistent.

Document Management shares documents through its send and email features. You can send documents
to the inboxes of other Document Management operators (in which case they can further classify the
documents), or you can email documents to anyone. In addition, you can set up a rules-based routing
system that allows you to automate document reviews and approvals.

Document Management retrieves documents based on both classification fields and document text. For
example, you can retrieve documents that are for a specific job or property and that contain the word
concrete.

In summary, Document Management offers secure storage, many ways to classify documents,
communication features, and timesaving queries. It is a powerful ally in a document-filled business world.

NOTE: DocuVault is the database that the Document Management application uses to store the
documents.

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Document Management User's Guide

New in This Release

Subcontractor Compliance

Two new document classifications (Certified Reports and Misc. Compliance) are now available on
existing compliance types Lien Waiver and Insurance. From the Subcontractor Compliance
Management hub in Accounts Payable and Project Management, you can quickly and easily query these
document types based on the filter criteria you have selected.

NOTE: Insurance documents can be queried by vendor only, because "Job" is not an existing index
for this document type.

Routing approved by name

Routing approved by name has been added to approved stamp. In 12.1, when a routed document is
approved, the approver name is added to the approved stamp.

Learn more about the new Subcontrator Compliance feature in the Sage 300 Construction and Real Estate
12.1 Release Notes.

Changes to the Installation

Batches Sent to DocuVault during Accounting Installation
During the Accounting installation, AP invoice batches that are in the Document Management Scan queue
will be locked. These batches are then automatically moved from the Scan queue to DocuVault during the
installation of DocuVault 12.1. If you want to send these batches to an Inbox prior to the upgrade, you
must complete that action before installing Sage 300 Construction and Real Estate.

Upgrade Path
You must upgrade to Document Management 9.7 or 9.8 in order to install 12.1.

If you are using a version earlier than 9.4, you must first upgrade to 9.4, then to 9.8, then to 12.1.

If you are upgrading from 9.4.1 or earlier, you must set up security in Desktop after you have installed 9.8,
and BEFORE installing 12.1. See “Chapter 6: Document Management Security” on page 24 before you
begin the upgrade process.

If you are upgrading from 9.5 or 9.6, you must install 9.8 before installing 12.1. You should already have set
up Document Management security.

IMPORTANT: Before you install Document Management, check with your business partner to
ensure you have the latest updates of Sage 300 Construction and Real Estate.

Installing RAM on a Computer with DocuVault

You can not install more than 64G of RAM on a computer where DocuVault is installed. See
Knowledgebase article KB533995 for more information.

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 Chapter 1: Overview

Avoid Installing IIS on a Domain Controller

Document Management and DocuVault require that Internet Information Service (IIS) be installed and
active on the DocuVault and Accounting servers if they are separate. More about IIS

For security and performance reasons, Microsoft recommends that you avoid installing IIS on a domain
controller. Domain controllers that include IIS, such as Windows Small Business Servers, may require
custom configuration to work with DV and DM.

To avoid these issues, we recommend that you do not install DocuVault or Document Management on a
Windows Small Business Server or domain controller.

Installing to a Terminal Server

It is no longer necessary to use Add/Remove Programs to start an installation on a terminal server. You
can now download and install programs on a terminal server using the instructions in the following pages.

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Chapter 2: Frequently Asked
Questions
Is Document Management 64-bit compliant?
Yes. Both Document Management and DocuVault are 64-bit compliant for all supported operating
systems.
While the DocuVault database is 64-bit compliant, it does require the Internet Information Services
application pool to function in 32-bit mode. More about IIS. For assistance with configuring IIS, see your
system administrator.

Can I install DocuVault on a server with Windows Server 2008?

Yes. DocuVault is compatible with Windows Server 2008. For a complete list of compatible server-
class operating systems, see “Windows File Servers and Operating Systems” on page 12.
What rights do I need for Document Management and DocuVault?
To install Document Management and DocuVault, you must have administrator rights.
Unlike other Sage 300 Construction and Real Estate products, you can only open Document
Management through the Sage Desktop. Therefore, you must have the same rights to Document
Management that you have for Sage 300 Construction and Real Estate.
To use Document Management, you must have full control of specific files and folders on the local
workstation. This is because you must be able to create or modify files in your [Drive]:\Winnt and
[Drive]:\Windows system folders. For more information, see “Assign Full-Control User Rights ” on
page 46.
You do not need special rights to use DocuVault, because it runs as a service.

Can I install DocuVault to a location other than the Sage 300 Construction and Real
Estate server?
Yes, you can install DocuVault to a server with Windows Server 2008 or Windows Server 2003 that is
different than the server that hosts Sage 300 Construction and Real Estate. However, you must install
Document Management to the same server as other Sage 300 Construction and Real Estate
products. If you install DocuVault to a separate server, Document Management will prompt you for the
DocuVault server name during installation. For specific server requirements, see “Windows File Servers
and Operating Systems” on page 12.

Can I install DocuVault on a workgroup-only network?

No, we do not support a workgroup-only network configuration. DocuVault requires domain services or
active directory services on the local area network.

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Document Management User's Guide

If Document Management stops responding during the workstation installation, how

can I resolve this?
Try the following:
l Verify that you have full user rights to the parent folder of the application data folders containing
files needed so that Timberline Office can run correctly. For Accounting and Management
applications, the default location is [Drive]:\Documents and Settings\All Users\Application
Data\Sage on Windows XP, Windows Server 2003, and earlier operating systems, or
[Drive]:\ProgramData\Sage on Windows Vista, Windows 7, and Windows Server 2008.
l Turn off antivirus software and unnecessary programs before you install.

Which files and folders do I need access to in order to use Document Management?
To use Document Management, you must have full control of files and folders on the file server, terminal
server, and workstations that have Document Management installed.
For a list of files and folders, see “Assign Full-Control User Rights ” on page 46.

What security rights do I need in order to set up Document Management operators?

To use Settings in Document Management, you must be a security administrator AND and application
administrator for Sage 300 Construction and Real Estate.
In addition, you must be a Privileged Operator in Document Management to set up and manage
Document Management operators.
See “Chapter 6: Document Management Security,” on page 24 for detailed information.

What determines the use of a DocuVault license?

DocuVault bases its licensing on the workstation name. For each workstation that is open, Document
Management uses one license.
When you print to DocuVault from a Microsoft Office program, DocuVault uses an extra license until
you close the Microsoft Office program.
See “Change Document Management Uses and Registration” on page 27.

What are the best batch settings when Optical Character Recognition (OCR) is
enabled?
When you select the OCR-Enabled format (DM > Scan > Batch Setting > General), the
recommended batch settings (DM > Scan > Batch Setting > Scan) are a 300 dpi (dots per inch)
resolution and a BW (1-bit) (black and white) or a Grayscale (8-bit) color.

How do I troubleshoot problems that occur when I start Document Management?

Search the Sage Knowledgebase or chat with a Support representative.

What file types can I send as attachments?

Any file type can be sent as an attachment from select Sage 300 Construction and Real Estate Project
Management tasks.
Only the following file types can be previewed in Document Management:

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 Chapter 2: Frequently Asked Questions

l ASCII: *.txt
l Microsoft Excel: *.xls, *.xlsx
l Microsoft PowerPoint: *.ppt, *.pptx
l Microsoft Word: *.doc, *.docx
l PDF: *.pdf
l RTF: *.rtf
Image types: *.jpeg, *.png, *.bmp, *.tif, *.tiff, *.jpg, *.gif

In the rules-based routing feature, can I batch my approval emails so I receive one
email periodically instead of multiple emails?
You can batch your approval emails. This enables you to receive one email that contains a
collection of individual emails instead of receiving a series of individual emails. The batch
email is sent periodically based on settings you specify.
For detailed instructions about rules-based routing, see “Set Up and Work With Rules-
Based Routing,” on page 34
You can set up your email batch preferences in Batches DM > Settings > Operator
Details > Routing E-mail Notification by selecting Scheduled In Batch from the list.

You can then use the Windows Task Scheduler to schedule the notifications, as follows:
1 Open Start > All Programs > Accessories > System Tools > Task Scheduler.
2 In the Actions panel, open Create Basic Task.
3 Enter a name, such as John Smith's email schedule. Click [Next].
4 Select how often you want to receive your batch of email. Click [Next].
5 Enter the time of day you want to receive your batch of email. Click [Next].
6 In Action, select Start a program. Click [Next].
7 In Program/script browse to [Drive] :\Program Files\Timberline
Office\Shared\SendSummaryRoutingNotifications.exe.
8 In Add arguments, enter -a for everyone or enter the individual's email address. Click
[Next].
9 Click [Finish].

Is Document Management compatible with Microsoft Office 2010?

As of the 9.8 release, Document Management is compatible with the 32-bit version of
Microsoft Office 2010.

NOTE: The 64-bit version of Microsoft Office is not compatible with Document
Management, as several DM features do not work in that environment. Note, however,
that the 32-bit version of Microsoft Office can be installed on 64-bit operating systems.
Refer to Microsoft Office documentation for more information.

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Document Management User's Guide

Can the DocuVault be used in a virtual environment?

Yes. To use DocuVault in a virtual environment, you must employ a USB redirection
program such as USB Anywhere. The redirection program enables the virtual computer to
use the physical USB protection device. Sage does not provide customer support for USB
redirection programs. Please contact program vendor with questions.

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Chapter 3: System Requirements
This information requires advanced knowledge of your network. Contact your system administrator for
assistance.

Domains
You must install Document Management on a client/server network that is part of a domain and has
domain services provided by a Windows server. A domain consists of a collection of computers on a
Microsoft Windows Server network that share a common domain database and security policy.

Restrictions:
n You cannot install Document Management on a peer-to-peer network.
n You cannot install Document Management on a stand-alone computer.

Domain Controller
Avoid installing IIS on a domain controller
Document Management and DocuVault require that Internet Information Service (IIS) be installed and
active on the DocuVault and Accounting servers if they are separate.
More about IIS
For security and performance reasons, Microsoft recommends that you avoid installing IIS on a domain
controller. Domain controllers that include IIS, such as Windows Small Business Servers, may require
custom configuration to work with DV and DM.

To avoid these issues, we recommend that you do not install DocuVault or Document Management on a
Windows Small Business Server or domain controller.

Compatible Software
You must install one or more of the following programs before you install Document Management 12.1:
n Sage 300 Construction and Real Estate 12.1
n Sage Estimating 12.1

Upgrade Path
You must upgrade to Document Management 9.7 or 9.8 in order to install 12.1.

If you are using a version earlier than 9.4, you must first upgrade to 9.4, then to 9.8, then to 12.1.

If you are upgrading from 9.4.1 or earlier, you must set up security in Desktop after you have installed 9.8,

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Document Management User's Guide

and BEFORE installing 12.1. See “Chapter 6: Document Management Security” on page 24 before you
begin the upgrade process.

If you are upgrading from 9.5 or 9.6, you must install 9.8 before installing 12.1. You should already have set
up Document Management security.

IMPORTANT: Before you install Document Management, check with your business partner to
ensure you have the latest updates of Sage 300 Construction and Real Estate.

Windows File Servers and Operating Systems

32-bit and 64-bit Operating Systems
The DocuVault database can be installed on a 32-bit or 64-bit server-class operating system. While the
DocuVault database is 64-bit compliant, it does require the Internet Information Services (IIS) application
pool to function in 32-bit mode. For assistance with configuring IIS, see your system administrator. More
about IIS

IMPORTANT:

n When DocuVault is installed, it enables 32-bit applications on the DefaultAppPool for IIS. IIS 6.0 does
not allow for the creation of separate application pools which use 32-bit and 64-bit simultaneously. If
Windows Server 2003 hosts IIS applications that require a 64-bit application pool, DocuVault must be
installed on a different server. This is not an issue with IIS 7.0 and later.
n If you install DocuVault on Windows Server 2008 and use MS Office 2007 or later, you must configure
DocuVault to run under an administrative user account.
n Avoid installing IIS on a domain controller. More information

Document Management is compatible with both 64-bit and 32-bit versions for all supported operating
systems listed below, with the exception of Window XP X64.

Minimum
Operating System DM DV
Service Pack
Windows Server 2008 Enterprise Edition SP2 X X
Windows Server 2008 Standard Edition SP2 X X
Windows Server 2008 R2 Enterprise Oct-09 X X
Windows Server 2008 R2 Standard SP1 X X
Windows 7 Professional X

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 Chapter 3: System Requirements

Minimum
Operating System DM DV
Service Pack
Windows 7 Ultimate X
Windows 7 Enterprise X
Windows Server 2003 Small Business Server R2 (see SP2 X X
recommendation for “Domain Controller” on page 11).

Windows Server 2003 Enterprise Edition R2 SP2 X X

Windows Server 2003 Standard Edition R2 SP2 X X
Windows Vista Business SP2 X
Windows Vista Ultimate SP2 X
Windows XP Professional SP3 X

Terminal Services
You can use Document Management and DocuVault with Terminal Services.

Terminal Services Configuration

We do not support the Remote Administration Mode of Terminal Services with Sage 300 Construction and
Real Estate products, because it is a partially configured version of Terminal Services.

Scanning in a Terminal Services Environment

If you use Document Management in a Terminal Services environment, you need third-party scanner
redirection software that is TWAIN-compliant and that allows Terminal Services access to scanners that
are attached directly to remote computers. We do not test these products.

Virtual Environments
To use DocuVault in a virtual environment, you must employ a USB redirection program such as
USB Anywhere. The redirection program enables the virtual computer to use the physical USB protection
device. Sage does not provide customer support for USB redirection programs. Please contact the
program vendor with questions.

File System
Microsoft Windows NTFS file system is required on the computer where DocuVault is installed.

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Document Management User's Guide

NOTE: Using Microsoft Windows NTFS file system to compress data or program files causes
Document Management to run very slowly. We recommend you do not use the compression feature
in NTFS for DM.

Processor
A minimum processor speed of 2 GHz is required for the server that contains DocuVault and for the
workstations using Document Management.

RAM
A minimum of 2 GB RAM is required for the server that contains DocuVault and for the workstations using
Document Management.

IMPORTANT: You can not install more than 64G of RAM on a computer where DocuVault is
installed. See Knowledgebase article KB533995 for more information.

Hard Disk Space

The following table lists hard disk space requirements for Sage 300 Construction and Real Estate.
Calculate your hard disk space requirement based on your applications.

See “Managing Disk Space” on page 48 for more information on calculating current and future hard disk
space requirements and on decreasing document size.

IMPORTANT: Do not install Sage 300 Construction and Real Estate products until you have
sufficient space available.

Server or Standalone Computer

Available Hard
Product Purpose and Considerations
Disk Space
Document Management Up to 200 MB For program files. Depends on configuration.

Sage 300 Construction and Up to 2 GB For program files. Depends on the number of
Real Estate applications installed.

Sage Estimating Up to 650 MB For program files.

Residential Management Up to 580 MB For program files.

Third-Party Components Up to 400 MB Installed by Sage 300 Construction and Real

Estate as necessary.

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 Chapter 3: System Requirements

Workstation

Available
Product Hard Disk Purpose and Considerations
Space
Document Up to 100 For program files. Depends on configuration.
Management MB

Sage 300 Up to 450 For program files. Depends on the number of applications
Construction and MB installed. This assumes that a server hosts accounting and
Real Estate management data.

Sage Estimating Up to 650 For program files.

MB

Residential Up to 580 For program files.

Management MB

Third-Party Up to 400 Installed by Sage 300 Construction and Real Estate as

Components MB necessary.

Ports
Configure firewalls to allow communication to the following ports:
o 11486 -11488 (for DocuVault)
o 515 (for DocuVault printer)
o 80 (for IIS and DocuVault)
o 8101-8102 (for Sage Service Host)

Mail Servers
We test Document Management in a Microsoft Exchange Server environment. Document Management
supports Simple Mail Transfer Protocol (SMTP) and Post Office Protocol (POP).

Other Requirements
n 17-inch monitor at 1024 x 768 resolution (recommended)
n Scanner that is TWAIN-compliant (required to scan documents)
n USB port at server for USB security key
n MAPI-compliant, SMTP server (required for rules-based routing)

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Document Management User's Guide

Prerequisite Software
Document Management installs the following third-party components automatically as needed at the
beginning of the Document Management installation.

NOTE: You must install Sage 300 Construction and Real Estate or Sage Estimating before you
install Document Management. For more information about the system requirements for these Sage
300 Construction and Real Estate products, see the Sage 300 Construction and Real Estate User's
Guide.

Overview

Installation
Software Notes
Order
1 Microsoft Windows Installer 3.1 A required installation and configuration service.

2 Microsoft Internet Explorer 6.0 with DM opens in the Sage Desktop, which requires
Service Pack 1 Internet Explorer.

3 .NET 4 If .NET 4 is not present on your system, it is

automatically installed.

4 ASG DocuVault The database that Document Management uses

to store files.

Prerequisites not installed with DM

The following prerequisites are required, but not installed automatically with Document Management or
DocuVault:

Internet Information Service (IIS)

IIS must be installed and active on the DocuVault and Accounting servers if they are separate. IIS may be
installed with a computer’s operating system. Even though it is installed, it may be turned off.DocuVault
will not install or upgrade on a computer unless IIS is present.

Activating the Internet Information Service (IIS)

To verify that IIS is installed and active on the DocuVault server:
1 Open Control Panel > Administrative Tools > Computer Management > Services.
2 Verify that World Wide Web Publishing Service is present and started.

If IIS is not already installed on the DocuVault or Accounting server, you can install it from your original
operating system CD.Install the version of IIS that is compatible with your operating system:

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 Chapter 3: System Requirements

OS Version IIS Version

Windows XP 5.1
Windows Server 2003 6.0
Windows Vista 7.0
Windows Server 2008 7.0
Windows 7 7.5
Windows Server 2008 R2 7.5
Windows 8 8.0
Windows Server 2012 8.0

Microsoft ISA Server uses an Internet configuration script which prevents Document Management from
accessing DocuVault through the IIS service. If you use the Microsoft ISA Server firewall client on your
workstations, disable the use of configuration scripts in Internet Explorer as follows:
1 In Internet Explorer, open the Tools > Internet Options > Connections tab.
2 Click [LAN Settings].
3 Clear Use automatic configuration scripts.
4 Click [OK], and close Internet Explorer.
5 Close and reopen the Sage Desktop.

IMPORTANT:

n When DocuVault is installed, it enables 32-bit applications on the DefaultAppPool for IIS. IIS 6.0 does
not allow for the creation of separate application pools which use 32-bit and 64-bit simultaneously. If
Windows Server 2003 hosts IIS applications that require a 64-bit application pool, DocuVault must be
installed on a different server. This is not an issue with IIS 7.0 and later.
n Do not install IIS on a domain controller. More information

Installing Microsoft Office Before Installing DocuVault

Install Microsoft Office 2003 or later on the DocuVault Server. If you wish to import, route, and work with
documents such as Word and Excel in the original file format, you must install Microsoft Office on the
DocuVault server before installing DocuVault.

A workaround exists should you skip this step and subsequently wish to open and work with MS Office
files. See “Work with Native Microsoft Office Files” on page 32 for more information.

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Chapter 4: Install to a Server
If you are installing for the first time, you will need to complete a few extra steps to set up your system. If
you are upgrading, you can skip to page 19.

Installing for the First Time

DocuVault Installation Destination Path
When you install DocuVault for the first time, the folder you enter as your Destination Folder will include
the Document Management database. You may not want to accept the default DocuVault location, which
is normally the C: drive that is typically partitioned for system files.

Other First-time Considerations:

p Read and understand “Chapter 3: System Requirements.”.
p If you have Accounting and Management or Estimating products, install DocuVault to the server that
contains Accounting or Estimating product databases.
You can install DocuVault on a server that does not contain Sage 300 Construction and Real Estate.
You must provide the server name during the installation of Document Management. IIS must be
active on both servers. Learn more about IIS at “Internet Information Service (IIS)” on page 16.
p When you install DocuVault for the first time, the folder you enter as your Destination Folder will
include the Document Management database. You may not want to accept the default DocuVault
location, which is normally the C: drive that is typically partitioned for system files.
p You should install DocuVault on a server or drive that can accommodate future database growth. The
DocuVault database grows at a faster rate than does your Sage 300 Construction and Real Estate
data.
p Assign full-control user rights to all folders that contain Document Management and DocuVault
program files and data files.
p Install Microsoft Office 2003 or later on the DocuVault Server. If you wish to import, route, and work
with documents such as Word and Excel in the original file format, you must install Microsoft Office
on the DocuVault server before installing DocuVault.
A time-consuming workaround exists should you skip this step and subsequently want to use
Microsoft Office functions in your files. See “Work with Native Microsoft Office Files” on page 32 for
more information.
p Configure the firewall to allow Cypress port communication. See “Ports ” on page 15.
If you receive a firewall warning message during the installation of DocuVault, work with your
network administrator to allow the DocuVault to communicate through your firewall software. For

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Document Management User's Guide

example, if a Microsoft Windows Firewall Security Alert window appears, confirm with your
network administrator that you wish to proceed. Then, select Unblock this program and click [OK].
p Activate Internet Information Service (IIS)—DocuVault requires IIS to be installed and active on the
DocuVault server. To learn more about IIS, see “Internet Information Service (IIS)” on page 16.
p Quit all programs and services for the duration of the installation. This includes programs that may be
running in the background such as anti-virus, email, and backup programs.
p Do not remove the USB security key at any time before or during the installation.
p Locate your registration name and activation code. You can find your activation codes online. Log on
to https://customers.sagenorthamerica.com and click Support > Self-Service > My Products.
Expand your product suite, and click View Details.

Upgrading Document Management

p Back up all Document Management data. For more information, see “Develop a Plan to Back Up and
Validate Files” on page 41.
p Read and understand “Chapter 3: System Requirements.”.
p You must upgrade to Document Management 9.7 or 9.8 in order to install 12.1.

If you are using a version earlier than 9.4, you must first upgrade to 9.4, then to 9.8, then to 12.1.

If you are upgrading from 9.4.1 or earlier, you must set up security in Desktop after you have installed
9.8, and BEFORE installing 12.1. See “Chapter 6: Document Management Security” on page 24
before you begin the upgrade process.

If you are upgrading from 9.5 or 9.6, you must install 9.8 before installing 12.1. You should already
have set up Document Management security.

IMPORTANT: Before you install Document Management, check with your business partner to
ensure you have the latest updates of Sage 300 Construction and Real Estate.
p You must first install Sage 300 Construction and Real Estate 12.1 before you install Document
Management 12.1.
Performing the Sage 300 Construction and Real Estate data upgrade before installing Document
Management is optional.
p Do not remove the USB security key at any time before or during the installation of Document
Management.
p Locate your registration name and activation code. You can find your activation codes online. Log on
to https://customers.sagenorthamerica.com and click Support > Self-Service > My Products.
Expand your product suite, and click View Details.

Install to a Server
Follow the instructions below for both initial installations and upgrades.

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 Chapter 4: Install to a Server

Install DocuVault
1 Attach the USB security key to a USB port on your server.
2 At the server that will contain DocuVault, log on with full administrative rights.
Full administrative rights are defined as write access to the Windows registry and all folders on the
computer (including rights to the root of all hard disks).
If you do not know whether you have full administrative rights, ask your network administrator for
assistance. You can also ask your network administrator to log on with the network administrator ID
before you start the installation.

3 Follow the instructions you received in the 12.1 Document Management download notice. For details
about the download, see Knowledgebase article KB1210.
Open the 121_Rev1_DocumentManagement folder and double-click Install.exe to begin the
installation process.
4 In the Welcome window, click Install DocuVault®; then follow the on-screen prompts.
5 At the end of this part of the installation, an InstallShield Wizard Completed window appears. Click
[Finish].
6 A Document Management Uses and Registration window appears next. Enter your user name and
password. Click [Apply]. After validation is successful, click [Next].
l User name—The name you enter here becomes DocuVault administrator for function and
maintenance. Click [Browse] to open a window that lists all users on the domain. Select a user
with local administrative privileges on the DocuVault server.
l Password—Enter the password that you used when you set up this user name as an
administrator.
The password you enter here does not expire. You must update this password manually if your
system requires a periodic password change. More information changing the password can be
found in “Change Document Management Uses and Registration” on page 27.
7 Enter your Registration name and Activation code, then click [Activate]. After your software is
activated successfully, click [Close].
8 If you will not install Document Management on this server, install the DocuVault printer now. Skip to
“Set Up the DocuVault Printer Driver” on page 21.

Install Document Management

Install Document Management at the server that contains Accounting and Management or Estimating
products.
1 Follow the instructions you received in the Document Management 12.1 download notice. For details
about the download, see Knowledgebase article KB1210.
Open the 121_Rev1_DocumentManagement folder and double-click Install.exe to begin the
installation process.

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Document Management User's Guide

2 In the Welcome window, click Install Document Management. Follow the on-screen prompts to begin
the installation.

NOTE: If you installed DocuVault to a server that does not contain Accounting and Management or
Estimating products, a DocuVault Location window appears. In this window, type the name of the
server that contains DocuVault, and then click [Next].
3 During the installation, an Enable CD/DVD Burning Feature window appears. To install this feature,
which lets you burn documents to a CD or DVD, select This feature will be installed on local hard
drive. After you decide whether to install this feature, click [Next].
p If you are upgrading Document Management and the CD/DVD burning feature is currently installed,
you must choose to install this feature.
p If you use a 64-bit operating system such as Windows Server 2008, you must manually install the
driver to burn documents to CD or DVD:

a Open the Gears folder:

p On Windows 2008, open

C:\ProgramData\Sage\DocumentManagement\Gears.
p On Windows 2003, open C:\Documents and Settings\All
Users\Application Data\Sage\DocumentManagement\Gears.

b Double-click Driver_installer_x86_x64_.exe and follow the prompts.

4 At the end of this part of the installation, an InstallShield Wizard Completed window appears. Click
[Finish].
5 Install the DocuVault Printer Driver.

Set Up the DocuVault Printer Driver

1 In the Welcome window, click Set Up DocuVault printer driver.
2 A DocuVault Printer Driver Setup window appears. Click [Start].
3 A Hardware Installation window appears that says the software has not passed Windows Logo testing
or does not contain a Microsoft digital signature. Click [Continue Anyway] or [Yes].
4 A DocuVault Printer Driver Setup window appears that says You have successfully installed the
DocuVault printer driver. Click [Finish].
5 Restart all programs and services that you shut down for the installation.

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Chapter 5: Install to a Workstation
Before You Install
You must first install Sage 300 Construction and Real Estate before you install Document Management.
Performing the Sage 300 Construction and Real Estate data upgrade before installing Document
Management is optional. See the “Upgrade Path” on page 11.

NOTE: The Accounting workstation installation no longer includes an option to perform a partial
install to integrate with Estimating. Full Accounting installations are required for Estimating-only
workstations. This is to ensure that the security options required by Document Management are
available. For more information, refer to the Sage 300 Construction and Real Estate User's Guide.

If you are upgrading, back up all Sage 300 Construction and Real Estate application and data files.

Quit all programs and services for the duration of the installation. This includes Sage 300 Construction and
Real Estate and programs that may be running in the background, such as antivirus, email, and backup
programs.

Install to a Workstation
At a workstation that has Accounting and Management or Estimating products, install the Document
Management client and set up the DocuVault printer driver. Start this installation and setup procedure from
a file on the server, as described below.

Install the Document Management Client

1 At the workstation, log on with full administrative rights.
Full administrative rights are defined as write access to the Windows registry and all folders on the
computer (including rights to the root of all hard disks).
If you do not know whether you have full administrative rights, ask your network administrator for
assistance. You can also ask your network administrator to log on with the network administrator ID
before you start the installation.
2 Click [Start] > Run.
3 In the Run window, click [Browse].
4 In the Browse window, browse to the location on the server where you installed Accounting and
Management products. For example, browse to [Drive:]
\9.5\Accounting\WININST\dmClient\Install.exe.
5 Double-click Install.exe and follow the on-screen prompts.

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Document Management User's Guide

Install to a Terminal Server

Depending on how you are using your terminal server, follow the instructions for installing to a server on
page 18and installing to a workstation on page 1.

Set Up the DocuVault Printer Driver

1 In the Welcome window, click Set Up DocuVault printer driver, then click [Start].
2 A Hardware Installation window appears that says the software has not passed Windows Logo testing
or does not contain a Microsoft digital signature. Click [Continue Anyway] or [Yes].
3 A DocuVault Printer Driver Setup window appears that says You have successfully installed the
DocuVault printer driver. Click [Finish].
4 After you finish the installation, be sure to log off of the workstation and then log back on.

Final Installation Steps

1 Restart all programs and services that you shut down for the installation.
2 Repeat the installation procedure on each workstation.
3 Complete the security setup if necessary before you begin to use Document Management. See
"Chapter 6: Document Management Security" for instructions.

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Chapter 6: Document Management
Security
Read the following topics on security considerations, then follow the steps in “Document Management
Security” on page 25to set up security. You must configure security between Sage 300 Construction and
Real Estate and Document Management only once. If you have already completed the security set-up,
you can skip to “Chapter 7: Use Document Management” on page 29.

Upgrade Path
You must upgrade to Document Management 9.7 or 9.8 in order to install 12.1.

If you are using a version earlier than 9.4, you must first upgrade to 9.4, then to 9.8, then to 12.1.

If you are upgrading from 9.4.1 or earlier, you must set up security in Desktop after you have installed 9.8,
and BEFORE installing 12.1. See “Document Management Security” on page 25 before you begin the
upgrade process.

If you are upgrading from 9.5 or 9.6, you must install 9.8 before installing 12.1. You should already have set
up Document Management security.

Setup Security in Sage 300 Construction and Real Estate

You must enable Sage 300 Construction and Real Estate Security in order to use Document Management
(DM). If you do not use security with Document Management, you can temporarily enable Sage 300
Construction and Real Estate security to set up Document Management, and then disable it.

Sage 300 Construction and Real Estate Security Administration is available from Desktop. It includes two
roles: a Security Administrator and an Application Administrator. The person who sets up Document
Management must be both in order to configure DM users and settings in DM.

When you set up Sage 300 Construction and Real Estate Security Administration, you must assign the
DM privileged operator who is responsible for configuring DM users and settings to both roles.

More resources:
n Read the chapter on security in the Sage 300 Construction and Real Estate User's Guide.
n To learn more about security in Document Management select Help > Application Help > Document
Management. On the Index tab of the Document Management Help window, type security and
select about security in DM to open the “Learn About Security in Document Management” topic.

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Document Management User's Guide

n To learn more about Sage 300 Construction and Real Estate security, from the Desktop Help menu,
select Application Help > TS-Main. On the Content tab of the Help Topics: TS-Main window, open
the Security > What do you want to do? topic.

Document Management Security

If you have not already configured security, there are two setup paths to take:
n If you are upgrading from 9.4 or earlier, you must install 9.7 or 9.8 before installing 12.1. Complete the
security wizard after installing 9.7 or 9.8. The security wizard guides you through the process of
mapping existing DM operators to Sage 300 Construction and Real Estate users. DM contains a wizard
( Tasks > Setup Security) that walks you through the process of setting up this one-time mapping. You
can then manage DM operators and configure DM security in Document Management.
n If you do not already use Sage 300 Construction and Real Estate Security Administration, for example
you own Accounting, and just purchased Document Management:
a Create a corresponding user account in Sage 300 Construction and Real Estate Security
Administration for each DM user before you can configure DM. See the chapter on security in the
Sage 300 Construction and Real Estate User's Guide for instructions on creating Security
Administration users accounts.
b After setting up the user accounts in Security Administration, you must then map the new Sage 300
Construction and Real Estate users to your DM operators.
After Sage 300 Construction and Real Estate users have been mapped to DM operators, you can then
manage DM operators and configure DM security as normal in DM.

Setting up Document Management Security

1 Click [Start] > Programs > Sage > Sage 300 Construction and Real Estate > Desktop.
2 In the Tasks pane, open the Sage 300 Construction and Real Estate > Document Management >
Setup Wizard task.

NOTE: If the Setup Wizard has already been completed, you can open Document Management >
Settings, select Operators in the list on the left of the Settings window, and skip to step 6.
3 Close the Tasks and My Tasks panes by clicking the close button in the title bar of each pane. The
Setup Wizard now appears in the entire Desktop window.
4 Click [Next]. The Documents step appears. The document groups are selected based on the Sage 300
Construction and Real Estate applications you have installed.
5 Click [Next]. The Operators step appears.
6 In the Available operators list, select the users who require access to Document Management. Click
[Add]. The selected names move to the Document Management operators list.

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 Chapter 6: Document Management Security

NOTE: The list of Available operators displays all of the Sage 300 Construction and Real Estate
users that have been set up to include network credentials. You can select multiple users by holding
the CTRL key while selecting the user names. If a name does not appear in the list, that Sage 300
Construction and Real Estate user may not be set up with proper Windows credentials. Work with
your network administrator to create an account for that person.
7 Click [Next]. The Privileged Operators step appears.
8 From the Document Management operators list, select the operators to set as Privileged operators.
Click [Add]. The operator’s name then appears in the Privileged operators box.
Privileged operators have unlimited permissions in Document Management, including access to all
documents entered in Document Management. You must select at least one privileged operator.
9 Click [Next]. The Power Operators step appears.
Power operators have all the same rights as an operator with added administration rights. Power
operators can manage the list of operators, but are restricted from managing document security and
task security. You are not required to have power operators set up in Document Management.
10 Click [Next]. The Operator Details step appears.
The Name must be filled in for each operator. Enter an E-mail Address for an operator to allow e-mail
notification when documents are sent to the operator’s inbox.
11 Click [Next]. The Security step appears.
In this window, you can set up Operator Level and Document Type security. When you set up
Operator Level security, you set rights for the operator or role to secure, view, and route the document.
When you set up Document Type security, you select the operators and roles that can access a
specific document type.
12 Click [Next]. The Groups step appears.
Groups are optional, but they allow you to route the same document to multiple operators. For example,
creating an Accounts Payable group for your Accounts Payable accountants allows you to route an
invoice once to reach all of them.
a Click [New Group].
b In the box to the left of the New Group button, type a group name, and press ENTER.
c Select the Document Management operators that you want in the group and click [Add].
d Type an email address in the Notification e-mail box. Document Management sends a notification
email to the address in the Notification e-mail box. You can specify a group email address, but the
address cannot contain spaces.
13 Click [Next]. The E-mail step appears.
To enable email notification for operators, you must enter a valid email Server, Port, and Default
sender e-mail. Document Management uses the information in the Server and Port boxes to connect
to your email server. The Default sender e-mail becomes the From attribute in a notification email. If
you are unsure of this information, contact your network administrator for assistance.
14 Click [Next]. The End step appears.
15 Click [Finish]. Your settings are saved and applied to the Document Management DocuVault.

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Document Management User's Guide

Assigning Operator and Privileged Operator Rights

Operators have restricted rights in Document Management. For example, operators only have access to
the queues and documents specified in Settings (Tasks > Document Management > Settings).

Privileged operators have unlimited rights. For example, privileged operators have access to all queues, all
inboxes, all queried documents, the Settings task, and the permanent delete feature. You must have at
least one privileged operator.

Power operators have all the same rights as an operator with added administration rights. Power operators
can manage the list of operators, but are restricted from managing document security and task security.
You are not required to have power operators set up in Document Management.

Change Document Management Uses and Registration

DocuVault bases its licensing on the workstation name. For each workstation that is open, Document
Management uses one license.

When you print to DocuVault from a Microsoft Office program, DocuVault uses an extra license until you
close the Microsoft Office program.

IMPORTANT: Do not remove the USB security key before or during this process.

1 At the DocuVault server, select [Start] > All Programs > Sage > Sage 300 Construction and Real
Estate > Reporting and Other Tools > Document Management > Change Uses and
Registration.
2 A Document Management Uses and Registration window appears next. Enter your Registration
name and Activation code.
3 On the Set up DocuVault administrator tab, enter:
User name—The user name you enter here will be set up as the DocuVault administrator for function
and maintenance. Click [Browse] to open a window that lists all users on the domain. Select a user with
local administrative privileges on the DocuVault server.
Password—Enter the password that you used when you set up this user name as an administrator. The
password you enter here does not expire. You must update this password manually if your system
requires a periodic password change.

4 Right-click Cypress, and select Restart.

5 A Document Management Uses and Registration window appears that says You have
successfully activated Document Management. Click [Finish].

Change the Administrator Password

The password you enter in Change Uses and Registration does not expire. You must update this
password manually if your system requires a periodic password change. To change the Document
Management administrator password manually:
1 Log on to the DocuVault server.

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 Chapter 6: Document Management Security

2 From the Start menu, open Programs > Sage > Sage 300 Construction and Real Estate >
Reporting and Other Tools > Document Management > Change Uses and Registration.
3 Enter the new system password.

If your group policy does not allow you to change the logon account for the Cypress service, you can
manually change the credentials and restart the service:
1 From the Start menu, open Control Panel > Administrative Tools > Services.
2 Right-click on Cypress and select Properties > Logon.
3 Select This account, and enter the user name and password.
4 Close the Properties window.

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Chapter 7: Use Document Management
The instructions in this chapter will help you become familiar with the features and workflows in Document
Management. To ensure that your system continues to operate properly after installation, see “Chapter 8:
System Guidance and Maintenance”.

NOTES:
l Document Management tasks (Inbox, Scan, and Queries) may not appear if you log on to
Windows and Sage 300 Construction and Real Estate with different login information. Make sure
that you log on to Windows using the same user name and password that is associated with your
Sage 300 Construction and Real Estate user name.
l In addition, the tasks do not appear if the Allow IIS to control password check box is not
selected for authentication control in Internet Information Services (IIS). Ensure that IIS is
configured correctly to enable IIS to control the password. See “Internet Information Service (IIS)”
on page 16.

Print or Scan an Item Into Document Management

1 From any application that supports printing, select a command to print the document.
2 Select the DocuVault printer.
3 Print the document.
4 In the resulting window, on the Destination tab, open the Recipient folder and select a recipient.
Recommended: Send the document to yourself in order to classify it.
5 In the Location box, select an inbox.
Recommended: Click the Settings tab, and in the Document Title box, type a title. If you do not enter
a title, the system will use the default title for this document. Once you click [Finish], the document is
saved into the DocuVault, and you can not change the title.
6 Click [OK]. The DTIC Text window appears.
Recommended: In the DTIC Text window, type information in the Subject and Note fields.
7 Click [Finish].

Scan a Document
Batch Settings with Optical Character Recognition (OCR)
When you select the OCR-Enabled format (DM > Scan > Batch Setting > General), the recommended
batch settings (DM > Scan > Batch Setting > Scan) are a 300 dpi (dots per inch) resolution and a BW
(1-bit) (black and white) or a Grayscale (8-bit) color.

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Document Management User's Guide

1 From the Tasks pane, open the Sage 300 Construction and Real Estate > Document Management
> Scan task.

2 Click (the New Batch toolbar button).

3 In the Image Queue list, select a queue. This is the destination folder for your scanned image.
4 In the Batch Setting list, select a batch setting. By default, the Documents batch setting has optical
character recognition. The Reports batch setting does not.
5 In the Source area, select the Scanner option button.

If the name of your scanner does not appear in the Scanner box, click (the Scanner button), and
choose a scanner from the window that appears.
6 Select the Show scanner interface check box if you want to adjust the scanning process.
7 Click [OK].
8 If you did not select the Show scanner interface check box, the scan happens automatically.
If you selected the Show scanner interface check box, your scanner software opens. In this software,
adjust the scanning settings, and select the appropriate command to scan the document. In some
software, the command is Scan > Return to Document Management. After the scan finishes, close
the third-party scanning software.
9 The scanned images appear in a queue in the Scan window.

Destroy DocuVault Documents

If you have privileged operator rights in Document Management (Settings > Privileged Operators), you
can destroy DocuVault documents. That is, you can permanently delete documents from DocuVault.
From the Query Results window, click [X] on the DocuVault toolbar to destroy the documents that you
have selected.

NOTE: You cannot destroy AP invoice documents. First, you must unlink the AP invoice document.
Then, you can destroy the unlinked document.

Locate the Document History Log

Document Management logs the details of any document that is deleted from DocuVault. In addition, it
logs the details of an AP Invoice document that is disassociated from an Account Payable invoice. The log
is located at [Drive]:\Documents and Settings\All Users\Application
Data\Sage\DocumentManagement\Version x.x\DMServer\LogFiles\ServerLog.xml.

Classify a Document
1 Select a document in the Inbox or Query Results windows, or select a batch in the Scan window.

2 If the Classification pane is not visible, click (the Classification toolbar button).
3 In the Classification pane, select a document type.

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 Chapter 7: Use Document Management

4 Enter information in additional classification fields.

5 Click [Send to Inbox] or [Save]. The Send to Inbox button saves your changes and sends a
document ticket to a recipient. The Save button saves your changes but does not send a document
ticket to a recipient.

Send a Document From the Inbox or Query Results

Windows
1 In the tree view of the Inbox or Query Results window, select the documents or batches that you want
to send.

2 Click [Send to Inbox] in the Classification pane or click (the Send To Inbox toolbar button).

3 In the Send to Inbox window, on the Inbox tab, click (the New (Insert) toolbar button).
4 Select one or more recipients. To select multiple recipients, hold the CTRL key down while you click
recipient names.
5 Click [Add].

NOTE: You can select numerous other options on the Inbox, Assembly, and Notifications tabs.
To learn more about these options, see the Help topic “Send a Document.”
6 Click [Send]. The document appears in recipients' inboxes in a few moments.

Send a Document From the Scan Window

1 From the Tasks pane, open the Document Management > Scan task.
2 From the tree view in the Scan window, select a batch.

3 Click [Send to Inbox] in the Classification pane or click (the Inbox toolbar button).

4 In the Send To Inbox window, on the Inbox tab, click (the New (Insert) toolbar button).
5 In the Add Inbox Recipients window, select one or more recipients; then click [Add].

NOTE: You can select numerous other options on the Inbox, Assembly, and Notifications tabs.
To learn more about these options, see the Help topic “Send a Batch.”
6 Click [Send]. The document appears in recipients' inboxes in a few moments.

Retrieve a Document
To retrieve a document, select one of the predefined queries; then modify the query as needed.
1 From the Tasks pane, open the Document Management > Query Templates > [name of query]
task.
2 In the Query Designer window, click a condition row or click the Add Condition link.

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Document Management User's Guide

3 In the resulting condition boxes, enter or modify information.

4 Add, remove, and group conditions as necessary. Right-click a condition to see commands that perform
these tasks.
5 Click [Find Now]. Results appear in the Query Results window.
6 To modify the query further, click [Return to Conditions].
7 To save the query, click [Save]. In the Save Query window, type a name for the query; then click [OK].
The query appears in the Document Management > Queries folder.

Burn Documents to CD or DVD

This feature is available only from the Query Results window in Document Management.

NOTE: You must burn entire documents. In the Query Results window, if you select individual
pages within a multi-page document, Document Management still burns the entire document.

To burn a document to CD or DVD:

1 Insert a blank CD-R, CD-RW, or DVD±R into your CD or DVD drive.
2 From the Query Results window, in the tree view, select the check boxes of one or more documents.
3 Right-click anywhere in the tree view; then select Burn CD/DVD.
4 From the Burn CD/DVD window, in the Drive Name box, select a drive.
5 In the Volume Label box, type a volume label.
6 Click [Burn]. Document Management burns the document in PDF format.

Work with Native Microsoft Office Files

Installing Microsoft Office After Installing 9.6.1 or later
The following steps allow you to use MS Office functionality on currently archived files if you installed
DocuVault 9.6.1 or later before installing Microsoft Office.
1 Delete the MS Office documents (e.g. Word, Excel, Power Point, text file, pdf, etc.) that were routed
before installing Microsoft Office. If you no longer have the original copy, you can right-click and select
Save As before deleting each document.
2 Stop the Cypress Service at the DocuVault Server.
a Open Control Panel > Administrative Tools > Services.
b Select Cypress.
c Click Stop the service.
3 Install Microsoft Office 2003 or later.
4 Restart the Cypress service at the DocuVault server.

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 Chapter 7: Use Document Management

a Open Control Panel > Administrative Tools > Services.

b Select Cypress.
c Click Start the service.
5 Re-scan the documents that you deleted and re-classify them.

Import Native File Documents

To import a native file document into a batch:
1 Click the New Batch toolbar button or right-click the Queue tree view, and select New Batch from the
context menu.
2 Choose a queue from the Image Queue list.
3 Choose batch settings from the Batch Settings list.
4 Select Native File.
5 Click the Browse button. When the browse dialog displays, browse to the file that you wish to import,
select it, and click Open. You can select multiple files from the same directory at one time, with each
file stored as a separate batch.
6 Click [OK].

The batch will be added to the tree view. If the Personal Imaging Module is in Page View mode,
thumbnails of the document's pages display in a pane at the right side of the window. If the Personal
Imaging Module is in Property View mode, the batch's properties display in that pane.

If you want to convert native files captured through the Personal Imaging Module, select
Administration Tools > Parameter tab > Option tab > Enable Conversion for Personal Imaging
check box.

NOTE: The first time you attempt to convert a native file on Windows Server 2008 R2, the
conversion process may stop. No message is given. To continue, close the conversion window and
Document Management, then restart your computer. Native files will now convert normally.

View Native File Documents

To view a native file document:
1 Select the Queue tab at the bottom-left corner of the Scan Module window.
2 Select the batch that you wish to view.

NOTE: A native file document has this icon to the left of the batch name in the tree view.
3 Click [Launch Application] on the right side of the window or right-click the Queue tree view, and
select Launch Application from the context menu.

The types of files that can be previewed are restricted to the following:
n ASCII : *.txt

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n Microsoft Excel : *.xls, *.xlsx

n Microsoft PowerPoint : *.ppt, *.pptx
n Microsoft Word : *.doc, *.docx
n PDF : *.pdf
n RTF : *.rtf
n Image types : *.jpeg, *.png, *.bmp, *.tif, *.tiff, *.jpg, *.gif

Set Up and Work With Rules-Based Routing

Rules-based routing lets you set up automated processes that suit your business and help you increase
productivity and accountability. You can define rules of communication for various documents that your
company processes.

Before You Begin

Before you begin setting up routing lists in your Document Management software, we recommend that you
identify your business processes for routing documentation. For example, what types of documents do
you route? Who can review and approve documents? How much is each recipient allowed to approve?

Additional requirements
n All reviewers must be set up as Document Management operators in Settings > Operators.
n You must set up a MAPI-compliant, SMTP e-mail server in Settings > E-mail.
n You must set up an e-mail account for each recipient in Settings > Operator Details.
n Set up any operators you want to have override privileges in Desktop > Tools > Security
Administration > Role Setup.

TIP: For more detailed information on setting up and using rules-based routing, see Help. In Document
Management, click Help > Index, and type “routing.”

Set Up Routing Lists

You define the rules for automatically routing documents when you set up a routing list. Then you can
select which routing list to use when you route a document from Query, Scan or Inbox > Routing tab.

NOTE: The Document Routing window will not display until you have completed the Document
Management setup wizard.
1 Open Document Management > Settings > Document Routing.
2 Set up the Routing list name.
[New]—Create a new routing list. Click [New] and enter the routing list name, recipients, and other
information.
[Delete]— Select a routing list name and click [Delete] to remove the routing list from Document
Management.

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[Copy]—Select a routing list name and click [Copy]. Enter a name for your new routing list. You may
want to create several routing lists which contain only slight differences.
[Save]—Save the routing list you are working on. The routing list will now appear in the drop down list
here and in Inbox > Routing tab.
3 Select a Document type from the list. The list pre-fills from Settings > Document Types.
4 Select a Threshold from the list.
Threshold types are based on the Document Type you selected. Only certain classifications
associated with document types appear in the Threshold list.
The Threshold list displays items that are formatted as Double or Integer in Settings >
Classification Fields and have been associated with a document type in Settings > Document Type
> Classify by.
You can assign minimum and maximum thresholds to each recipient you set up in Settings >
Document Routing. If a threshold amount falls outside the minimum or maximum, the recipient will not
receive the document. For example, if Eric is allowed to approve invoice amounts up to $50.00, he will
not receive invoices for over $50.00.
The use of thresholds is optional. If you do not wish to use thresholds to filter documents to recipients,
leave the Threshold Min and Threshold Max boxes blank.
5 Select a Type.
p Sequential—Reviewers receive documents in the order that you set up in the grid below. One
reviewer must take action on a document before it is sent to the next reviewer.
p Parallel—All reviewers can work on a document simultaneously.
6 Select whether recipients can forward documents to other DM Operators. An operator with override
privileges can forward documents to another DM operator, even if you clear the Allow recipient to
forward checkbox.
7 Selecting Inactive makes this routing list unavailable for selection during routing. You can re-activate a
routing list at any time by clearing this check box.
8 Set up the recipient grid.
p Recipient—Select recipients for this routing list from the list. The list prefills with users that you set
up as Document Management operators.
If you selected a sequential work flow, you can now set up the order in which recipients receive
documents. Select a recipient and click the up or down arrow on the left to move the recipient's place
in the grid.
p Threshold Min and Threshold Max—Enter the range that this recipient can approve. This is based
on the Threshold you selected above. For example, if you select Amount as a Threshold, enter the
minimum and maximum monetary amount this recipient can approve. The recipient will not receive
notices for amounts smaller or larger than the minimum. Threshold is optional. If you do not want to
filter documents by threshold, leave this box blank.
p Alternate Recipient—Select an alternate recipient to approve the document in the recipient's
absence. This list includes users you set up in Document Management operators.

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9 Select a Final owner and Alternate final owner (optional)—The final owner receives a notice when all
recipients have reviewed or approved the file. The alternate final owner will receive the notification in the
final owner's absence. If no final owner is set up during the routing list setup, the sender becomes the
final owner.

NOTE: The sender, rather than the final owner receives notification of documents which are
rejected, terminated, overdue or expired. The sender is the person who originally routes a file.
10 Set due dates and expiration dates for this routing list. Due dates and expiration dates can be changed
before a document is routed in the Inbox, Scan, or Query > Routing tab. After a document has been
routed, only an operator with override privileges can change due dates.
p Document due in—Enter the number of days to complete a document routing cycle. The system
sends an overdue notice to the sender and to recipients who have not yet responded.
p Due date alert—Enter the number of days before the due date to remind recipients. This number
must be the same as or smaller than the Document due in number. The sender and any recipients
who have not yet responded will receive a reminder that a document is coming due. Due date alert is
optional. If you do not want to be alerted, leave the box blank.
p Document expires in—Enter the number of days for a document to expire. For example, routing list
"AP Invoices" has an expiration of 30 days. If an AP invoice remains uncompleted beyond that date,
the workflow is terminated with a status of Expired. No notice is sent.
p Expiration date alert—Enter the number of days before expiration to receive a reminder. This
number must be the same as or smaller than the Document expires in number. If a routed document
has not been approved, rejected, or terminated by the expiration alert date, the sender receives
notification. Expiration date alert is optional. If you do not want to be alerted, leave the box blank.
11 Assign further conditions for this routing list in the Advanced Filter Criteria window. For example, you
can set up various routing lists for a particular job using advanced filtering. When you set up routing
lists such as agreements, AP invoices, etc., assign the job in this window.

TIPS:
l Name this routing list for the job (for example, 03-001 Agreement).
l If the job does not appear on the Classification tab, you can verify the job index for that particular
document type in Settings > Document Types.

Create or Modify Routing List Criteria

1 Click a row or click the Add Condition link.
2 In the resulting boxes, enter or modify information.
3 Add additional conditions as necessary.
4 Remove conditions as necessary. To remove a condition, right-click and select Remove this
condition.
5 Group conditions as necessary. For example, to see all leases for two properties, create conditions as
follows:

p and Lease is any

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p and (Property is Bel Isle

p or Property is Glen Acres)

To group a condition, add or remove parentheses. Right-click the condition and select Add (, Remove
(, Add ), or Remove ).

NOTE: A new condition appears beneath all other conditions. Therefore, Document Management
evaluates the new condition last. To move a new condition higher in the evaluation order, you must
delete conditions until the new condition is in the desired position. Then add the deleted conditions
beneath the new condition.

Work with Rules-Based Routing

Begin a document routing cycle from the Routing tab, which is available from the Query, Scan, or Inbox
windows.

Route a Document
1 Open Scan, Inbox, or Query. Select the document you want to route.
2 Open the Routing tab and select a Document type. This list prefills from document types you set up in
Settings > Document Types.
3 Select a Routing list. The routing lists available in the Routing list are based on the Document type
you selected and if advanced criteria are set, the classifications you selected. If no routing lists are
associated with the document type, you can set them up in Settings > Document Routing.

Entries in the following fields are based on the rules you set up in Settings > Document Routing. You
can change the entries before you first route a document. Once a document has been routed, only
operators with override privileges can modify these entries.
n Due—Enter the date to complete a document routing cycle. The system sends an overdue notice to the
sender and to recipients who have not yet responded.
n Due alert—Enter the date to receive a reminder. This date must be earlier than the Document due in
date. The sender and any recipients who have not yet responded will receive a reminder that a
document is coming due. Due date alert is optional. If you do not want to be alerted, clear the check
box.
n Expires in—Enter the date for a document to expire. If a document has been routed but not reviewed
beyond that date, the workflow is terminated with a status of Expired. No notice is sent.
n Expiration alert—Enter the date to receive a reminder. This date must be earlier than the Document
expires in number. If a routed document has not been approved, rejected, or terminated by the
expiration date, the sender receives notification. Expiration date alert is optional. If you do not want to
be alerted, clear the check box.
n Parallel or sequential workflow—The workflow type can not be edited.
n Recipient grid—The sender can select to route this document to an alternate recipient. Rows are
highlighted if the threshold value of the document falls outside the range of the recipient's minimum or
maximum threshold. The document will not be routed to these recipients.

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n Final owner—If no final owner was set up during the routing list setup, the sender becomes the final
owner. The final owner receives notice when all recipients have reviewed or approved the file.
n Alternate final owner—Select an alternate final owner to receive notification in the final owner's
absence.

NOTE: The sender, rather than the final owner receives notification of documents which are
rejected, terminated, overdue, or expired.
l Sender—The person who originally routes a document.
l Routing status—The routing status is empty until the document has been routed. Other statuses
include:
In progress—The document has been routed.
Completed—The document has been reviewed or approved by all recipients.
Terminated—The document has been rejected or terminated.
Expired—The document was not reviewed in the prescribed amount of time.
l Document status—The document status is empty until the document is routed. Other statuses
include:
Routed—The document has been routed. Also used when the workflow is terminated, and for
expired documents.
Approved—All recipients have reviewed and at least one has approved the document, with no
rejections.
Reviewed—All recipients have reviewed the document, with no approvals and no rejections.
Rejected—At least one recipient has rejected the document.
4 Click [Route] to send the document to recipients.

Take Action on a Document

When a document is routed, the system sends an email to recipients notifying them that an action is
required on their part. The email contains a link to the document. They will also receive a copy of the
document in their Document Management Query, Scan or Inbox > Action Required folder.

To take action and continue the routing process:

1 Open the document from the email link or from the Action Required folder.
2 Click the Routing tab.

NOTE: Unless you have override privileges, most of the items in this tab will be read-only.

3 After reviewing the document, select a response in Action. Depending on whether the routing list
workflow is sequential or parallel, your response will have the following results:

Sequential workflow
p Approve or Review—If you are not the last recipient, then the next recipient will be notified by email,
and the document will be routed to their Inbox > Action required folder.

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If you are the last recipient, the document is stamped with "Approved" or "Reviewed." The final owner
is notified, and the document is routed to their Document Management Inbox > Action Required
folder.
p Reject—An email is sent to the sender, and the document is routed to the sender's Document
Management Inbox > Action Required folder.
p Forward—The new recipient's name is added to the end of the sequence.

Parallel workflow
n Approve or Review—If you are the last recipient to respond, the document is stamped with "Approved"
or "Reviewed." The final owner is notified, and the document is routed to their Document Management
Inbox > Action Required folder.
n Reject—The sender is notified by email, and the document is routed to the sender's Inbox > Action
required folder. Other recipients can still respond.
n Forward—The new recipient will be notified by email, and the document will be routed to their Inbox.
If you selected Forward in the Action box, you can now select who you want to forward this document
to. You can forward the document to any Document Management operator, except those who are
already in the recipient list and have yet to respond.
4 Add a comment up to 250 characters.

NOTE: You can edit your own comments until the routing process is completed. In the recipient grid,
double-click the comment you want to edit. Make your edits in the Edit Comments window, then
click [OK].
5 Click [Submit] to continue the routing process.

After all recipients have taken action on a document, it is stamped with "Approved" or "Reviewed." The
final owner is notified per email, and the document is routed to their inbox.

NOTE: A document that has been stamped cannot be re-routed.

Set Up Batch Approval Emails

You can batch your approval emails. This enables you to receive one email that contains a collection of
individual emails instead of receiving a series of individual emails. The batch email is sent periodically
based on settings you specify.

You can set up your email batch preferences in Batches DM > Settings > Operator Details > Routing
E-mail Notification by selecting Scheduled In Batch from the list.

You can then use the Windows Task Scheduler to schedule the notifications, as follows:
1 Open Start > All Programs > Accessories > System Tools > Task Scheduler.
2 In the Actions panel, open Create Basic Task.
3 Enter a name, such as John Smith's email schedule. Click [Next].
4 Select how often you want to receive your batch of email. Click [Next].

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5 Enter the time of day you want to receive your batch of email. Click [Next].
6 In Action, select Start a program. Click [Next].
7 In Program/script browse to [Drive] :\Program Files\Timberline
Office\Shared\SendSummaryRoutingNotifications.exe.
8 In Add arguments, enter -a for everyone or enter the individual's email address. Click [Next].
9 Click [Finish].

Send Attachments to DocuVault

You can send attachments from select Sage 300 Construction and Real Estate Project Management
tasks to DocuVault. In the task window, click [Attachments] > File Links tab.

You can send files to DocuVault from Accounting when:

n Compatible versions of Accounting and Document Management are installed.
n The task is integrated with DocuVault. (See the latest Release Notes for a list of tasks which have this
capability.)

Beginning with the 9.8 version, there are no restrictions on the types of files you can attach. However, only
the following file types can be previewed in Document Management.
n ASCII : *.txt
n Microsoft Excel : *.xls, *.xlsx
n Microsoft PowerPoint : *.ppt, *.pptx
n Microsoft Word : *.doc, *.docx
n PDF : *.pdf
n RTF : *.rtf
n Image types : *.jpeg, *.png, *.bmp, *.tif, *.tiff, *.jpg, *.gif

When you send a file to DocuVault from Accounting, it is indexed automatically so you can search for it in
DocuVault at a later time. For example, when you create meeting minutes in Project Management, any
attachments sent to DocuVault are indexed by the document type "Meeting Minutes Attachment" and the
following data fields:
n Meeting Minutes Number
n Meeting Minutes Date
n Job

For more detailed information, click [Help] in the File Links window.

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Chapter 8: System Guidance and
Maintenance
Overview
The following chapters provide additional information to help you maintain and use Document
Management and the DocuVault. For specific system requirements, see “Chapter 3: System
Requirements” on page 11.

Develop a Plan to Back Up and Validate Files

You should back up the DocuVault database and selected program files every day.

We strongly recommend that you use third-party software to back up the entire DocuVault database and
selected Document Management program files to external media. Do not perform incremental backups.
Incremental backups will not work due to the nature of the DocuVault database.

We strongly recommend routinely validating the state of your DocuVault using the validate command.

NOTE: For information about backing up Sage 300 Construction and Real Estate, see the Sage 300
Construction and Real Estate User's Guide.

Consider the following requirements as you develop your backup plan:

n Choose between a manual or automated backup process. For more information about manual and
automated backup processes, see “Develop a Plan to Back Up and Validate Files” on page 41.
n Schedule backups during non-business hours. Before backing up, all uses of Document Management
must be closed. Any backup that you make while DocuVault is running is unusable.
n Third-party backup software that uses snapshots of the server are not supported, unless proper backup
procedures outlined in this section are followed.
n Verify that your backup software supports the wildcard character (*).
n Verify that when a folder is included in a backup, the backup software also includes the subfolders. In
other words, the backup software should support recursive backups.
n When performing a backup, you must also stop the hub service and put it in offline dump mode.
n Always backup the entire DocuVault, including all data files, log files, and the control file. Do not
perform incremental backups.
n Review the locations of application data and back up all data, even if it is outside the default folders. The
default folder paths and files:
p [Drive]:\TSDV\

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p On XP and Windows 2003: [Drive:]\Documents and Settings\All Users\Application Data\Sage

p On Vista, Windows 2008, and Windows 7: [Drive:]\Program Data\Sage
n Run all pre-backup, backup, and post-backup commands at the server. If your backup software runs on
a separate server, you may install a backup agent on the server. (For more information about pre-
backup, backup, and post-backup commands, see “Automated Backup ” on page 43.
n For an automated backup, verify that the pre-backup, backup, and post-backup commands do not
produce errors.
n Store backup media in a secure location outside your building.
n Test backups by restoring them to test folders. These tests are important because backup media may
have a limited life, backup devices may malfunction, and you may have incorrect software settings in
your backup software.

CAUTION: When you test a backup, keep the restored data separate from your production data.

Manual Backup
1 Ask everyone to close Document Management.
2 At the server that contains DocuVault, open the file [Drive]:\TSDV\Server\DocuVaultMaintain.exe.
3 In the DocuVault Maintenance window, click the Backup tab.
4 Select Prepare for Offline Backup; then click [Execute Command].

CAUTION: Before you perform a manual backup, you must execute the Prepare for Offline
Backup command. Any backup that you make without first executing this command is unusable.
5 When the command finishes, the lower right area of the DocuVault Maintenance window displays
Ready for offline backup.
6 With third-party backup software, create a new backup job. In the job name, indicate that this is a full
DocuVault backup.
7 Back up the following:
p [Drive]:\TSDV\
p [Drive]:\Documents and Settings\All Users\Application Data\Sage\
p For Windows Server 2008: [Drive]:\ProgramData\Sage\.
8 After the backup finishes, return to the DocuVault Maintenance window.
9 Select Resume from Offline Backup; then click [Execute Command].
When the command finishes, a db_prog.exe window that says DocuVault READY may be in front of
the DocuVault Maintenance window. If this is the case, close or minimize the db_prog.exe window.
The DocuVault Maintenance window displays DocuVault is back online in the lower right corner.
10 Click [Close].

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Automated Backup
1 If you are performing the backup at a time when operators might be using Document Management, ask
everyone to close Document Management.
2 With third-party backup software, create a new backup job. In the job name, indicate that the job is a full
DocuVault backup.
3 Add the following pre-backup command to your backup script:
net stop cypress
This command stops the hub service, which makes DocuVault inaccessible to all users.

CAUTION: Before you perform a backup, stop the hub service and put the hub service in offline
dump mode, as described in this step and in step 4. Any backup that you make while DocuVault is
running is unusable.

NOTE: The pre-backup, backup, and post-backup commands (steps 3, 4, 6, 7, and 8) must execute
on the server. If your backup software runs on a separate server, you may install a backup agent on
the server.
4 Add the following pre-backup command to the next line of your backup script:
[Drive]:\TSDV\Server\db_prog.exe -start_offline_dump
This command moves all log files to the TSDV\Server\db_prog.exe_collateral directory. In addition, it
ensures that no transaction data writes to DocuVault during the backup.
5 Verify that the pre-backup commands do not produce errors. Given the critical role of backup files, you
must verify that the return code (ERRORLEVEL) for all db_prog commands is zero. For example, if your
backup software uses batch files for its pre-backup and post-backup steps, the pre-backup step might
look like this:
net stop cypress
c:\TSDV\Server\db_prog.exe -start_offline_dump
if not ERRORLEVEL 0 goto mark_dump_failed...
:mark_dump_failed
rem do whatever is needed to log a failure
6 In the backup software, type the directory paths and files that you want to backup:
p [Drive]:\TSDV\
p [Drive]:\Documents and Settings\All Users\Application Data\Sage\
p For Windows Server 2008: [Drive]:\ProgramData\Sage\.

NOTE: Verify that your backup software supports the wildcard character (*). You must backup all
files and folders underneath the designated folders.
7 Add the following post-backup command to your backup script: [Drive]:\TSDV\Server\db_prog.exe -
cancel_offline_dump
This closes the DocuVault backup and makes DocuVault ready for use.
8 Add the following post-backup command to the next line of your backup script: net start cypress

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Document Management User's Guide

This step starts the DocuVault service.

9 As with the pre-backup commands, verify that the return codes for each command are zero.
10 Perform any other steps to complete the job definition, (for example, define a backup schedule).
11 Save the backup job.

Restore a Backup
1 Ask everyone to close Document Management.
2 At the server that contains DocuVault, open the file [Drive]:\TSDV\Server\DocuVaultMaintain.exe.
3 In the DocuVault Maintenance window, click the Backup tab.
4 Select Prepare for Offline Backup; then click [Execute Command].
When the command finishes, the lower right area of the DocuVault Maintenance window displays
Ready for offline backup.

CAUTION: Before you restore a backup, you must execute the Prepare for Offline Backup
command. Any restore that you make without first executing this command is unusable.
5 As a precaution, change the name of a file and several folders on your hard drive.
For example, add “_temp” to the following file and folder names:
p [Drive]:\TSDV\
p [Drive]:\Documents and Settings\All Users\Application Data\Sage\
p For Windows Server 2008: [Drive]:\ProgramData\Sage\.
6 Navigate to the location of the backup that you want to restore.
7 Restore backed up folders and files.
8 Return to the DocuVault Maintenance window.
9 Select Resume from Offline Backup; then click [Execute Command].
When the command finishes, a db_prog.exe window that says DocuVault READY may be in front of
the DocuVault Maintenance window. If this is the case, close or minimize the db_prog.exe window.
The DocuVault Maintenance window displays DocuVault is back online in the lower right corner.
10 Click [Close].
11 Verify that your restored data is acceptable.
12 If your restored data is acceptable, delete the file and folders that you renamed in step 5.

Validating DocuVault Integrity

The DocuVault scan utility allows you to validate the data records and key fields within DocuVault. We
recommend that you run this utility periodically as part of the backup cycle to identify problems as soon as
they occur.

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Stop the DocuVault Hub

To see Start Hub and Stop Hub from the Document Management menu, you must log on to the server
as the user who installed Document Management.
1 At the DocuVault server, select [Start] > All Programs > Sage > Sage 300 Construction and Real
Estate > Reporting and Other Tools > Document Management.

NOTE: For operating systems such as Windows Server 2008 that use UAC (User Account Control),
this option must be run as an administrator. To do this, right-click the menu item and select Run as
administrator.
2 Double-click Stop Hub.
3 When the “The Cypress service was stopped successfully” message appears, close the Stop Hub
window.

Scan and Validate DocuVault

1 Click Start > Run or click Start and type "run".

NOTE: For operating systems such as Windows Server 2008 that use UAC (User Account Control),
this option must be run as an administrator. To do this, right-click the menu item and select Run as
administrator.
2 Type: [Drive]:\TSDV\server\db_prog -scan_dv.

If the validation indicates there is corruption, contact Customer Support.

Start the DocuVault Hub

1 At the DocuVault server, select [Start] > All Programs > Sage > Sage 300 Construction and Real
Estate > Reporting and Other Tools > Document Management.

NOTE: For operating systems such as Windows Server 2008 that use UAC (User Account Control),
this option must be run as an administrator. To do this, right-click the menu item and select Run as
administrator.
2 Double-click Start Hub.
3 When the “DocuVault READY” message appears, close the db_prog.exe and Start Hub windows.

Do Not Actively Scan for Viruses

IMPORTANT: If you actively scan Sage 300 Construction and Real Estate program files and data
files for viruses, while the program is in use, you may cause Document Management to run slowly or
to close unexpectedly. Scan these files at a time when they are not in use (for example, schedule a
daily scan during non-business hours).

. Typical folders that contain files that you should not scan include:
n Sage 300 Construction and Real Estate program files: [Drive]:\Program Files\Timberline Office

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n DocuVault program files: [Drive]:\TSDV\server

n Sage 300 Construction and Real Estate data files: [Drive:]\[datafoldername]
n Document Management data files: [Drive]:\Documents and Settings\All Users\Application
Data\Sage\

Obtain Full-Control User Rights

Obtain Full-Control User Rights to All Folders That Contain Document Management and DocuVault
Program Files and Data Files on the Local Workstation

To use Document Management, you must have full control of specific files and folders on the local
workstation. This is because you must be able to create or modify files in your [Drive]:\Winnt and
[Drive]:\Windows system folders. For more information about required folder rights, see “Assign Full-
Control User Rights ” on page 46.

Assign Full-Control User Rights

To use Document Management, users must have full control of all folders that contain Document
Mangement and DocuVault program files and data files. This is because you must be able to create or
modify files in your [Drive]:\Winnt and [Drive]:\Windows system folders.Typically, these include the
following files and folders on the file server, terminal server, and workstations:

CAUTION: Incorrectly modifying Microsoft Windows security may severely affect your system
operations. Sage is not responsible for operation problems caused by incorrectly modifying your
Microsoft Windows security settings. To set permissions on your network or Windows operating
system, you must have advanced knowledge of your network. Contact your system administrator for
assistance.
n On 64-bit operating systems: [Drive]:\Program Files (x86)\Timberline Office folder: This folder is
located on the file server, terminal server, and workstations where you installed Sage 300 Construction
and Real Estate. It is the default installation location for Sage 300 Construction and Real Estate.
However, depending on your system configuration, your company may have renamed this folder or
installed it to a different location.
n Company data folder: The data folder is located on the file server where you installed Sage 300
Construction and Real Estate.

Windows XP, Windows Server 2003, and earlier

n [Drive]:\Documents and Settings\[username] folder: This folder is located on the workstation or
terminal server where you use Sage 300 Construction and Real Estate. Sage 300 Construction and
Real Estate installs necessary files to this folder and requires that the user has full control of it.
Typically, the user has full control of this folder by default.
n [Drive]:\Documents and Settings\All Users\Application Data\Sage folder: This folder is located on
the server and on any workstations or terminal server where you install Sage 300 Construction and Real
Estate Accounting and Management programs. This folder must be shared on the server. Sage 300
Construction and Real Estate installs necessary files to this folder and requires that all users have
read/write permissions to the folder and all of its subfolders. This folder may be hidden.

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TIP: To view hidden folders, open Windows Explorer, select Tools > Folder Options, and select
the View hidden files and folders check box on the View tab.

Windows Vista, Windows 7, Windows Server 2008

n [Drive]:\Users\[username] folder: This folder is located on the workstation or terminal server where
you use Sage 300 Construction and Real Estate. Sage 300 Construction and Real Estate installs
necessary files to this folder and requires that the user has full control of it. Typically, the user has full
control of this folder by default.
n [Drive]:\ProgramData\Sage folder: This folder is located on the workstation or terminal server where
you use Sage 300 Construction and Real Estate Accounting and Management programs. This folder
must be shared on the server. Sage 300 Construction and Real Estate installs necessary files to this
folder and requires that all users have read/write permissions to this folder and all of its subfolders. This
folder may be hidden by default.

TIP: To view hidden folders, open Windows Explorer, select Tools > Folder Options, and select
the View hidden files and folders check box on the View tab.

Comply With Windows User Account Control (UAC) Requirements

Sage 300 Construction and Real Estate is designed to work with the Windows User Account Control
(UAC) security scheme. Many Sage 300 Construction and Real Estate folders are stored in a shared
location. To ensure Sage 300 Construction and Real Estate applications work correctly, you must ensure
you have read/write permissions to these files.

If you are upgrading Document Management, you do not need to move your files. Ensure you have
read/write permissions assigned to your Document Management and DocuVault folders.

You cannot save a file to a folder to which you do not have read/write permissions assigned. If such an
attempt is made, Sage 300 Construction and Real Estate applications present you with an error message
if you try to save a file to a non-compliant location.

Printers
DocuVault Printer
After you install DocuVault and Document Management on the server, set up the DocuVault printer driver.
You use the DocuVault printer to send documents to DocuVault and to inboxes in Document
Management. See “Set Up the DocuVault Printer Driver” on page 21for detailed instructions about
installing the printer driver.

Windows Printers
You can print documents to a local printer or network printer from the Inbox window or Query Results
window in Document Management. When printing from the Inbox window, most printer settings are
unavailable. When printing from the Query Results window, you can select additional printer settings.

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Scanners
Use TWAIN-Compliant Scanners with Document Management
Sage supports TWAIN-compliant scanners for use with Document Management.

In multi-function scanner/printers, the scanner function works correctly with Document Management if the
scanner is TWAIN-compliant. However, we do not test the printer function of multi-function
scanner/printers. The printer function may not work correctly with Sage 300 Construction and Real Estate.

Scan in a Terminal Services Environment

If you use Document Management in a Terminal Services environment, you need third-party scanner
redirection software. This software must be TWAIN-compliant and must allow Terminal Services direct
access to scanners that are attached directly to remote computers. We do not test these products.

Managing Disk Space

Decrease Document Size
The amount of disk space that Document Management uses depends on the resolution and color values
that you select in the batch settings and scanner settings.

Keep resolution settings and color settings at appropriate values to manage disk usage effectively. For
example, do not use color settings to scan black and white documents. Keep resolution values at the
default of 300 dots per inch (dpi), unless you require an increased resolution.

Calculate Current Disk Space Requirements

We recommend that you check your current Document Management storage requirements monthly at
your DocuVault server to ensure that you have adequate disk space.

To view the size of your DocuVault database, follow these steps:

1 From the taskbar, right-click [Start] and select Explore.
2 Browse to your DocuVault database folder. (The default location is [Drive]:\TSDV\Server\db_
prog.exe_collateral.)
3 Right-click db_prog.exe_collateral and select Properties.
4 From the General tab, note the Size of the folder.
5 Compare the size of the folder to the size of your drive.

Calculate Future Disk Space Requirements

The Storage Information utility enables you to calculate the current disk space used by DocuVault to
predict the future disk space requirements. Use it to identify when you may need additional disk space.

To run the Storage Information utility, follow these steps:

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1 At the DocuVault server, select [Start] > All Programs > Accessories > Command Prompt.

NOTE: We recommend running the Storage Information utility from the DocuVault server for faster
performance. However, when working with a small DocuVault, you may run the utility from a
network-connected workstation.
2 Type chdir [Drive]:\TSDV\Server to change the drive and path to your DocuVault server.
3 Type the command in this format:
storage_prog [number of days] [DocuVault@servername] [Drive:\path\filename.csv]
n storage_prog: This command starts the Storage Information utility.
n [number of days]: Type the number of days you want to analyze. The more days you specify, the
longer it will take to complete the report.
n [DocuVault@servername]: TypeDocuvault@ followed by the name of the server. This parameter is
case sensitive. If the server name contains spaces, you must enclose the parameter in quotation
marks.
n [Drive:\path\filename.csv]: If you want to save the storage report as a spreadsheet, type the path and
file name followed by .csv. If you want to view the report in the Command Prompt window, skip this
step.
For example, if you want to create a storage report forecasting the next 30 days of activity based on the
last 30 days and if you want to save the report, you would type a command similar to this:
storage_prog 30 DocuVault@ABC1234567Z C:\storage_usage.csv
4 If you saved the report to a spreadsheet, browse to the file name you specified in step 3, bullet 4, and
open the report.

Decrease Document Size with Scanner Settings

The amount of disk space that Document Management uses depends on the resolution and color values
that you select in the batch settings and scanner settings.

Keep resolution settings and color settings at appropriate values to manage disk usage effectively. For
example, do not use color settings to scan black and white documents. Keep resolution values at the
default of 300 dots per inch (dpi), unless you require an increased resolution.

Move DocuVault to a New Server

CAUTION: Incorrectly moving DocuVault may severely damage your system. Sage is not
responsible for damage to your data caused by incorrectly moving DocuVault. Before making
changes to DocuVault, contact your system administrator for assistance and make a backup copy of
all valued data.
1 Follow steps 1 through 8 for “Manual Backup ” on page 42.
2 Install DocuVault at the new server with your download link. See “Install to a Server” on page 19.

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NOTE: You must have a valid USB security key to install DocuVault to your new server. Following
the installation instructions below, remove the USB key from your old DocuVault server and use it to
install DocuVault on the new server.
3 Restore the backup of your DocuVault to the new server. Follow the steps for See "Restore a Backup".
4 If you installed DocuVault to a path that differs from the path for the previous installation, follow these
steps:
a At the new DocuVault server, select [Start] > All Programs > Command Prompt.
b Type chdir [Drive]:\TSDV\Server to change the drive and path to your new DocuVault server.
c Type the command in this format:
db_prog -update [Drive:\path]\TSDV\Logs * * *
The asterisks are for items that are not changing (the log file size, the DocuVault cache, and the log
file disposition).
For example, if you previously installed DocuVault to C:\TSDV on your old server and you installed
DocuVault to D:\Sage\TSDV on your new server, you would type this command from
D:\Sage\TSDV\Server:
db_prog -update D:\Sage\TSDV\Logs * * *

5 Reactivate your USB security key. For reactivation instructions, see the Technical Support
Knowledgebase article “I Moved Document Management and I Need to Reactivate My USB Key.”
6 Update each workstation and other servers which integrate with DocuVault; for example, the
Accounting Server.
p For Windows XP and Windows Server 2003–Go to Documents and Settings\All
Users\Application Data\Sage\DocumentManagement\Version x.x\DMClient.
p For Windows Vista, Window 7, and Windows Server 2008—Go to
\ProgramData\Sage\DocumentManagement\Version x.x\DMClient.
p Open DMServerName.xml and replace the existing ServerName attribute with the new server
name.

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