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EMC® ApplicationXtender®Media Distribution

Database Reintegration Wizard 6.0

Administrator’s Guide300-008-266

REV A01

EMC Corporation Corporate Headquarters:

Hopkinton, MA 01748-9103

1-508-435-1000 www.EMC.com

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Copyright © 1994 - 2009 EMC Corporation. All rights reserved.

Published March, 2009

EMC believes the information in this publication is accurate as of its publication date. The information is subject to change without notice.

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All other trademarks used herein are the property of their respective owners.

ApplicationXtender Media Distribution Database Reintegration Wizard Administrator’s Guide

Contents


Preface.............................................................................................................................. 7

Chapter 1 Introduction to ApplicationXtender Media Distribution Database Reintegration WizardOverview............................................................................................ 12What Is This Media and Where Did It Come From? ................... 13AppXtender Distribution Concepts ............................................... 14

Content Organization................................................................ 14AppXtender Distribution Terms ............................................. 15

Understanding AppXtender Distribution Media Creation ........ 19Understanding AppXtender Distribution..................................... 20

AppXtender or AppXtender Viewer on Your Network ...... 20Data Source Management................................................................ 21

OLE DB........................................................................................ 21Database ...................................................................................... 22Data Source................................................................................. 22Multiple Data Source Support ................................................. 22

Document Storage Locations .......................................................... 23Document Write Paths.............................................................. 23DiskXtender................................................................................ 24

AppXtender Extraction Components ............................................ 25AppXtender Extraction Wizard............................................... 25AppXtender Distribution ......................................................... 26AppXtender Distribution Volume Management Wizard.... 26AppXtender Viewer .................................................................. 27AppXtender Data Source Selector........................................... 27AppXtender Desktop ................................................................ 28AppXtender Application Generator ....................................... 29

The Role of the System Administrator .......................................... 30

ApplicationXtender Media Distribution Database Reintegration Wizard Administrator’s Guide 3

Contents


AppXtender Distribution, Application Maintenance, and Volume Management................................................................ 31System Security.......................................................................... 31License Groups .......................................................................... 31Workstation Configuration ...................................................... 33System Backups ......................................................................... 33Database Maintenance.............................................................. 34Hardware Maintenance ............................................................ 34Software Maintenance .............................................................. 35Helping Users ............................................................................ 35Documentation Maintenance................................................... 36Data Storage Server Maintenance ........................................... 36

Chapter 2 Installing AppXtender DistributionIntroduction....................................................................................... 38Software Requirements.................................................................... 39

AppXtender................................................................................ 39Third-party Components ......................................................... 39Preinstallation Configuration Requirements......................... 40License Server ............................................................................ 40

Installing AppXtender Distribution............................................... 41Starting Setup............................................................................. 41

Upgrading AppXtender Distribution ............................................ 48

Chapter 3 AppXtender Distribution Data SourcesData Source Management Concepts .............................................. 50Viewing Existing Data Sources ....................................................... 52Locating a Data Source .................................................................... 53

Using Microsoft SQL Server with AppXtender Distribution... 54Using Oracle with AppXtender Distribution ........................ 59Using Microsoft Access with AppXtender Distribution...... 64

Chapter 4 Configuring AppXtender DistributionSpecifying a Default Data Source ................................................... 68Specifying Multiple Data Sources .................................................. 70AppXtender Application Generator Basics .................................. 72

Starting AppXtender Application Generator ....................... 72Recognizing AppXtender Application Generator Toolbar Buttons ........................................................................................ 75Hiding and Showing the Toolbar and Status Bar ................. 76

ApplicationXtender Media Distribution Database Reintegration Wizard Administrator’s Guide4

Contents


Configuring Licensing...................................................................... 77Selecting an AppXtender Distribution Package .................... 77Specifying the License Server Location .................................. 77

Using Audit Trails ............................................................................. 81Starting an Audit Trail .............................................................. 84Stopping the Auditing Process ................................................ 95

Adding AppXtender Distribution Media to DiskXtender .......... 96Opening the DX Administrator ............................................... 97Creating Media Folders for the Media.................................... 97Allocating the Media to an Extended Drive .......................... 98Adding the Media to the Media Folders ................................ 98

Chapter 5 Reintegrating a DatabaseIntroduction ..................................................................................... 102Reintegrating an AppXtender Distribution Media .................... 103

AppXtender Distribution Media Directories Dialog Box... 106Login Dialog Box...................................................................... 106Configuring the Destination Data Source Page................... 107

Reintegrating a Database with Saved Settings ........................... 109Messages That Appear Upon Reintegration ............................... 110Results of Reintegration ................................................................. 112

Chapter 6 Managing Existing ApplicationsModifying an Application ............................................................. 116

Changing the Application Description................................. 117Changing Write Paths ............................................................. 118

Using the PID Table ........................................................................ 121Deleting an Application ................................................................. 122

Chapter 7 Managing SecurityOverview .......................................................................................... 126Introduction ..................................................................................... 127

Global and Application-Level Security ................................ 127Understanding Precedence of Privileges for Users and Groups ....................................................................................... 128License Groups......................................................................... 130Document Level Security........................................................ 132Security Providers.................................................................... 133User and Group Icons ............................................................. 135

Managing Group Security.............................................................. 136

5ApplicationXtender Media Distribution Database Reintegration Wizard Adminnistrator’s Guide

Contents


Configuring Group Security Profiles.................................... 136Guidelines for Group Profiles................................................ 138Creating a Group..................................................................... 139Importing Group Accounts.................................................... 145Changing Group Settings....................................................... 147Deleting a Group ..................................................................... 151

Managing User Security ................................................................ 152Creating a User ........................................................................ 152Importing User Accounts ....................................................... 158Changing User Settings .......................................................... 160Deleting a User......................................................................... 165

User and Group Privileges ............................................................ 166Copying User Privileges......................................................... 171

Managing Document Level Security ........................................... 175Setting up DLS in an Existing Application .......................... 176Changing DLS in an Existing Application........................... 187Exporting Secured Values to a File........................................ 188

Managing Annotation Groups...................................................... 190Modifying an Annotation Group.......................................... 190Deleting an Annotation Group.............................................. 192

Chapter 8 Managing VolumesThe Volume Management Wizard................................................ 194

Appendix A Uninstalling AppXtender DistributionUninstalling .................................................................................... 198

Glossary ....................................................................................................................... 199

Index.............................................................................................................................. 207

ApplicationXtender Media Distribution Database Reintegration Wizard Administrator’s Guide6


Preface

This document provides instructions on how to install, configure, and administer the ApplicationXtender Media Distribution Database Reintegration Wizard (AppXtender Distribution). After installing the module, in addition to referring to this document, you can access the program’s Online Help for detailed instructions on how to configure, administer, and use this product.

As part of an effort to improve and enhance the performance and capabilities of its product lines, EMC periodically releases revisions of its hardware and software. Therefore, some functions described in this document may not be supported by all versions of the software or hardware currently in use. For the most up-to-date information on product features, refer to your product release notes.

If a product does not function properly or does not function as described in this document, please contact your EMC representative.

Audience The information in this document is intended for system administrators who are responsible for installing software and maintaining the servers and clients on a network. Operators who monitor the daily backups may also find this manual useful.


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Preface


Organization The following is a list of where information is located in this document:

Table 1 Summary

Title Description

Chapter 1, ”Introduction to ApplicationXtender Media Distribution Database Reintegration Wizard”

Provides an overview of the entire AppXtender Distribution system, including definitions of central AppXtender Distribution concepts and descriptions of the functionality of AppXtender Distribution components.

Chapter 2, ”Installing AppXtender Distribution”

Describes how to install the components of AppXtender Distribution.

Chapter 3, ”AppXtender Distribution Data Sources”

Describes how to create an AppXtender Distribution database, how to create an AppXtender Distribution data source, and how to manage existing AppXtender Distribution data sources.

Chapter 4, ”Configuring AppXtender Distribution”

Describes how to perform the necessary additional configuration procedures before reintegration of databases.

Chapter 5, ”Reintegrating a Database” Describes how to reintegrate a database from an AppXtender Distribution Media. This chapter also contains important information that you should keep in mind as you perform reintegrations.

Chapter 6, ”Managing Existing Applications”

Describes how to perform certain tasks that are necessary periodically to keep the AppXtender Distribution system functioning at peak efficiency. These tasks include modifying applications, troubleshooting, and even deleting applications.

Chapter 7, ”Managing Security” Describes how to manage users, groups, privileges, and Document Level Security.

Chapter 8, ”Managing Volumes” Describes how to remove reintegrated AppXtender Distribution volumes (Media) from a database. This chapter also contains important information you should keep in mind as you remove reintegrated AppXtender Distribution volumes.

Appendix A, “Uninstalling AppXtender Distribution”

Describes how to remove the components of AppXtender Distribution from your workstation.


Preface


Related Documentation

Post-release information is contained in the Release Notes for this product. This document is available at http://Powerlink.EMC.com. Refer to the web site periodically to view the latest Release Notes.

Related documents include:

• ApplicationXtender Media Distribution Database Reintegration Wizard Administrator’s Quick Reference

• ApplicationXtender Media Distribution Extraction Administrator’s Guide

• ApplicationXtender Media Distribution Extraction Administrator’s Quick Reference

• ApplicationXtender Media Viewer User’s Guide

• ApplicationXtender Media Viewer User’s Quick Reference

• ApplicationXtender Technical Product Overview

◆ ApplicationXtender Concepts and Planning Guide

◆ ApplicationXtender Core Components Administrator’s Guide

◆ ApplicationXtender Administrator’s Guide

◆ ApplicationXtender Index Server Administrator’s Guide

◆ ApplicationXtender Server Monitoring Guide

◆ ApplicationXtender Release Notes

Most of these documents can be found in the Documentation directory on the product media kit. All documents are in Adobe Acrobat Portable Document Format (PDF), and can be viewed by downloading and installing the Adobe Acrobat Reader. The Reader is available from Adobe at www.adobe.com. To install and use the Reader on the preferred platform, see the instructions on the Adobe web site.

Conventions Used in this Document

EMC uses the following conventions for special notices.

Note: A note presents information that is important, but not hazard-related.

CAUTION!A caution contains information essential to avoid data loss or damage to the system or equipment. The caution may apply to hardware or software.


http://powerlink.emc.com

http://Powerlink.EMC.com

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Preface


IMPORTANT!An important notice contains information essential to operation of the software. The important notice applies only to software.

Where to get help EMC support, product, and licensing information can be obtained as follows.

Product information — For documentation, release notes, software updates, or for information about EMC products, licensing, and service, go to the EMC Powerlink website (registration required) at:

http://Powerlink.EMC.com

Technical support — For technical support, go to EMC Customer Service on Powerlink. To open a service request through Powerlink, you must have a valid support agreement. Please contact your EMC sales representative for details about obtaining a valid support agreement or to answer any questions about your account.




1Introduction to

ApplicationXtender Media Distribution

Database Reintegration Wizard

The ApplicationXtender® Media Distribution Database Reintegration Wizard (AppXtender Distribution) content management system can be used to perform two types of tasks: administrative and user. For the most part, this guide discusses administrative tasks. This section provides an overview of the AppXtender Distribution system. This section also contains definitions of central concepts and descriptions of the functionality of each AppXtender Distribution module.

◆ Overview............................................................................................. 12◆ What Is This Media and Where Did It Come From? .................... 13◆ AppXtender Distribution Concepts ................................................ 14◆ Understanding AppXtender Distribution Media Creation ......... 19◆ Understanding AppXtender Distribution ...................................... 20◆ Data Source Management................................................................. 21◆ Document Storage Locations............................................................ 23◆ AppXtender Extraction Components.............................................. 25◆ The Role of the System Administrator............................................ 30

Introduction to ApplicationXtender Media Distribution Database Reintegration Wizard 11

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Introduction to ApplicationXtender Media Distribution Database Reintegration Wizard


OverviewAppXtender Distribution is a content management software package that allows companies to distribute large amounts of data in a cost-effective manner.

In your company’s AppXtender Distribution system, a system administrator at another site uses the ApplicationXtender Media Distribution (AppXtender Extraction) module to extract information from the ApplicationXtender (AppXtender) database at that site. The system administrator places the extracted information on one or more AppXtender Distribution Media and then sends the Media to your site.

When you receive the AppXtender Distribution Media, you can reintegrate the data from the Media to the AppXtender database at your site using the AppXtender Distribution Database Reintegration module.

The AppXtender Distribution Media you receive for the database reintegration should include the ApplicationXtender Media Viewer (AppXtender Viewer), which does not require a license. You can use AppXtender Viewer to access documents from the AppXtender Distribution Media by attaching to the reintegrated database. AppXtender Desktop can also be used to access documents from the AppXtender Distribution Media, but separate licensing is required.

Note: For detailed information on AppXtender and AppXtender systems, refer to the AppXtender guides listed in the "Related Documentation" section of the Preface.

AppXtender Distribution lets you move the information from a read-only database on an AppXtender Distribution Media into a live database on a computer at your site.

You can purchase multiple licenses of AppXtender Desktop (full functionality) to allow users at your site to access reintegrated AppXtender Distribution data.




What Is This Media and Where Did It Come From?If you received one or more AppXtender Distribution Media from another office in your company, it was probably created by a system administrator at another company site to distribute data to your office. Each of the Media you received contains one or more of the following:

◆ Documents you can search for, retrieve, view, and process by printing, faxing, e-mailing, or exporting them.

◆ A database that contains index information that you can search to find the documents on the Media, as well as other information (such as security settings) relating to the applications that are used to organize the documents on the Media.

For an explanation of content organization in AppXtender Viewer, refer to “Content Organization.”

If you received several Media, the database for all of the Media may be on the first Media. Contact your system administrator for more information about how he or she set up the Media you received.

◆ The AppXtender Viewer software. You (or your system administrator) need to install this software in order to access the data on the Media. For more information on installation procedures, refer to the ApplicationXtender Media Distribution Viewer User’s Guide.

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AppXtender Distribution ConceptsThe functionality of AppXtender Distribution centers on a few key concepts. An understanding of these concepts helps you to use it effectively.

Content Organization

Content organization in AppXtender Distribution systems mirrors the way content is organized in AppXtender. The highest level of organization in AppXtender Distribution is the application. Applications contain documents, which consist of one or more pages. Pages, in turn, consist of one or more page versions. Each document has one or more index fields, which act as labels for the document.

The following diagram depicts the organization of content in AppXtender Distribution systems:

Figure 1 AppXtender Distribution Content Organization




AppXtender Distribution TermsThe following terms define functional components in the AppXtender Distribution system (such as applications, documents, pages, and indexes) and how they relate with each other.

Annotations AppXtender Distribution administrators can add annotations to any image or text document page before creating the AppXtender Distribution Media. An annotation is a note or a shape added to a document page, typically to focus attention on a particular part of the page. If the user has the appropriate security privileges in AppXtender Viewer or the user is logged in under the same user login that was used when the annotations were created, the user can show or hide annotations as needed when viewing, printing, or faxing documents and pages.

Applications An application is the highest level of organization in AppXtender Distribution. Think of it as a filing cabinet where a group of related files or documents are stored. To retrieve documents from an application, you enter index information relating to the documents you want into the corresponding index search fields. AppXtender Viewer (or AppXtender) then searches the AppXtender Distribution database for documents with the same index information.

COLD/ERM Data COLD (Computer Output to Laser Disk) data and ERM (Enterprise Report Management) data is report data generated from existing applications, indexed using an extraction process, and uploaded into AppXtender applications. AppXtender and AppXtender Viewer can perform text searches on COLD/ERM documents, allowing users to locate important data within the report.

Note: To allow users to view the report data in the context of a standard form, form overlays can be added to COLD/ERM documents.

COLD/ERM data can be added to AppXtender as documents through the use of ApplicationXtender Reports Management (AppXtender Reports Mgmt). If you use AppXtender Reports Mgmt to add COLD/ERM data to AppXtender as documents, you can configure AppXtender Reports Mgmt to upload entire reports along with those documents. When this is done, users who have appropriate AppXtender privileges can display, print or export these AppXtender Reports Mgmt reports.

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Data Sources A data source is the means by which AppXtender Viewer accesses data from a database. Information that is stored in the database includes application definitions, security information, document index information, and the pointers to the location of documents.

An unlimited number of data sources can be viewed simultaneously within AppXtender Viewer. In this way, you can access applications located on many different data sources during a single AppXtender Viewer session, provided you have security rights to access those data sources.

You can select and view one or more data sources as a default for AppXtender Viewer. You can also set a data source as the default. For more information, refer to “AppXtender Data Source Selector.”

Documents A document is a file or group of files stored in an AppXtender application and identified by index information. Each page of a document is a single object, such as a scanned image file or a word processing document. Think of a document as a folder within the filing cabinet of the application.

A document can be as small as one page or as large as thousands of pages. Different types of data can be stored as pages within one document. For instance, a hospital patient’s document could include a patient’s scanned admission forms, a doctor’s report in Microsoft Word format, and an X-ray. A document can contain any combination of objects.

When a document is stored in an application, the user storing the document must enter information for each of the document’s index fields. The information acts as a label for the document, and because the information is stored in a database, users can search for that “label” to retrieve the document.

To retrieve the document later, users search for a particular index value or values. When a user makes a search request in AppXtender Viewer or AppXtender, all records of index information containing a match with the values entered appear in the result set.

Users can retrieve any document by selecting its record from the result set. They can process (print, fax, send by e-mail, or export) all of the pages within a document as a single unit, or they can process pages individually. They can print or fax several documents at once by selecting them from the result set and choosing the appropriate command.




File Types Several different file types can be viewed using AppXtender Viewer or AppXtender. Documents are added to applications through AppXtender. There may be multiple file types, such as images, text files, COLD or ERM data, or OLE Objects stored in the applications on the Media you received.

Indexes In AppXtender, an index is a group of fields where information relating to documents is stored. When a user stores a document in an application, he or she enters index values to identify the document. Think of the index as a very detailed, searchable file folder label that is attached to the document.

Figure 2 Example of a Document Index

Because every document stored has an index record attached to it, documents can be stored in random order and yet still be easily retrieved. You can search all stored index values for an application and retrieve relevant documents.

Pages The word “page” typically implies a single entity. Because AppXtender supports multiple object types, a page is defined as a single object. A very long word processing file is a page to AppXtender. A page could also be, for example, a single scanned image, a 30-minute video clip, or an audio recording. All of the pages for a document have the same index record attached. Thousands of pages from multiple sources can be attached to a document. Think of pages as items placed in a folder within a file cabinet.

Redactions Redactions are annotation shapes that are filled and opaque. They are typically used to secure or hide portions of image and text document pages. Redaction may have been applied to any available shape: freehand lines, lines, arrows, rectangles, rounded rectangles, and ovals. When applied, the area of the page behind the redaction is not visible.

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Security Mapping When the AppXtender Distribution Wizard is used to extract database information and AppXtender documents before the creation of an AppXtender Distribution Media, the administrator has the option to “map” users and groups in the source database to users and groups in the database on the Media (or in the database where the Media will be reintegrated).

Consider an example in which the only users who will need access to database on the Media are Sarah, Wei, and Mark, and those users do not exist in the source database from which data is extracted. In this example, the administrator who performs the extraction would select three user accounts in the source data source. In this example, the RUTH, JOHN, and REX user accounts. These accounts have privileges that Sarah, Wei, and Mark would need. The administrator would enable alternative security (security mapping) for the RUTH, JOHN, and REX user accounts and specify that those three users should be extracted as SARAH, WEI, and MARK, with the appropriate passwords.

When the extraction is performed, if the Use alternative security information option is enabled in the Extraction Wizard, only the users and groups with alternative security information configured are extracted. Therefore, only those users and groups exist on the resulting AppXtender Distribution Media. When you reintegrate the resulting Media, all of the users and groups that are on the Media are reintegrated.

Security Provider For information on security providers, refer to the ApplicationXtender Core Components Administrator’s Guide.




Understanding AppXtender Distribution Media CreationExtraction is the process that the AppXtender Extraction Wizard uses to copy database information and AppXtender documents from the AppXtender database and the AppXtender document storage location.

Premastering is preparing data for the creation of a Media. Normally, when system administrators premaster a Media, they create a directory on a hard drive with the same directory structure that will exist on the Media. Then they copy all of the files they want to put on the Media into that directory.

With the AppXtender Distribution Extraction Wizard, system administrators do not need to take those steps. Through the processes of extraction and migration described previously, the AppXtender Distribution Extraction Wizard organizes all the data for the AppXtender Distribution Media. To create the Media, system administrators just need to open any Media creation software, select the directories AppXtender Distribution Extraction Wizard creates, drag them into a Media layout, and create the Media.

The following diagram depicts the Media creation process:

Figure 3 AppXtender Distribution Media Creation Process

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Understanding AppXtender DistributionThe index information that organizes documents in AppXtender is stored in a database. During AppXtender Distribution Media creation, the AppXtender Extraction Wizard copies all of the database information relating to the application that is being extracted. That information includes index values, application definitions, and security settings, as well as other information. When the extract occurs, all of the information is copied to a new, read-only database on the AppXtender Distribution Media.

It is possible for you to reintegrate the information from the read-only database on the AppXtender Distribution Media to a centralized, writable database on your computer or your network.

For more information, refer to: “AppXtender or AppXtender Viewer on Your Network.”

AppXtender or AppXtender Viewer on Your Network

If you are using AppXtender Distribution, you have licenses for AppXtender Desktop, and AppXtender Viewer (no license required) or AppXtender Desktop is installed on your network, you should understand how AppXtender Distribution Media fit into the AppXtender Viewer/AppXtender Desktop network at your location. The installations, the files that are stored and managed, and the database used by AppXtender Viewer or AppXtender Desktop can all be located on separate computers across a network to increase performance.




Data Source ManagementAnother concept central to the use of AppXtender Distribution is the management of data sources.

A data source is a composite of the database where an application stores information and the data provider used by the application (or consumer) to access the data. The tables of index and application information that form AppXtender Distribution and AppXtender applications are stored in databases, which are accessed through OLE DB data providers. Because AppXtender Distribution and AppXtender support OLE DB, they can use many different database types.

For more information, refer to:

◆ “OLE DB”

◆ “Database”

◆ “Data Source”

◆ “Multiple Data Source Support”

OLE DB

OLE DB is a programming interface for accessing data and is a fundamental building block for storing and retrieving data using Microsoft’s Data Access Components (MDAC). OLE DB provides flexible data architecture that offers applications, like AppXtender Distribution Database Reintegration and AppXtender, efficient access to databases. Data is accessed through OLE DB data providers. Data providers are installed on your workstation with some operating systems and their service packs or with MDAC.

If MDAC has not already been installed on your workstation, the AppXtender Distribution Database Reintegration setup wizard installs it. MDAC installs data providers for SQL Server, Oracle, and ODBC. The Microsoft OLE DB Provider for ODBC Drivers provides access to Microsoft Access.

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DatabaseA database is a collection of data tables of a particular database format (such as Oracle or Microsoft SQL Server). AppXtender and AppXtender Distribution use databases to store application information. When an application is created, details such as the field definitions and security information are stored in database tables. Once documents are added to an application, index information is stored in a table, as are the pointers to the location of the documents.

Data SourceA data source is the means by which AppXtender and AppXtender Distribution access data from a database. When a data source is defined, an OLE DB data provider is configured to access the database. All of these characteristics in combination – where the data is stored, the format of the data stored, and the data provider used to access the data – make up the data source.

Multiple Data Source SupportMultiple data sources can be viewed and accessed simultaneously from within AppXtender and AppXtender Viewer. In this way, users can access applications located on many different data sources during a single session, provided they have security rights to access those data sources.




Document Storage LocationsAlthough the document indexes for AppXtender Distribution applications are stored in a database, the actual document files (such as scanned images, text files, other objects, and so on) are stored in a separate location. Documents reintegrated using AppXtender Distribution are still stored on the AppXtender Distribution Media that were reintegrated. Those Media can be accessed from a standalone Media drive, or from a tower or jukebox accessed by multiple users over a network. Media can also be added to EMC’s DiskXtender®, which appears as a logical volume to connecting AppXtender or AppXtender Viewer workstations.

For more information, refer to:

◆ “Document Write Paths”

◆ “DiskXtender”

Document Write PathsIf users on your network are connecting to the reintegrated database through AppXtender, they can add additional documents to the reintegrated applications. New document storage is configured for a particular application by setting document write paths through the AppXtender Application Generator or AppXtender Application Generator, AppXtender Distribution module. Write paths are used to instruct AppXtender where to store documents, annotations, optical character recognition (OCR) output, and the full-text database for a particular application. A simple example of a write path would be a directory name on a workstation’s local hard drive (such as C:\PROGRAM FILES\XTENDERSOLUTIONS\CONTENT MANAGEMENT\INVOICES\). The storage location for documents in applications is not, however, limited to local hard drives. Users can choose to store documents on stationary media, such as workstation or network hard drives, or on removable media, such as optical media. Documents can be stored directly to media or can be stored to an automated data storage system. The storage system then handles the actual storage of the documents.

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DiskXtenderEMC DiskXtender (DX) revolutionizes data storage management for Windows. By intelligently controlling hardware devices and access to files on media, DiskXtender allows you to save and retrieve files to and from extended NT file system (NTFS) volumes (DX’s “extended drives”). DX moves files out to media, keeping track of each file’s location. When files are needed, DX seamlessly retrieves and delivers them to the user. DX lets you automate file migration through a user-friendly interface that displays hardware, media, and extended drives, all in one unified “tree” structure.

You can use DiskXtender to store reintegrated AppXtender Distribution Media. For instructions, refer to“Adding AppXtender Distribution Media to DiskXtender.”




AppXtender Extraction ComponentsThere are seven possible components, or modules, in a AppXtender Extraction system, each of which performs a specific function within the system. For more information, refer to the following sections:

◆ “AppXtender Extraction Wizard”

◆ “AppXtender Distribution”

◆ “AppXtender Distribution Volume Management Wizard”

◆ “AppXtender Viewer”

◆ “AppXtender Data Source Selector”

◆ “AppXtender Desktop”

◆ “AppXtender Application Generator”

AppXtender Extraction Wizard

The AppXtender Extraction is a component used by the system administrator at the location where the AppXtender data is extracted and premastered to create the AppXtender Distribution Media. During the extraction process, the AppXtender Extraction extracts AppXtender application definitions, application data, user lists, and group lists from a specified AppXtender data source and copies that information to a separate database in a folder in a selected premastering location. AppXtender Extraction also extracts the document files for the selected application to another folder in the same premastering location.

Note: The AppXtender Extraction is not included with the AppXtender Distribution. It is a separate AppXtender Distribution module.

The system administrator using AppXtender Extraction can choose to specify criteria for extracting specific documents, specific AppXtender Reports Mgmt reports, or both specific documents and specific reports from the selected application. The system administrator can also choose to configure users and groups for security mapping and then configure AppXtender Extraction to extract only those users and groups.

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If the system administrator decides to include the AppXtender Viewer software on the Media he or she creates, AppXtender Extraction also copies the viewer software to the premastering location. Application extraction can be automated by saving extract definitions for use the next time an extraction is performed. Only users who have been given AppXtender Admin and Migrate App privileges in AppXtender Application Generator can perform extraction. For more information on the AppXtender Extraction Wizard, refer to the ApplicationXtender Media Distribution Administrator’s Guide.

AppXtender Distribution The AppXtender Distribution Wizard is included with AppXtender Distribution. It allows you to extract database information from the read-only database on an AppXtender Distribution Media and reintegrate it into a live database at your location. When you reintegrate a database using AppXtender Distribution, you reintegrate the entire database. For more information on reintegrating a database, refer to “Reintegrating a Database.”

AppXtender Distribution Volume Management WizardThe AppXtender Distribution Volume Management Wizard is included with AppXtender Distribution. It allows you to view all reintegrated volumes for a data source and to remove a reintegrated volume from the reintegrated database if you no longer need it or reintegrated it incorrectly. Only users who have been given the AppXtender Admin privilege in AppXtender Application Generator can remove volumes. For more information on the AppXtender Distribution Volume Management Wizard, refer to “Managing Volumes.”




AppXtender ViewerAppXtender Viewer is typically included on the AppXtender Distribution Media you receive from another site in your company. AppXtender Viewer provides the interface through which users retrieve, view, and process documents. Users can perform index searches in AppXtender Viewer to locate documents. Once a document has been retrieved in AppXtender Viewer, the user can adjust the display of the document. Users also can print, fax (using the Print command), send by e-mail, and export documents and pages from AppXtender Viewer. The Configuration dialog box in AppXtender Viewer provides a way to configure several features that affect the way AppXtender Viewer looks or performs.

If you are using DBR-W, you can install a single copy of AppXtender Viewer and use it to access the reintegrated database.

For more information on using AppXtender Viewer, refer to the ApplicationXtender Media Viewer User’s Guide.

AppXtender Data Source SelectorThe AppXtender Data Source Selector module is included on the AppXtender Distribution Media you receive and allows you to locate data sources, select a default data source, and select to view available data sources other than the default. If there are multiple data sources configured in the AppXtender Data Source Selector module, you can designate multiple data sources to be viewed within AppXtender Viewer. This allows users to view applications from all applicable data sources during a single AppXtender Viewer session.

For information on using the Data Source Selector, refer to “AppXtender Distribution Data Sources.” For instructions on specifying multiple data sources, refer to “Specifying Multiple Data Sources.”


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AppXtender DesktopIf you are using DBR-S, you can purchase licenses for AppXtender Desktop (for use instead of AppXtender Viewer as long as you are not using AppXtender Viewer on your network) and use them to allow users on your network to access the reintegrated database. AppXtender, the central program in the AppXtender system, provides the same functionality as AppXtender Viewer but has additional capabilities for adding and modifying documents, pages, and annotations. Documents and pages can be added one at a time or imported many at a time.

Users can perform index searches in AppXtender Desktop to locate documents. Once a document is retrieved in AppXtender Desktop, the user can adjust the display of the document. Users can:

◆ add comments to documents in the form of text annotations

◆ highlight areas of documents

◆ apply redaction to documents using a variety of shapes

◆ print

◆ fax (using the Print command)

◆ send by e-mail

◆ export documents and pages from AppXtender Desktop

The Configuration dialog box in AppXtender Desktop provides a way to configure several features that effect the way AppXtender Desktop looks or performs.

CAUTION!Whenever you reintegrate a database from a Media, existing database information for the applications being reintegrated is first deleted in the live database. If you set up a system where users are adding new documents or making modifications using AppXtender, do not reintegrate other Media that contain the applications where users are working. This may result in loss of data.




AppXtender Application Generator AppXtender Application Generator is included with AppXtender Distribution and provides access to many administrative functions, including deletion of applications.

System security on the application, functional, and document levels is configured through user profiles, group profiles, and the Document Level Security feature. You can track actions taking place with the AppXtender Distribution system using the audit trails feature in AppXtender Application Generator. For example, the creation and deletion of documents and applications can be tracked if you enable audit trails for those items.


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The Role of the System AdministratorAs the system administrator for the reintegrated AppXtender Distribution system, you are probably in the best position to be the focal point for implementing and supporting AppXtender Distribution, AppXtender Viewer, and AppXtender within the organization. As such, the administrator takes responsibility for surveying users and determining the company’s needs.

There are several aspects to the role of system administrator. Along with managing user security, you supervise system backups and documentation updates, as well as perform many other duties. These activities may all be done by one person or delegated among several individuals, but each person involved should have comprehensive knowledge of the AppXtender Distribution system. This section gives an overview of some of the tasks that the typical administrator is expected to perform.

◆ “AppXtender Distribution, Application Maintenance, and Volume Management”

◆ “System Security”

◆ “License Groups”

◆ “Workstation Configuration”

◆ “System Backups”

◆ “Database Maintenance”

◆ “Hardware Maintenance”

◆ “Software Maintenance”

◆ “Helping Users”

◆ “Documentation Maintenance”

◆ “Data Storage Server Maintenance”




AppXtender Distribution, Application Maintenance, and Volume ManagementA primary function of the AppXtender Distribution system administrator is to reintegrate and maintain all AppXtender Distribution volumes and applications. You must be well acquainted with the daily operations of the users so that their needs can be addressed as they are working with newly reintegrated applications. Any modifications to the system, new reintegrations, and volume removals should be approached in the same way – analyzing the necessity and impact of the change.

System SecurityAppXtender Application Generator provides easy methods of protecting and controlling vital information. The system contains various levels of security. You manage user and group security profiles; issue new user names, passwords, and privileges; remove inactive users; manage group membership; and change passwords when needed.

In addition, AppXtender and AppXtender Distribution allow for the usage of two security providers: CM security or Windows security. The type of security provider used should be determined before implementing AppXtender or AppXtender Distribution. For more information about CM and Windows security, refer to “Security Providers.”

License GroupsIf any license groups have been created in the License Server, you can specify their use for individual users, workstations, or databases. The following general guidelines apply:

◆ If you specify a license group for an individual user, then each time that user logs on to an AppXtender or AppXtender Distribution component on any workstation for any database, that license group is used. For instructions on specifying a license group for a new user, refer to “Creating a User.” /*For instructions on changing a user’s license group, refer to “Changing an Existing User’s License Group.”

The Role of the System Administrator 31

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◆ If you specify a license group for an individual workstation, then each time any user logs on to an AppXtender or AppXtender Distribution component on that workstation for any database, that license group is used. For instructions on specifying a license group for a workstation, refer to “Specifying Workstation License Server Information.”

◆ If you specify a license group for an individual database, then each time any user logs on to an AppXtender or AppXtender Distribution component on any workstation for that database, that license group is used. For instructions on specifying a license group for a database, refer to “Specifying Network License Server Information.”

However, the license group for a user overrides the license group for the workstation or for the database. For example, the license group GROUP1 is specified for the RXUSER user, the license group GROUP2 is specified for the RXUSERWS workstation, and the license group GROUP3 is specified for the CM database. If the RXUSER user logs into the CM database in AppXtender Viewer on the RXUSERWS workstation, the GROUP1 license group is applied.

Also, the license group for a workstation overrides the license group for the AppXtender Distribution database. For example, the license group GROUP2 is specified for the RXUSERWS workstation and the license group GROUP3 is specified for the CM database. If any user logs into the CM database in AppXtender Viewer on the RXUSERWS workstation, the GROUP2 license group is applied.

Consider assigning license groups to users rather than to databases in order to minimize the number of licenses in use for each user. If license groups are assigned to databases, each time a user logs in to a different data source, the user uses a separate license.

License groups can be created for AppXtender Desktop licenses, full-text client licenses, AppXtender Verity K2 licenses, AppXtender Web Access licenses, and AppXtender Web Access PAL licenses. For more information on configuring license groups, refer to "Licensing ApplicationXtender Products" in the ApplicationXtender Core Components Administrator’s Guide.




Workstation ConfigurationYou can decide whether the configuration of the AppXtender Viewer and AppXtender workstations in your system is controlled by you or by the individual workstation user. If you restrict access to more advanced configuration options by not granting users the Configure WS right in AppXtender Application Generator, you can prevent users from changing configuration options that affect workstation functionality and maintain more control over AppXtender Viewer and AppXtender configuration.

AppXtender Viewer and AppXtender have Save Settings and Load Settings features that allow you to copy workstation configuration from one workstation to another. Using these features, you can set up a single workstation and then copy the configuration for that workstation to other workstations. By using a combination of the Save/Load Settings features and the Configure WS privilege in each user’s profile in AppXtender Application Generator, you can ensure uniformity of configuration for all workstations on your system.

System BackupsRegular system backups are crucial for comprehensive data protection. A schedule should be put in place for backing up the data in the document write paths for your applications. As the final authority on the AppXtender Distribution system, the AppXtender Distribution system administrator is ultimately responsible for the security of the data and is therefore responsible for backing up the system. This task may be automated or delegated, but you should follow up to be certain of data integrity and accuracy. Depending upon the site’s configuration, a schedule should be put in place for backing up the document storage server (such as DiskXtender) as well.


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Database MaintenanceDepending on the database you are using, you may need to perform the following maintenance procedures on a regular basis:

◆ Perform a database backup before reintegrating a new AppXtender Distribution Media.

◆ Perform a database backup before removing an AppXtender Distribution volume using AppXtender Distribution Volume Management Wizard.

◆ Include database backups in the regular system backup schedule.

◆ Periodically check that there is sufficient available hard drive space on the database server.

◆ Periodically rebuild indexes and check for database corruption using the tools provided for your database, such as SQL Server's database consistency checker (DBCC), in order to optimize database performance.

For more information on the maintenance required for your database, refer to the documentation provided with your database software.

Hardware Maintenance

Along with the standard computers and printers, a variety of other hardware can be used with AppXtender Distribution and AppXtender, including scanners, fax equipment, optical drives, and libraries. You should be familiar with any hardware used in conjunction with the system since these components significantly influence the performance of the system. Maintenance contracts from hardware vendors are strongly suggested.




Software MaintenanceThe AppXtender Distribution system administrator upgrades the AppXtender Distribution system as needed. This may include installing service releases to products or upgrading when a new product comes out.

If users on your system are using AppXtender, you should also monitor the need for additional functionality. The following table describes examples of modules that can be added to the system, and suggests a reference for more information on each. The documents mentioned can be obtained from your sales representative.

Helping Users

The system administrator is the first point of contact for all questions pertaining to the AppXtender Viewer and AppXtender system. You should be prepared to troubleshoot and provide instructions on how to operate the system. You should familiarize yourself with the ApplicationXtender Media Distribution Viewer Guide, and if users on your system are using AppXtender, the ApplicationXtender User Guide.

Table 2 Additional Modules

Function Module For more information, refer to

Ability to search the full text of a document Full-text indexing ApplicationXtender Technical Notes

Automated storage management DiskXtender® DiskXtender Technical Product Overview

Batch scanning and indexing Image Capture ApplicationXtender Technical Notes

Conversion of images to text OCR ApplicationXtender Technical Notes

Web access to AppXtender documents Web Access Web Access Technical Notes


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Documentation MaintenanceAs part of assisting users, the system administrator stocks updated software documentation. This includes the ApplicationXtender Media Distribution Viewer Guide (which can be found in PDF format on your AppXtender Distribution Database Reintegration installation Media, in the /DOCUMENTATION directory), the ApplicationXtender Installation Guide, the ApplicationXtender User Guide, the ApplicationXtender System Guide, and AppXtender online help, which are updated with every new release. Manuals for any other software and hardware used with the system should be included as well, such as word processing, spreadsheet, printer, or scanner guides. By providing easy access to this information, you encourage more efficient use of AppXtender Viewer and of AppXtender.

Data Storage Server MaintenanceIf AppXtender Distribution Media are stored on a data storage server (such as DiskXtender), media copies are suggested to ensure complete system integrity. Copies should be updated on a scheduled basis and stored off-site or in a fire-resistant area.



2Installing AppXtender

Distribution

This section describes how to install the AppXtender Distribution Database Reintegration module.

◆ Introduction ........................................................................................ 38◆ Software Requirements ..................................................................... 39◆ Installing AppXtender Distribution ................................................ 41◆ Upgrading AppXtender Distribution ............................................. 48

Installing AppXtender Distribution 37

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Installing AppXtender Distribution


IntroductionThe ApplicationXtender Media Distribution Database Reintegration Wizard (AppXtender Distribution) allows you to reintegrate a read-only database from an AppXtender Distribution Media to a centralized database. If you have a AppXtender Distribution Workstation license, you can reintegrate to a database accessible from a single workstation. If you have a AppXtender Distribution Server license, you can reintegrate to a networked database that multiple users can access (with the proper AppXtender Desktop licenses).

CAUTION!You cannot install AppXtender Distribution on the same computer as AppXtender. If AppXtender is installed on your computer, you must remove it prior to running the AppXtender Distribution setup wizard.

The AppXtender Distribution installation process follows standard Windows setup wizard rules, with prompts that guide you through the installation process. Within the setup wizard, the Next button allows you to proceed to the next page, while the Back button allows you to return to the previous page. You can cancel the installation by clicking Cancel.




Software RequirementsThe following sections describe the software requirements for AppXtender Distribution. Refer to the ApplicationXtender Release Notes for specific versions of supported software.

AppXtender

If you already have AppXtender on your system, you can reintegrate to an existing AppXtender database. However, you must upgrade to the most current version of AppXtender before reintegrating.

If you are using AppXtender Distribution Server, users on your system can access the reintegrated database through AppXtender if you have sufficient AppXtender licenses. However, those users must use the most current version of AppXtender to connect to the database.

For more information on upgrading AppXtender or for AppXtender minimum requirements, refer to the ApplicationXtender Desktop Installation Guide.

Third-party Components

During the AppXtender Distribution installation processes, you may be required to install third-party components. If such a component is missing from your computer, AppXtender Distribution installs it when setup begins and may require you to restart your computer after it has completed setup for that component.

CAUTION!When prompted to restart your system, you must restart it. The installation will not proceed successfully unless you do so.

Refer to the ApplicationXtender Release Notes for specific versions of supported third-party components.

Software Requirements 39

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Preinstallation Configuration RequirementsThere are preinstallation requirements that must be setup before you can use AppXtender Distribution to reintegrate a database. The following table lists the configuration that is necessary and refers you to the relevant topic in this Guide for more information.

Table 3 Preinstallation Configuration Requirements

CAUTION!If you are going to be reintegrating to an existing AppXtender database and have been using a version of AppXtender earlier than AppXtender 6.0, you must upgrade to AppXtender 6.0 prior to using the AppXtender Distribution. For information on upgrading AppXtender, refer to the ApplicationXtender Installation Guide for that version.

License ServerYou must install License Server on a machine accessible to all AppXtender Distribution and AppXtender or AppXtender Viewer users and enter appropriate licenses for each software module. You configure the location of the License Server using AppXtender Admin, AppXtender Distribution.

Each of the viewing modules (AppXtender Viewer or AppXtender Desktop) should use a data source that points to the reintegrated database. For more information about configuring data sources, refer to “AppXtender Distribution Data Sources.” For more information about setting up a connection to the License Server, refer to “Configuring Licensing.” For more information on adding licenses to the License Server, refer to "Licensing ApplicationXtender Products" in the ApplicationXtender Core Components Administrator’s Guide.

Required Configuration For More Information, refer to

Create an AppXtender Distribution data source “AppXtender Distribution Data Sources”

Add an AppXtender Distribution license "Licensing ApplicationXtender Products," ApplicationXtender Core Components Administrator’s Guide

Specify the License Server location “Specifying the License Server Location”




Installing AppXtender DistributionTo install AppXtender Distribution, you must obtain the installation files, install third-party components (if not previously installed), and run the setup wizard. The AppXtender Distribution installation process follows standard Windows setup wizard rules, with prompts that guide you through the installation process.

As applicable, the Next button allows you to proceed to the next page, while the Back button allows you to return to the previous page. You can cancel the installation by clicking Cancel.

Starting Setup

To begin the setup process:

1. Close all open applications.

CAUTION!You cannot install AppXtender Distribution on the same computer as AppXtender; if AppXtender is installed on your computer, you must remove it prior to running the AppXtender Distribution setup wizard.

2. Obtain the installation files for AppXtender Desktop. Your choices are:

• Download the AppXtender Distribution_6.0.xxx.zip file from the EMC download center at http://Powerlink.EMC.com to a temporary directory on your computer. Extract the installer zip file to the temporary directory. If you download multiple products, download all of them to the same temporary directory.

• Insert the disk containing the AppXtender Distribution setup files into your media drive.

3. In the temporary directory or media drive, navigate to and double-click the AppXtender Distribution executable file.

Note: When you double-click the executable file to start the AppXtender Distribution setup wizard, the wizard determines whether essential third-party components are installed. Refer to the ApplicationXtender Release Notes for specific versions of supported components.



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4. If the required components are not installed, you are prompted to install them. When all required third-party components are installed, the Welcome page appears.

Figure 4 Welcome Page

5. Click Next. The License Agreement page appears.




Figure 5 License Agreement Page

You must read and accept the software license agreement to continue the setup process.

6. Read the License Agreement.

Note: If you do not accept the terms of the license agreement, click Cancel to terminate the installation.

7. After reading the License Agreement, click the I accept the terms in the license agreement option. The Next button becomes available. Click Next. The Customer Information page appears.


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Figure 6 Customer Information Page

The Customer Information page is for the entry of the User information for the machine on which it is being installed. The fields are populated with the default settings it finds. You can change these settings.

8. Accept the default or enter a different User Name.

9. Accept the default or enter a different Organization.

10. Select one of the options that are listed under the "Install this application for:" section to specify who can use this application on the computer.

• If you select the top option, anyone who is using the computer has permission to use this application.

• If you specify the bottom option, only the user name specified above has permission.

11. Click Next. The Destination Folder page appears.




Figure 7 Destination Folder Page

The Destination Folder page allows you to customize the AppXtender Distribution installation directory (the destination folder). By default, it installs to C:\Program Files\XtenderSolutions\Content Management, but you can change the destination folder from this page.

If you want to specify a different destination folder, then click Change, choose the directory you want to use, and then click OK. You are returned to the Destination Folder Page.

12. Click Next. The Ready to Install the Program page appears.


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Figure 8 Ready to Install the Program Page

13. Click Install. The selected components are installed. Wait for the installation process to finish. This may take several minutes. When the installation is complete, the Installation Complete page appears.




Figure 9 Installation Complete Page

14. Click Finish. If the computer must be restarted, a message prompt appears. Select Restart.

Note: It is recommended that you restart your system when prompted to do so by AppXtender Distribution. Otherwise, conflicts may occur.

The following AppXtender Distribution components are now installed on your computer:

• Application Generator

• Data Source Selector

• Database Reintegration Wizard

• Volume Management


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Upgrading AppXtender DistributionIf you have an old version of AppXtender Distribution and AppXtender on your system, you must use the following procedure to upgrade.

To upgrade AppXtender Distribution:

1. Upgrade AppXtender. For instructions, refer to the ApplicationXtender Desktop Installation Guide.

2. Uninstall the old version of AppXtender Distribution. For instructions, refer to the Uninstalling Database Reintegration chapter in the ApplicationXtender Media Distribution Database Reintegration Wizard Administrator’s Guide.

3. Install the new version of AppXtender Distribution. For instructions, refer to “Installing AppXtender Distribution.”



3AppXtender Distribution

Data Sources

This section describes how to manage data sources within AppXtender Distribution.

◆ Data Source Management Concepts ............................................... 50◆ Viewing Existing Data Sources ........................................................ 52◆ Locating a Data Source...................................................................... 53

AppXtender Distribution Data Sources 49

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AppXtender Distribution Data Sources


Data Source Management ConceptsA concept central to the use of AppXtender Distribution is the management of data sources. A data source is a composite of the database where an application stores information and the data provider used by the application (or consumer) to access the data.

The tables of index and application information that form applications are stored in databases. These databases are accessed through OLE DB data providers.

A database is a collection of data tables of a particular database format (Microsoft SQL Server or Oracle, for example). Like AppXtender, AppXtender Distribution uses databases to store application information. When an application is created, details such as the field definitions and security information are stored in database tables. When documents are added to an application, index information is stored in a table, as are the pointers to the location of the documents.

OLE DB is a programming interface for accessing data and is a fundamental building block for storing and retrieving data using Microsoft Data Access Components (MDAC). OLE DB provides flexible data architecture that offers applications like AppXtender Distribution efficient access to databases.

Data is accessed through OLE DB data providers. Data providers are installed on your workstation with some operating systems and their service packs or with MDAC. If MDAC has not already been installed on your workstation, it is installed when you run the AppXtender Distribution setup wizard. MDAC installs data providers for SQL Server, Oracle, and ODBC. The Microsoft OLE DB Provider for ODBC Drivers provides access to Microsoft Access.

A data source is the means by which AppXtender Distribution accesses data from a database. When a data source is located, an OLE DB data provider is configured to access the data source. All of these characteristics in combination – the data storage location, format of the stored data, and data provider used to access the data – comprise the data source.




In order to use OLE DB, three components are required:

◆ An OLE DB consumer (AppXtender Distribution, AppXtender Viewer, or AppXtender)

◆ An OLE DB data provider (installed with MDAC)

◆ A DBMS server (Microsoft SQL Server or Oracle, for example)

Because AppXtender Distribution supports OLE DB, it can use many different databases. However, not all OLE DB data providers are certified for use with AppXtender Distribution. Refer to the ApplicationXtender Release Notes for specific versions of supported databases.

After running the AppXtender Distribution setup wizard, you must configure the data source that AppXtender Distribution will use. You can locate data sources using the AppXtender Data Source Selector component that is installed when you install AppXtender Distribution.

The following topics describe how to view, locate, modify, and remove AppXtender Distribution data sources:

◆ “Viewing Existing Data Sources”

◆ “Locating a Data Source”

Data Source Management Concepts 51

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Viewing Existing Data SourcesExisting AppXtender Distribution data sources can be viewed from the AppXtender Data Source Selector.

To view existing AppXtender Distribution data sources:

◆ From the Windows Start menu, select Programs and then AppXtender Distribution.

◆ From the AppXtender Distribution program group, select AppXtender Data Source Selector.

The AppXtender Data Source Selector dialog box appears.

Figure 10 Data Source Selector Dialog Box

In addition to viewing currently available data sources, from this dialog box, you can locate other data sources, select a default data source, show or hide additional data sources, or change the default to a different data source.




Locating a Data SourceThis topic contains information on locating and managing AppXtender Distribution data sources. For details, refer to the following information:

◆ “Using Microsoft SQL Server with AppXtender Distribution”

◆ “Using Oracle with AppXtender Distribution”

◆ “Using Microsoft Access with AppXtender Distribution”

Note: If you are using AppXtender Distribution with AppXtender and have ApplicationXtender Administrator installed for your data source group, follow the instructions in the ApplicationXtender Core Components Administrator’s Guide to locate and modify data sources and use the Data Source Selector installed with AppXtender Desktop to locate the data sources. If you are using AppXtender Distribution with the AppXtender Viewer, follow the instructions in this guide to locate data sources using the AppXtender Distribution AppXtender Data Source Selector.

Note: AppXtender Distribution 4.60 and later databases cannot be used with versions of AppXtender earlier than AppXtender 4.60. Workstation upgrades should be planned with this in mind. If you plan to keep some workstations on an earlier version of AppXtender during a transitional period, you should create a separate AppXtender database for the upgraded workstations. This is because AppXtender Distribution 4.2 and later will upgrade databases when they are opened in AppXtender Application Generator. For example, AppXtender Distribution users could use a AppXtender Distribution database named Xtender while any remaining AppXtender 4.1 users connect to an empty database named AppXtender Distribution.

Locating a Data Source 53

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Using Microsoft SQL Server with AppXtender DistributionMicrosoft SQL Server is a multi-user relational database management system that is capable of supporting hundreds of simultaneous users. (For more information about SQL features, refer to Microsoft SQL Server documentation.)

Once you have installed and configured SQL Server, you can locate a data source that uses the AppXtender Distribution database. Creating a data source provides AppXtender Distribution with the information it needs to use the SQL database.

Note: This procedure must be performed on each AppXtender or AppXtender Viewer workstation you want to connect to the SQL database.

CAUTION!If you are using AppXtender Distribution with AppXtender and have AppXtender Admin installed for your data source group, follow the instructions in the ApplicationXtender Core Components Administrator’s Guide to create and modify data sources, and use the AppXtender Data Source Selector to locate the data source on the AppXtender Distribution machine.

If you are using AppXtender Distribution with AppXtender Viewer, follow these instructions to locate data sources.

To locate an SQL Server data source in AppXtender Distribution:

1. From the Windows Start Menu, select Run. The Run dialog box appears.

2. In the Open text box of the Run dialog box, type C:\Program Files\XtenderSolutions\Content

Management\AexDSSelector.exe /RX where the file path represents your installation directory.

3. Click OK. The AppXtender Data Source Selector dialog box appears.





4. Click Locate. The Data Link Properties dialog box appears with the Connection tab revealed.

Figure 12 Data Link Properties Dialog Box - Connection Tab

5. Click the button to the right of the Select or enter a database name field. The Select Access Database dialog box appears.


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Figure 13 Select Access Database Dialog Box

6. Navigate to the file for the database you want to access and select the file.

7. Click Open. The Select Access Database dialog box closes. On the AppXtender Data Source Selector Connection tab, the path to the selected database appears in the Select or enter database name field.

8. In the User name text box, type the user name of the user who is authorized to log on to the database (for example, sysop).

9. Verify that the Blank password check box is selected. If not, click to select the check box.

10. To test the connection between AppXtender Distribution and the specified database, click Test Connection.

If the path to the database is entered correctly, a Test connection succeeded message should appear.

11. Click OK to clear the message.




12. On the Data Link Properties dialog box, click the Provider tab to reveal the tab contents.

Figure 14 Data Link Properties Dialog Box - Provider Tab

13. From the list box, select Microsoft OLE DB Provider for SQL Server.

14. Click OK to save the setting and close the Data Link Properties dialog box.

The Data Source Selector dialog box appears, with the name of the selected database in the list box.


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Figure 15 Selected Data Source Added to List Box

15. To make that data source the default for the workstation, in the list box, double-click the data source entry. A white check mark on a black background appears to the left of the data source name.

Figure 16 Data Source Selected as Default

16. Click OK or Apply. The Data Source Selector dialog box closes.

Note: Click OK to save the setting and close the dialog box. Click Apply if you want to save the setting without closing the dialog box.

Once you set a data source as default, from the ApplicationXtender Media Distribution menu (Start > Programs > ApplicationXtender Media Distribution), select Application Generator, and begin configuring the applications, users, and groups for that database.




Using Oracle with AppXtender DistributionAppXtender Distribution is certified with the Microsoft OLE DB Provider for Oracle that is installed with Microsoft Data Access Components (MDAC). If MDAC is not installed on your workstation, the AppXtender Distribution setup wizard installs it.


If you are using AppXtender Distribution with AppXtender Viewer, follow these instructions to set up data sources.

This topic outlines the steps necessary to install and configure Oracle for NT for use with AppXtender Distribution. For complete information, refer to the Oracle documentation.

To use Oracle with AppXtender Distribution:

1. Install Oracle Client. For instructions, refer to “Installing Oracle Client.”

2. Configure Oracle Client. For instructions, refer to “Configuring Oracle Client.”

3. Locate an Oracle data source in the AppXtender Data Source Selector dialog box. For instructions, refer to “Locating an Oracle Data Source in AppXtender Distribution.”

Installing Oracle Client

You must install the Oracle Client on each client workstation.

To use Oracle with AppXtender Distribution:

1. Specify Oracle Home. Oracle Home is the physical location where Oracle files will be installed.

2. If you have installed Oracle 9i, select Oracle 9 Client as the product to be installed. All components will be installed when this option is selected.


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If you have installed Oracle 10g, select Oracle 10 Client as the product to be installed. All components will be installed when this option is selected.

3. Specify whether an application user or a database administrator will use the workstation.

4. When applicable for your version of Oracle, select SQL *Net protocol adapters.

Configuring Oracle Client

Each version of Oracle has two network interfaces that allow Oracle tools running on network workstations and servers to access, modify, share, and store data on other servers. Both components guide you throughout the configuration of the network environment. The names of these two components have changed over time, as shown in the following table:

Note: Refer to the ApplicationXtender Release Notes for versions of supported databases.

To set up AppXtender Distribution data sources for Oracle databases, you must install one of these components on each client workstation and use it to configure the client workstation. For more information, refer to the following topics:

◆ “Configuring Net Manager”

◆ “Configuring Net Configuration Assistant”

Configuring Net ManagerWhen using Net Manager to configure the client workstation, use the following procedure.

To configure Net Manager:

1. Create a Net Service Name. (This is the server name that you will specify when you locate an AppXtender data source.)

2. Choose the network protocol to be used when connecting to a remote database.

Table 4 Oracle Client Configuration Components

Oracle Version Tree View Wizard

Oracle 8i (8.1.7) Net8 Assistant Net8 Configuration Assistant

Oracle 9i (9.2.01) and 10g (10.1.0.2.0) Net Manager Net Configuration Assistant




3. Specify the name of the computer where the server (host) database is located.

4. Type a service name. This is used to request a connection to a remote database.

5. Test the connection.

Note: The default user name and password provided by Oracle for this test may need to be replaced with account information for a valid AppXtender user.

Configuring Net Configuration AssistantWhen using Net Configuration Assistant to configure the client workstation, use the following procedure.

To configure Net Configuration Assistant:

1. Indicate that you want to perform a local net service name configuration.

2. Indicate that you want to add a new service.

3. Specify the service name. (The service name of a database is always that same as its global database name.)

4. Choose the network protocol to be used when connecting to a remote database.

5. Specify a host name. (This is the computer where the Oracle database resides.)

6. Test the connection.

Note: The default user name and password provided by Oracle for this test may need to be replaced with account information for a valid AppXtender user.

7. Type a service name. (This is the server name that you will specify when you create an AppXtender data source.)


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Locating an Oracle Data Source in

AppXtender Distribution

Once you have installed and configured Oracle, you can locate a data source that incorporates the database where you will store your AppXtender Distribution applications. Creating a data source provides AppXtender Distribution with the information it needs to use the database.



To locate an Oracle data source in AppXtender Distribution:

1. From the Windows Start Menu, select Run. The Run dialog box appears.

2. In the Open text box of the Run dialog box, type C:\Program Files\XtenderSolutions\Content





6. Navigate to the file for the database alias you configured in the SQL*Net or Net8 Oracle client.











13. From the list box, select Microsoft OLE DB Provider for Oracle.

Note: Oracle ODBC drivers from Microsoft or Oracle are not recommended for the creation of an Oracle Data Source in AppXtender Distribution Database Reintegration.







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Using Microsoft Access with AppXtender DistributionAppXtender Distribution is certified with Microsoft OLE DB Provider for ODBC Drivers.

This topic outlines the steps necessary to use Microsoft Access with AppXtender Distribution. For complete information, refer to the Microsoft documentation.



To use Microsoft Access with AppXtender Distribution, first follow the instructions provided by Microsoft to install and configure Microsoft Access. Then you can to locate a Microsoft Access data source in the AppXtender Data Source Selector dialog box. For instructions, refer to “Locating an MS Access Data Source in AppXtender Distribution.”

Locating an MS Access Data Source

in AppXtender Distribution

Once you have installed and configured Microsoft Access, you can locate a data source that incorporates the database where you will store your reintegrated AppXtender Distribution applications. Locating a data source provides AppXtender Distribution with the information it needs to use the database.






To create a Microsoft Access data source in AppXtender Distribution:

1. From the Windows Start menu, select Run.

2. In the Open text box of the Run dialog box, enter C:\Program Files\XtenderSolutions\Content





6. Navigate to the file for the Microsoft Access data source that you created.








13. From the list box, select Microsoft OLE DB Provider for ODBC Drivers.


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Note: Oracle ODBC drivers from Microsoft or Oracle are not recommended for the creation of an Oracle Data Source in AppXtender Distribution.








4Configuring


This section describes how to configure before reintegrating the databases.

◆ Specifying a Default Data Source .................................................... 68◆ Specifying Multiple Data Sources.................................................... 70◆ AppXtender Application Generator Basics.................................... 72◆ Configuring Licensing....................................................................... 77◆ Using Audit Trails.............................................................................. 81◆ Adding AppXtender Distribution Media to DiskXtender ........... 96

Configuring AppXtender Distribution 67

68

Configuring AppXtender Distribution


Specifying a Default Data SourceApplicationXtender Data Source Selector (AppXtender Data Source Selector) is the ApplicationXtender Media Distribution module that allows you to set a data source as default for the AppXtender Distribution system. This setting determines which data source is in use for ApplicationXtender Application Generator (AppXtender Application Generator).

Note: For instructions on locating a AppXtender Distribution data source, refer to “AppXtender Distribution Data Sources.”

To set a data source as default:

1. From the Windows Start menu, select Programs and then AppXtender Distribution.

2. From the AppXtender Distribution menu, select AppXtender Data Source Selector. The AppXtender Data Source Selector dialog box appears.


3. To set a data source as the default, in the list box, double-click the data source. A white check mark on a black background appears next to the data source to indicate that it is the default.




Figure 18 Default Data Source Selected

4. Click OK or Apply. (OK saves your changes and closes the dialog box. Apply saves your changes without closing the dialog box.)

Note: Changes do not take effect until you click OK or Apply.

Specifying a Default Data Source 69

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Specifying Multiple Data SourcesIf you have multiple data sources configured in AppXtender Data Source Selector, you can designate multiple data sources to be viewed within AppXtender Viewer or AppXtender. This allows users to view applications from all applicable data sources during a single session.

Note: Even if multiple data sources are designated for viewing within AppXtender Viewer, only the data source designated as the default data source can be edited using AppXtender Application Generator.

To configure multiple data sources to be viewed in AppXtender Viewer:

1. From the Windows Start menu, select Programs and then AppXtender Distribution.

2. From the AppXtender Distribution program group, select AppXtender Data Source Selector. The AppXtender Data Source Selector dialog box appears.


3. Select the data source that you want to use as the default (this is the data source opened by AppXtender Application Generator) and click Set as Default. A white check mark on a black background ( ) appears next to it.




Figure 20 Default Data Source Selected

4. Select the data source you want to be viewable within AppXtender Viewer (in addition to the default data source), click Show/Hide. A black check mark appears next to the data source to indicate it can be viewed, but is not the default.

Figure 21 Default Data Source and Viewable Data Source Selected

5. Repeat the previous step for each data source you want to be accessible within AppXtender Viewer.

6. Click OK or Apply. (OK saves your changes and closes the dialog box. Apply saves your changes without closing the dialog box.)

Note: Users can log into only those data sources for which they have a user account. For more information on creating a user account in a data source, see “Creating a User.”

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AppXtender Application Generator BasicsAppXtender Application Generator is the AppXtender Distribution module where security administration and application maintenance is done. AppXtender Application Generator is used to maintain user and group information, delete applications if necessary, and maintain the system's License Server location specification.

The following topics explain the basics of starting AppXtender Application Generator and familiarizing yourself with its interface.

◆ “Starting AppXtender Application Generator”

◆ “Recognizing AppXtender Application Generator Toolbar Buttons”

◆ “Hiding and Showing the Toolbar and Status Bar”

The rest of this guide provides details on AppXtender Application Generator’s features and other AppXtender Distribution system administrative duties.

Starting AppXtender Application Generator

To start AppXtender Application Generator:

1. From the Windows Start menu, select Programs and then ApplicationXtender Media Distribution.

2. From the ApplicationXtender Media Distribution menu, select Application Generator. The Login to <Data Source Name> dialog box appears.

Figure 22 Login to <Data Source Name> Dialog Box

3. In the User Name text box, type an administrative user name that is valid for the default data source.




• If this is the first login of a new AppXtender Distribution system, use the default user name for the system administrator: SYSOP.

• If an administrative account has been created for the default data source, enter the user name for the admin account. If the system is using the Windows security provider, precede the user name with a domain and a backslash. For the “rxadmin” user on the “CM” domain, for example, you would type CM\rxadmin.

4. In the Password text box, type the password for the user name you entered.

If this is the first login of a new AppXtender Distribution system, use the default password for the system administrator: xscm.

Note: The SYSOP user account has full privileges and cannot be deleted or modified. For security reasons, you should change the password for this account to prevent administrative access by unauthorized users.

5. Click Login.

6. If this is the first time you are logging into a new AppXtender Distribution system, the Security Provider dialog box appears.

Figure 23 Security Provider Dialog Box

7. If the Security Provider dialog box appears, select either CM Security or Windows Security. For a comparison of the two security providers, refer to “Security Providers”.

8. Click OK.

When you click OK and the login is successful, the AppXtender Application Generator window opens. A tree structure appears on the left side and a blank data entry view appears on the right side.

AppXtender Application Generator Basics 73

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Figure 24 AppXtender Application Generator Window at Login

The AppXtender Application Generator tree structure on the left contains six nodes: Applications, Users, Groups, Annotation Groups, License Server, and Audit Trail. Nodes with a plus sign (+) to the left can be expanded by clicking the plus sign (+) or double-clicking the node itself.

• When you expand the Applications node, a list of the applications that have been created for your system appears.

• When you expand the Users node, a list of the users that have been created for your system appears.

• When you expand the Groups node, a list the groups that have been created for your system appears.

• When you expand the Annotation Groups node, a list of the annotation groups that have been created for your system. appears.

When you click an item in one of the lists (such as a user name in the Users list) or click the License Server or Audit Trail nodes, AppXtender Application Generator displays relevant information in the form of a tabbed dialog box in the data entry view to the right.




Recognizing AppXtender Application Generator Toolbar ButtonsThe AppXtender Application Generator toolbar provides point-and-click access to application and user and group security commands. AppXtender Application Generator uses buttons to make accessing features and commands more convenient.

Note: As you move the mouse over each toolbar button, a brief description of the button function appears in the status bar at the bottom of the window.

The following table lists the buttons on the AppXtender Application Generator toolbar and briefly describes the function of each:

Table 5 AppXtender Application Generator Toolbar Buttons

Button Description

Select to add a new application.

Select to add a new user.

Select to create a new group.

Select to create a new annotation group.

Select to delete the selected application.

Select to delete the selected user.

Select to delete the selected group.

Select to delete the selected annotation group.

Select to see domains for imported users and groups.

Select to display the About ApplicationXtender Application Generator dialog box.

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Hiding and Showing the Toolbar and Status BarWhen you start AppXtender Application Generator the first time, by default, the toolbar and status bar appear in the window. If preferred, you can hide the toolbar, the status bar, or both from view.

To hide the toolbar from view:

◆ From the View menu, select Toolbar. The check mark clears from beside the menu item and the toolbar disappears.

To show the toolbar:

◆ From the View menu, select Toolbar. A check mark appears beside the menu item and the toolbar appears.

To hide the status bar:

◆ From the View menu, select Status Bar. The check mark clears from beside the menu item and the status bar disappears.

To show the status bar:

◆ From the View menu, select Status Bar. A check mark appears beside the menu item and the status bar appears.




Configuring LicensingYou need a license to run the AppXtender Distribution Wizard and reintegrate databases from Media. Each user can either use AppXtender Viewer (no license is required) or have an AppXtender Desktop license to attach to the reintegrated database and view documents.

Selecting an AppXtender Distribution Package

AppXtender Distribution allows you to reintegrate to either a network or single workstation database to make content from AppXtender Distribution Media available to several users. To access data from a reintegrated database, each user can either use AppXtender Viewer or have an AppXtender Desktop license. AppXtender Desktop licenses can be purchased separately from AppXtender Distribution, in conjunction with the purchase of an AppXtender Distribution license.

Specifying the License Server Location

To license your AppXtender Distribution installation, you must configure the License Server location in AppXtender Application Generator.

The License Server node in AppXtender Application Generator allows you to specify the name of the License Server for all of the AppXtender Distribution workstations that access the database.

The first time you access a database, you must specify the name of the License Server for that database. This configuration is necessary only once for each database. When you specify the name of the License Server, the name is stored in the database. For each subsequent workstation that accesses the same database, the License Server node automatically displays the License Server name stored in the database.

Once the name of the License Server if specified in the Network License Server Information section, changing that entry for one workstation changes it for every workstation accessing the database.

Configuring Licensing 77

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Note: You must purchase and enter a license file for AppXtender Distribution on the License Server that you point to from the License Server node. For information on obtaining and entering license files, refer to "Licensing ApplicationXtender Products" in the ApplicationXtender Core Components Administrator’s Guide.

If any license groups have been created in the License Server, you can also use the License Server node in AppXtender Application Generator to specify their use for AppXtender Distribution workstations or AppXtender Distribution databases.

To access the License Server tab:

1. Start AppXtender Application Generator. For instructions, refer to “Starting AppXtender Application Generator.”

2. In the AppXtender Application Generator window, on the left, click the License Server node. The License Server tab appears in the right pane.

Figure 25 AppXtender Application Generator – License Server Tab

The License Server tab consists of two sections: Network License Server Information and Workstation License Server Information.




Specifying Network License Server

Information

The Network License Server Information section of the License Server tab is used to identify and map to the computer where the License Server is installed, as well as to identify the license group associated with the AppXtender Distribution database that you are logged into. There are three text boxes in which to enter this information: Network Transport, Network Address, and License Group.

To specify network license server information:

1. From the Network Transport drop-down list, select TCP/IP.

2. In the Network Address text box, type the IP address where the License Server is installed, or if the computer has name resolution selected, the computer name where the License Server is installed. If using a clustered environment, network addresses for each computer in the cluster must be entered in a semi-colon separated string, for example: server1;server2;server3. You must use an odd number of servers (1, 3, 5, etc.) as AppXtender does not support two license server nodes in a cluster configuration.

3. If you want all users that log into the current default database to use licenses from a particular license group, in the License Group text box under Network License Server Information, enter the name of the license group.

Note: For information on the interaction of license group settings, refer to “License Groups.” For more information on configuring license groups, refer to "Licensing ApplicationXtender Products" in the ApplicationXtender Core Components Administrator’s Guide.

Configuring Licensing 79

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Specifying Workstation License

Server Information

If you want to use a secondary License Server, you can specify workstation license server information by entering information in the Workstation License Server Information section of the dialog box.

CAUTION!The values in the Workstation License Server Information section override the values in the Network License Server Information section.

To specify workstation license server information:

1. From the Network Transport drop-down list, select TCP/IP.

2. In the Network Address text box, type the IP address where the License Server is installed, or if the computer has name resolution selected, the computer name where the License Server is installed. If using a clustered environment, network addresses for each computer in the cluster must be entered in a semi-colon separated string, for example: server1;server2;server3. You must use an odd number of servers (1, 3, 5, etc.) as AppXtender does not support two license server nodes in a cluster configuration.

3. If you want all users that log into the current workstation to use licenses from a particular license group, in the License Group text box under Workstation License Server Information, enter the name of the license group. (Even if the Workstation License Server is not used, a license group can still be entered for the workstation.)

Note: For information on the interaction of license group settings, refer to “License Groups.” For more information on configuring license groups, refer to "Licensing ApplicationXtender Products" in the ApplicationXtender Core Components Administrator’s Guide.




Using Audit TrailsThe AppXtender Application Generator audit trail capability allows you to track user activities on a global or application basis. Auditable events, such as the use of documents, document pages, and queries, can be tracked for all applications or for a single application. Each option in the Audit Trail tab represents one audit event.

Global audit trail options can be configured to track the creation, deletion, and modification of applications, users, and groups in AppXtender Application Generator. On the global Audit Trail tab, you can also select to track users logging into and out of AppXtender Viewer (or ApplicationXtender).

Figure 26 Global Audit Trail Options

In addition to tracking system-wide changes, you can use the global Audit Trail tab to configure default audit trail settings for user activities within applications. When you set options globally for user activities within applications, you set audit trail defaults for all applications.

Using check boxes located below the Audit Trail options list box, you can specify where to store the audit trail. When a user activity triggers an audit event, depending on which check boxes you select, details of the audit event are recorded in the database table in the

Using Audit Trails 81

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selected data source, in a log file (AXAUDIT.LOG) in a specified directory, or in both the database table and a log file.

Note: Only users with the User Security Maint privilege can modify global audit trail settings. To modify audit trail settings for individual applications, the user must have the Modify App privilege for that application.

When you turn on global Audit Trail functionality, AppXtender Application Generator automatically adds an Audit Trail tab to each application in the Applications node in the AppXtender Application Generator tree structure. This allows you to configure audit trail settings for individual applications.

Figure 27 Audit Trail Tab for Individual Application

CAUTION!When you enable or disable an auditing option on the Audit Trail tab for an individual application, for that application only, the application audit trail setting overrides the global setting for the same option.




From the application-level Audit Trail tab, you can access a legend dialog box.

Figure 28 Audit Trail Settings Legend Dialog Box

For more information on working with audit trails, refer to the following topics:

◆ “Starting an Audit Trail”

◆ “Configuring Audit Trail Settings”


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Starting an Audit TrailAudit trail functionality is accessed through AppXtender Application Generator’s tree structure. The default for the global Audit Trail option is off and no settings are checked.

Figure 29 Audit Trail Tab with the Audit Trail Turned Off

To start an audit trail:

1. From the AppXtender Application Generator tree structure, select Audit Trail. The global Audit Trail tab appears in data view to the right.

2. Click the Audit Trail check box to select it.




Figure 30 Global Audit Trail Tab with the Audit Trail Check Box Selected

With the exception of the Browse button, the global audit trail settings and command buttons become available. (The Browse button becomes available when you select the Log to the file located at check box located below the Audit Trail list box.)

3. Configure the audit trail settings. For more information, refer to “Configuring Audit Trail Settings.”

4. Click Apply to save your changes.

Note: If an application node is expanded in the tree structure, when you click Apply on the global Audit Trail tab, AppXtender Application Generator collapses the Applications node. When you open the Applications node again, you will find that AppXtender Application Generator has added an Audit Trail tab to each application in the tree structure.


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Configuring Audit Trail Settings

You can configure audit trails in two ways—globally for all applications or individually for each application.

Global audit trail settings are non-application specific settings that are applied to all applications. When you configure audit trail settings globally, all applications inherit the global audit trail settings as default settings.

You can override global audit trail settings for a particular application by accessing an application’s Audit Trail tab and selecting audit trail options specifically for that application. To configure audit trail settings for individual applications, however, you must first select the Audit Trail option on the global Audit Trail tab.

Note: The global Audit Trail option controls access to the Audit Trail options for individual applications. If the global Audit Trail option is not turned on, the Audit Trail tab for each application is not accessible. For instructions on turning on the global Audit Trail option, refer to “Starting an Audit Trail.”

For more information, refer to the following sections:

◆ “Understanding Global Audit Trails”

◆ “Understanding Audit Trail Options for Individual Applications”

Understanding Global Audit Trails

Global audit trail capability allows you to define specific global audit trail settings to audit activities both at the administrative level within AppXtender Application Generator and the user level within individual AppXtender Distribution applications.

In addition to specifying global audit trail settings on the global Audit Trail tab, you can specify where you want to store the audit log for all applications. Audit logs can be stored in a database table, a log file, or both a database table and a log file. The default is to a database table. The database table name is always AE_AUDIT. If you choose to log to a file, the file name is always AXAUDIT.LOG.

Note: You must have the User Security Maint privilege to modify global audit trail settings.

There are seven types of global audit trail settings – Application, User, Group, Queue, Generic Import Tools, License Server, and Create/Delete/Modify Annotation Groups.




Figure 31 Global Audit Trail Settings

The following table describes activities that can be tracked for each global audit trail setting group for each AppXtender Distribution component.

The specific information logged to the database table or audit trail log depends on the action being tracked. Some or all of the following information may be logged:

◆ The user name for the user performing the action (if the Windows security provider is in use, the domain name is also logged)

◆ The workstation ID for the workstation where the action is performed

◆ The workstation name for the workstation where the action is performed

◆ A time stamp indicating the time when the action is performed

◆ The event ID or event description for the action being performed

Table 6 Global Audit Trail Settings

AppXtender Distribution Component Tracked Information

AppXtender Distribution Login

Volume Management Wizard Login and deletion

AppXtender Viewer Login, view, and export


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◆ The application ID for the application where the action is performed (if applicable)

◆ The document ID for the document where the action is performed (if applicable)

◆ A status description for the action being performed

◆ The module where the action takes place

Configuring Global Audit Trail Settings

The process of configuring global audit trail settings involves selecting the global audit trail feature and then selecting the options you want tracked and logged.

To configure global audit trail settings:

1. From the AppXtender Application Generator tree structure, select Audit Trail. The global Audit Trail tab appears to the right in data view.

2. If you have not already done so, select the Audit Trail check box.

Figure 32 Global Audit Trail Feature Selected

3. Set global options on the global Audit Trail tab using either of the following methods:




• Select individual options in the Audit Trail tree by selecting the corresponding check box to the left of the option label. To cancel a selected option, click the check box to clear the check mark.

Note: For more information on the actions you can track in AppXtender Distribution, refer to “Using Audit Trails.”

• Use the command buttons to the right on the Audit Trail tab to simultaneously enable or disable auditing of actions in all AppXtender Distribution applications. The command buttons are described in the following table:

Each option you select on the global Audit Trail tab is audited for all applications. Any option that is not selected is not audited for any applications.

Table 7 Global Audit Buttons for Configuring All Applications

Button Description

Set Default When selected, the following settings are enabled: • Application→Create/Delete/Modify• Document→Delete• Index→Delete• Page→Delete• Version→Delete• Version→Annotate• Batch→Delete• Batch→Batch import/scan• Batch→Batch index• Batch Page→Delete• Query→Save• Query→Delete• User→Create/Delete/Modify• Group→Create/Delete/Modify

Clear All Disables any enabled audit event settings.

Select All Enables all audit event settings.


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Note: After setting the global audit trail options, if necessary, you can specify different options for individual applications. For more information, refer to “Understanding Audit Trail Options for Individual Applications.”

4. To specify when audit events should be logged, select at least one of the following:

• To log the audit events to the database table, leave the Log to the database table check box selected.

• To log the audit events to a log file, select the Log to the file located at check box. Enter the name of the directory where you want to store the log file in the Log to the file located at field. Be sure the location of the log file is shared in a way that provides access to all users.

Note: If you select to log audit events to a log file, all users must have write access to the log file path. For this reason, it is recommended that the path be on the network. If you set the log file write path to a local hard drive (for example, C:\TEMP or C:\LOG), a log file is written on each user’s local machine.

Note: Because all users already have access to the database server in order to access AppXtender Viewer or AppXtender, locating the log file on the database server is also recommended.

5. To automatically set the global audit trail settings for all applications, click Apply.

Understanding Audit Trail Options for

Individual Applications

Application level audit trail capability allows you to audit user activities for individual applications. From the Audit Trail tab for an application, you can also select where you want to store the audit log for that application. Audit logs can be stored in a database table, a log file, or both a database table and a log file. The default is to a database table. The database table name is always AE_AUDIT. If you choose to log to a file, the file name is always AXAUDIT.LOG.

There are five types of audit trail settings for individual applications—document, batch, query, ODMA operations, and tools.




Note: The global Audit Trail option controls access to Audit Trail options for individual applications. If the global Audit Trail option is not enabled, the Audit Trail option is not available at the application level.

By default, audit trail profiles for individual applications inherit settings from global audit trail options. When a global audit trail setting is modified on the global Audit Trail tab, the modification is reflected in the audit trail configuration for any application that has that option grayed out on the application’s audit trail tab.

If desired, you can override the global audit trail setting for any option from the Audit Trail tab for the individual application. Each time you select the check box for an option, the status of the option changes, as indicated by the appearance of the check box. The following table illustrates how the appearance of an option check box indicates the different status settings:

Note: To modify an application’s audit trail settings, the user must have the Modify App privilege on that application.

Table 8 Check Box Appearance and Corresponding Option Status

Check Box Appearance Option Status

This option is audited for the application based on the global audit trail setting for the option.

This option is not audited for the application based on the global audit trail setting for the option.

This option is audited for the application regardless of the global audit trail setting for the option.

This option is not audited for the application regardless of the global audit trail setting for the option.


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The following table describes the information that can be tracked for the individual applications:

The specific information logged to the audit trail log or table depends on the action being tracked. Some or all of the following information may be logged:

• The user ID or user name for the user performing the action (if the Windows security provider is in use, the domain name is also logged)

• The workstation ID for the workstation where the action is performed

• The workstation name for the workstation where the action is performed

• The time stamp indicating the time when the action is performed

• The event ID or event description for the action being performed

• The application ID for the application where the action is performed (if applicable)

• The document ID for the document where the action is performed (if applicable)

• The status description for the action being performed

• The module where the action takes place

Table 9 Application-level Audit Trail Settings

AppXtender Distribution Component Tracked Information

ApplicationXtender Media Distribution Database Reintegration Wizard Login and reintegration

Volume Management Wizard Login and deletion

AppXtender Viewer Login, view, and export




Configuring Audit Trail Options for a Single

Application

To configure audit trail settings for an individual AppXtender Distribution application:

1. From the AppXtender Application Generator Applications node, select the application you want to work with. The Audit Trail option is revealed in the list of application-level options.

Figure 33 Audit Trail Option for an Application in Applications Node

2. Select Audit Trail. The Audit Trail tab for the selected application appears to the right in data view.

Figure 34 Application Audit Trail Tab


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3. Using the following methods, select the desired options from the audit trail tree on the Audit Trail tab.

• To select individual options, click the check box until the check ‘‘‘‘‘‘‘‘‘‘‘‘‘‘‘‘‘‘box appears indicates the desired option status. (For information on determining the status of an option, refer to Table 8, “Check Box Appearance and Corresponding Option Status.”)

• Use the command buttons to the right on the Audit Trail tab to to simultaneously enable or disable auditing of actions in the selected application. Command button actions are described in the following table:

4. Specify at least one location in which to log audit events:

• To log the audit events to the AE_AUDIT database table, select the Log to the database table check box.

• To log the audit events to the AXAUDIT.LOG log file, select the Log to the file located at option. Enter the name of the directory where you want to store the log file.

Table 10 Application-level Audit Trail Tab Command Button Actions

Button Description

Set Default Click this button to set the audit trail settings for the application to match the default settings defined in the global Audit Trail tab. When an application’s audit trail settings are configured to match the global audit trail settings, whenever an option is enabled or disabled in the global audit trail settings, the change is reflected in the application’s audit trail settings.

Note: When you first open the Audit Trail tab for an application, all options are set to match the global audit trail settings.

Clear All Click this button to disable all audit trail options for an application. Note that when you use this button to clear all options, you remove the connection between the settings for this application and the global audit trail settings.

Select All Click this button to enable all audit trail options for an application. Note that when you use this button to enable all options, you remove the connection between the settings for this application and the global audit trail settings.

Legend Click this button to display the Audit Trails Legend dialog box. The legend explains how the appearance of each check box corresponds to the option status.




Note: If you select to log audit events to a log file, all users must have write access to the log file path. For this reason, it is recommended that the path be on the network.

CAUTION!If you set the log file write path to a local hard drive (for example, C:\TEMP or C:\LOG), a log file is written on each user’s local machine.

Note: Because all users already have access to the database server in order to access AppXtender Viewer or AppXtender, locating the log file on the database server is also recommended.

5. Click Apply to set the audit trail settings for the selected application.

Stopping the Auditing ProcessYou can stop the auditing process at any time. To do so, on the global Audit Trail tab, click the Audit Trail option check box to clear the check mark. When you disable the global audit trail, AppXtender Application Generator removes the Audit Trail option from the list of available options for each application in the Applications node.

Note: To disable the global Audit Trail option, you must have the User Security Maint privilege.


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Adding AppXtender Distribution Media to DiskXtenderIf you are planning to store your reintegrated AppXtender Distribution Media in DiskXtender (DX) for centralized access to the documents on the Media, you need to add the AppXtender Distribution Media to DX prior to reintegrating them.

To add AppXtender Distribution Media to DX:

1. If you have not configured the media service that controls the hardware device where the AppXtender Distribution Media will reside, do so. For information on creating media services, refer to the DiskXtender Getting Started Guide.

2. Insert each AppXtender Distribution Media into the hardware device managed by your media service.

3. Open the DX Administrator. For instructions, refer to “Opening the DX Administrator.”

4. Be sure you are connected to the DX computer that is configured to the media service controlling the hardware device where the AppXtender Distribution Media reside. This could be the local DX computer or a remote DX computer.

5. Create media folders for the AppXtender Distribution Media. For instructions, refer to “Creating Media Folders for the Media.”

6. Allocate the AppXtender Distribution Media to an extended drive. For instructions, refer to “Allocating the Media to an Extended Drive.”

7. Add the AppXtender Distribution Media to the media folder. For instructions, refer to “Adding the Media to the Media Folders.”

8. From the Service menu, select Exit to close the DX Administrator.

Note: Remember to share the created media folder with appropriate permissions to allow AppXtender Distribution or AppXtender Viewer to access the contents of the AppXtender Distribution Media.

Note: For detailed instructions on using DiskXtender, refer to the documentation that came with your DX system.




Opening the DX AdministratorThe DX Administrator allows you to configure media to be managed through DiskXtender. Managing AppXtender Distribution media through DiskXtender includes creating media folder(s), allocating the AppXtender Distribution Media to the extended drive(s) and adding the media to the media folder(s) as appropriate.

To open the DX Administrator:

1. On the DX computer, or on a computer where you can remotely administer the DX computer, open the Start menu.

2. From the Start menu, select Programs and then OTG DiskXtender.

3. From the OTG DiskXtender menu, select Administrator.

Creating Media Folders for the MediaOn the DX extended drive, you need to create a media folder for each AppXtender Distribution Media or set of AppXtender Distribution Media that contains database information. If, for example, you had a set of three spanned Media with the database for all three on the first Media, you would create a single media folder for all three Media. If, on the other hand, you had three spanned Media that each had their portion of the database on the Media, you would create a separate media folder for each Media.

To create the media folders that will contain the AppXtender Distribution Media:

1. In the tree view of the DX Administrator, right-click the extended drive where you want to create the media folder(s) that will contain the AppXtender Distribution Media and select Create Media Folder. The Create Media Folder dialog box appears.

2. Enter the name for the media folder. If you are creating more than one media folder for multiple AppXtender Distribution databases, be sure to enter a name that effectively describes the information/database on the Media and then click OK. The media folder is created and appears below the extended drive.

3. Repeat the above steps for each media folder you want to create.

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Allocating the Media to an Extended DriveTo allocate the AppXtender Distribution Media to an extended drive:

1. In the tree view of the DX Administrator, right-click the Available Media node of the extended drive on which you created the media folders that will contain the AppXtender Distribution Media media and select Allocate Media. The Allocate Media to Extended Drive wizard appears, starting with the Allocate Media to Extended Drive page.

2. Select the media service that controls the hardware device where the AppXtender Distribution Media are resident and then click Next. The Media List page appears, listing all media service media not yet allocated to an extended drive.

3. Select the AppXtender Distribution Media media you want to allocate to this extended drive. To select more than one piece of media in a sequential list, hold down <SHIFT> and click the first and last piece of media in the list. To select more than one piece of media in a non-sequential list, hold down <CTRL> and click each piece of media.

4. Click Next. The Summary Page appears.

5. Review the information in the Summary Page. If it is correct, click Finish. The selected media is allocated to the extended drive and now appears in the Original node of the Available media tree under the extended drive.

Adding the Media to the Media FoldersAfter you have created the media folders and allocated the Media to an extended drive, you can add the Media to the media folders.

CAUTION!Problems occur if you add the database files for more than one database to a single media folder. If you accidentally add more than one database to a single media folder, you must remove everything from the media folder and repeat the reintegration.




To add AppXtender Distribution Media to an AppXtender Distribution media folder:

1. In the tree view of the DX Administrator, right-click the Media node under the AppXtender Distribution media folder you created and select Add Media. The Add Media wizard appears, starting with the Select Media to Add page.

The Select Media to Add page lists all available media, including the AppXtender Distribution Media, that can be assigned. Notice that the Media Folder text box at the bottom is grayed out, but contains the media folder you selected.

2. Select the AppXtender Distribution Media you want to add and then click Add. The media folder appears to the right of the selected Media in the Media list.

3. Repeat for every Media you want to add to this folder.

4. When the media folder appears to the right of every Media you want to add to the media folder, click Next. The Media Restore page appears.

5. Set the appropriate restore options. For more information on restore options, refer to the DiskXtender Data Management Guide.

6. Once restore options have been set, click Next. The Summary page appears. The Summary page displays the Media that will be added to the media folder and the media restore options selected.

7. Review the information in the Summary page. If the Summary Page information is correct, click Finish. The Media are added to the media folder, and the file restore task is processed to restore files from the Media to the media folder on the extended drive.

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5Reintegrating a

Database

This section describes how to reintegrate a database.

◆ Introduction ...................................................................................... 102◆ Reintegrating an AppXtender Distribution Media ..................... 103◆ Reintegrating a Database with Saved Settings ............................ 109◆ Messages That Appear Upon Reintegration ................................ 110◆ Results of Reintegration .................................................................. 112

Reintegrating a Database 101

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Reintegrating a Database


IntroductionThe index information that organizes documents in AppXtender Distribution and AppXtender is stored in a database. When the system administrator creates an AppXtender Distribution Media, the ApplicationXtender Media Distribution Extraction Wizard copies all of the database information relating to the application that is being extracted. That information includes index values, application definitions, security settings, and other information. When the extract occurs, the AppXtender application information is copied to a read-only database. The system administrator then copies this database and all of the other information to a premaster directory. The contents of this directory is then copied to the AppXtender Distribution Media.

AppXtender Distribution allows you to reintegrate the information from the read-only database on the AppXtender Distribution Media to a centralized, writable database on a single workstation or the network.

CAUTION!If you reintegrate into a data source that is using Windows security, the users and groups that are reintegrated may lose their domain information and may be unusable.

For instructions on reintegration, refer to the following sections:

◆ “Reintegrating an AppXtender Distribution Media”

◆ “Reintegrating a Database with Saved Settings”

◆ “Messages That Appear Upon Reintegration”

◆ “Results of Reintegration”

Note: Only AppXtender 4.60 and higher can be used to connect to databases on AppXtender Distribution Media and reintegrated databases.




Reintegrating an AppXtender Distribution MediaThe AppXtender Distribution Wizard allows you to reintegrate AppXtender Distribution Media into a database.

Note: To use AppXtender Distribution to reintegrate AppXtender Distribution Media, your user profile must have the AppXtender Administrator and Migrate App privileges enabled.

Note: If you are reintegrating Media that will be stored in DiskXtender (DX), you must add the Media to DX first. Then you can reintegrate by entering the path to the media folder where the Media contents reside on the DX extended drive. Prior to running the integration, refer to “Adding AppXtender Distribution Media to DiskXtender” to add the Media to DX.

CAUTION!Before you perform a reintegration, make sure no users are accessing the application you intend to reintegrate. Also, make sure no users access the application during the reintegration. For information on viewing a list of users that are currently logged in to the system, refer to “Using the PID Table.”

To reintegrate a database from a Media:

1. Insert the AppXtender Distribution Media into your Media drive. If there is an AUTORUN.INF file on the Media, AppXtender Viewer setup automatically checks your system to see if AppXtender Viewer or AppXtender is installed.

• If AppXtender Viewer or AppXtender has been installed, the AppXtender Viewer or AppXtender launches automatically. When the Login dialog box appears, click Cancel.

• If AppXtender Viewer has not been installed, a message appears to that effect. Click OK. The AppXtender Viewer setup wizard appears, starting with the AppXtender Viewer Welcome page. Click Cancel. An Install message appears. Click Exit Setup.


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3. From the ApplicationXtender Media Distribution menu, select ApplicationXtender Media Distribution Database Reintegration Wizard. The AppXtender Distribution Wizard appears, starting with the Source Media page.

Figure 35 Source Media Page

4. Your choices are:

• If the media is in a standalone Media drive, select the Use Media Volume ID option. In the Path text box, enter the source media path.

• If the media is a jukebox or is stored in DiskXtender, click the Use Media Volume ID check box to clear the check mark. In the Path text box, enter the source media path. For media that is stored in DiskXtender, enter the path to the media folder where the AppXtender Distribution Media is located on the DX Extended Drive (for example, \\DiskXtender_Computer\E\RXMediaFolder1).

Note: For a complete procedure for adding AppXtender Distribution Media to DX, before running your AppXtender Distribution database reintegration, refer to “Adding AppXtender Distribution Media to DiskXtender.”

• If you want to browse for a location, click Browse and choose a directory. Click OK to return to the Source Media page.




Note: Unless you are using DiskXtender to manage AppXtender Distribution Media, you should reintegrate all AppXtender Distribution Media using the Media Volume ID label and either keep the Media at users' desks so they can load AppXtender Distribution volumes when prompted or place the Media in a tower where the AppXtender Distribution Media are always mounted (with each of the drives mapped as a letter on the users' machines and entered as a Volume Label Search Drive).

5. Under Source Database Login Information, in the User Name text box, type a valid user name for the source data source. If the AppXtender system from which the source data source was extracted was using the Windows security provider, you must precede the user name with a domain and a backslash. For the "rfrost" user on the "documentation" domain, for example, you would type documentation\rfrost.

6. In the Password text box, type a valid password for the user name and database.

7. Click Next. The interface that appears next depends on your scenario:

• If the Media was created with a directory structure other than the default, the ApplicationXtender Media Distribution Media Directories dialog box appears. For instructions, refer to “AppXtender Distribution Media Directories Dialog Box.”

• If you did not enter the user name and password on the Source Media page, a Login dialog box appears. For instructions, refer to “Login Dialog Box.”

• Otherwise, the Destination Data Source page appears. For instructions, refer to “Configuring the Destination Data Source Page.”


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AppXtender Distribution Media Directories Dialog BoxThe AppXtender Distribution Media Directories dialog box allows you to specify the directory names for the database files directory and the object files directory on the Media. This is necessary only when reintegrating an AppXtender Distribution 3.x Media and only when the directories on the Media were created with names other than the default names (DB for the database files directory and OBJ for the object files directory).

To specify the directory names on the Media:

1. In the Database files in directory text box, type the name of the directory that contains the database files on the Media.

2. In the Object files in directory text box, type the name of the directory that contains the object files on the Media.

3. Click OK. The interface that appears next depends on your scenario:

• If you did not enter the user name and password on the Source Media page, a Login dialog box appears. For instructions, refer to “Login Dialog Box.”

• Otherwise, the Destination Data Source page appears. For instructions, refer to “Configuring the Destination Data Source Page.”

Login Dialog Box The Login dialog box allows you to enter the user name and password, if you did not already do so on the Source Media page. The login information is necessary for AppXtender Distribution Database Reintegration to be able to reintegrate the database on the Media.

To provide login information:

1. Enter the user name and password.

2. Click OK. The Destination Data Source page appears.

For instructions, refer to “Configuring the Destination Data Source Page.”




Configuring the Destination Data Source PageThe Destination Data Source page lists all of the applications on the Media and allows you to select the AppXtender data source into which you want the listed applications to be reintegrated.

Figure 36 Destination Data Source Page

To configure the Destination Data Source page:

1. From the Destination Database drop-down list, select the data source into which you want the applications to be reintegrated.

CAUTION!If you reintegrate into a data source that is using Windows security, the users and groups that are reintegrated may lose their domain information and may be unusable.

2. Under Destination Data Source Information, in the User Name text box, type a valid user name for the destination data source. If the AppXtender system from which the source data source was extracted was using the Windows security provider, you must precede the user name with a domain and a backslash. For the "rfrost" user on the "documentation" domain, for example, you would type documentation/rfrost.


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4. If you want to save all of the information you have entered in the AppXtender Distribution Wizard to a file, click Save Settings. Navigate to the location where you want to save the settings file and specify a name for the settings file. Click Save. The Destination Data Source page reappears.

5. Click Finish. The messages that appear depend on the applications being reintegrated and on other variables. For details, refer to “Messages That Appear Upon Reintegration.”

CAUTION!After reintegrating a database, if you decide that you used the wrong setting for the Use Media Volume ID option, you must first remove the volume before attempting to reintegrate it again. For instructions on removing a volume, refer to “The Volume Management Wizard.”




Reintegrating a Database with Saved SettingsIf you have previously saved AppXtender Distribution Wizard settings to a file, you can re-run the AppXtender Distribution Wizard quickly.

Note: To use AppXtender Distribution Wizard to reintegrate AppXtender Distribution Media, your user profile must have the AppXtender Administrator and Migrate App privileges enabled.

Note: If you are reintegrating Media that will be stored in DiskXtender (DX), you must add the Media to DX first. Then you can reintegrate by entering the path to the media folder where the Media contents reside on the DX extended drive. Prior to running the integration, refer to “Adding AppXtender Distribution Media to DiskXtender” to add the Media to DX.

CAUTION!Before you perform a reintegration, make sure no users are accessing the application you intend to reintegrate. Also, make sure no users access the application during the reintegration.

To reintegrate a database with saved settings:


2. From the ApplicationXtender Media Distribution menu, select Database Reintegration Wizard. The Source Media page of the ApplicationXtender Media Distribution Database Reintegration Wizard appears.

3. Click Load Settings.

4. Navigate to and select the settings file and click Open. The Source Media page reappears, displaying all of the saved settings for that page.

5. Click Next. The Destination Data Source page appears, displaying the saved settings for that page.

6. Click Finish. The messages that appear depend on the applications being reintegrated and on other variables. For details, refer to “Messages That Appear Upon Reintegration.”

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Messages That Appear Upon ReintegrationWhen you click Finish in the AppXtender Distribution Wizard, any or all of the following messages may appear:

◆ If one of the applications contains key reference fields, a message appears. You can decide to force the integration or exclude the application.

◆ If you reintegrate an application to a destination that has the same application name but different characteristics, a message appears saying that the source application will be excluded from the reintegration because of different characteristics.

◆ If the data source to which you attempt to reintegrate (or the workstation on which you attempt to reintegrate) is not licensed with a AppXtender Distribution site license, a message appears. For instructions on configuring licensing, refer to “Configuring Licensing.”

◆ If you reintegrate a Media that was already reintegrated, a message appears saying that the media has already been reintegrated. To override old reintegration, click Yes. The old reintegration is completely removed and replaced with the new integration.

◆ If the database for a set of AppXtender Distribution Media is on the first Media and you add each of the AppXtender Distribution Media to a separate media folder, you will get the following message if you try to reintegrate the Media that does not contain the database.

Remove the media from the media folders and re-add all media in the set to one media folder.

◆ If [Microsoft][ODBC Visual FoxPro Driver] Invalid key length appears, consult your AppXtender Distribution system administrator. This message means that in one of the applications that you are trying to reintegrate, a key reference field is longer than 119 characters. Your AppXtender Distribution system administrator needs to change the field length to 119 (maximum) and recreate the AppXtender Distribution Media.

◆ If a message indicating the progress of the reintegration appears, do nothing. This message clears automatically when the reintegration is complete.




Note: If you click Cancel in the AppXtender Distribution Wizard progress message, some data may be reintegrated before the reintegration is cancelled. As a result, after canceling a reintegration, you might find reintegrated applications listed in AppXtender AppGen without write paths. If the reintegration volume is not listed in the Volume Management Wizard, you can delete the reintegrated applications from AppXtender AppGen. For instructions, refer to “Deleting an Application.”

◆ If a message indicating that the database reintegration is complete appears, click OK.

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Results of ReintegrationOnce you are done reintegrating a volume, the results should be as follows:

◆ AppXtender Distribution checked for existing reintegrated volumes. If any existing volumes were found, AppXtender Distribution checked the volume ID of the existing volumes. If any existing volumes matched the volume ID of the current Media, AppXtender Distribution removed all documents that had been reintegrated from that volume ID before. Unless some documents remained (such as from other reintegrations or from users adding them after the reintegration), the empty applications were removed.

◆ Every application on the Media was reintegrated in its entirety. If the extraction was performed with criteria that limited the extraction to specific documents (and/or specific AppXtender Reports Mgmt reports), only those items were available on the Media for reintegration.

◆ If an identical application existed in the database (that was not reintegrated from a Media with the same volume ID), documents from the Media were added to the existing application.

◆ All users and groups on the Media were reintegrated. If the extraction was performed with alternative security enabled, only users and groups that had been configured for security mapping were available on the Media for reintegration.

Note: The AppXtender Distribution Wizard does not change any existing user or group security settings.

◆ If duplicate key reference values existed in the destination database, the new data reference values overwrote the existing data reference values for all matching key reference values in the destination database.

After reintegrating an application, you can change the application’s write path so that the application and its documents can be modified and updated. Document modifications that can be performed in AppXtender include adding annotations, adding pages, and adding versions.




The reintegrated documents will still use the volume label search path. However, if you later use the Volume Management Wizard to remove volumes, only the reintegrated documents, including any changes that have been made to them, will be removed. The documents added with the new write path will remain.

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6Managing Existing

Applications

The role of the AppXtender Distribution system administrator includes the maintenance of applications. There are certain tasks that may need to be performed periodically to keep the AppXtender Distribution system functioning at peak efficiency. This is section describes the tasks for an administrator to perform to maintain existing applications.

◆ Modifying an Application .............................................................. 116◆ Using the PID Table ......................................................................... 121◆ Deleting an Application .................................................................. 122

Managing Existing Applications 115

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Managing Existing Applications


Modifying an ApplicationIf the storage requirements for a project change, you can modify the application to accommodate the new storage needs.

CAUTION!If you change the attributes of existing fields, add new fields to an application, or delete fields, you will have to remove the volume and reintegrate the database.

To modify an application:

1. Close AppXtender or AppXtender Viewer on all workstations.

2. Back up the database that contains the application you want to modify. This is a precaution against accidental loss of data.

3. Start AppXtender Application Generator. For information, refer to “Starting AppXtender Application Generator.”

4. In AppXtender Application Generator's tree, expand the Applications node. A list of applications appears.

5. From the list of applications, select the application you want to modify.

6. You have several choices. For more information, refer to the following topics:

• “Changing the Application Description”

• “Changing Write Paths”

• “Changing DLS in an Existing Application”

• “Understanding Audit Trail Options for Individual Applications”




Changing the Application DescriptionOnce an application is created, its name cannot be changed. An application’s description, however, can be changed at any time. The description appears with the application name in AppXtender or AppXtender Viewer.

To change an application's description:

1. Select the appropriate application name in AppXtender Application Generator’s Applications tree. The Application tab appears.

Figure 37 Application Tab

2. Make the desired changes to the application’s description.

IMPORTANT!Do not include the following characters in an application description: double quote ("), single quote ('), percent (%).

3. Click Apply to save the changes.

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Changing Write PathsAs your system grows, additional storage devices may be necessary. Additional hard drives, DiskXtender servers, or other storage systems might be required to store more documents. When storage devices are added, new write paths to the devices must be entered. Any of the write paths (document, annotation, OCR, and full-text database) can be changed in AppXtender Application Generator.

To change write paths:

1. Select the appropriate application in AppXtender Application Generator’s Applications tree and click the Paths tab.

2. Enter the new paths in the appropriate text boxes. The document write path could be a local hard drive, network file server, DiskXtender server, or volume of interchangeable media, such as an optical disk. For more information, refer to “Supported Paths.”

3. Click Apply to save the changes.

Note: AppXtender Application Generator verifies that the paths you entered are valid. Be sure you have read and write privileges to any directory or path that is to be entered.




Supported Paths Paths can be set to point to several different kinds of storage media. The following table provides some examples. In this table, the Example column indicates what you might type in the Document Write Path text box, and the Result column indicates the storage path for an application named RECORDS.

Note: To write to the root of an extended drive in AppXtender, you must use a DX server name instead of <DXSERVER>. This is necessary because \\ is not a valid write path for AppXtender.

Other considerations are described in the following topics:

◆ “Volume Labels”

◆ “DiskXtender/DiskXtender for Windows”

Volume LabelsAppXtender supports volume labels for write paths. A volume label is a name placed on a piece of media that allows software programs to reference the media by locating that name. To write documents, annotations, or OCR output to media with a volume label, in the write path text box, enter $VOLUME_NAME in place of a drive letter.

If documents, annotations, or OCR output files are stored on multiple pieces of media each labeled with a volume label, you should list all drives where media may be mounted as volume label search drives. (List these drives in the Volume Label Search Drive text box of the AppXtender or AppXtender Image Capture Configuration dialog box

Table 11 Examples of Storage Media

Storage Location Example Result

Local Hard Drive C:\OPTICAL C:\OPTICAL\RECORDS

Network File Server P:\OPTICAL P:\OPTICAL\RECORDS

DiskXtender (SMB or NT Shares)

R:\ R:\RECORDS

DiskXtender (RPC, with <DXSERVER>)

\\DXEXTENDEDDRIVE \\DXEXTENDEDDRIVE\ RECORDS

DiskXtender (RPC, with a specified DX Server Name)

\\SERVERNAME\ DXEXTENDEDDRIVE

\\SERVERNAME\ DXEXTENDEDDRIVE\ RECORDS

Optical Media Labeled with a Volume Name

$VOLUME_NAME $VOLUME_NAME\ RECORDS

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Paths tab.) AppXtender will check each drive listed in this text box to determine if the appropriate piece of media is mounted there.

DiskXtender/DiskXtender for WindowsIf you use DiskXtender to store documents, annotations, or OCR output, first determine which interface to DX will be used: Windows shares or RPC.

◆ If you use Windows shares, AppXtender stores and retrieves documents, annotations, or OCR output to a drive letter, which would be mapped on every AppXtender workstation. The NT share drive letter would be entered as the write path (such as O:\). You could also enter other paths so AppXtender would write to sub-directories from the share (such as O:\AXDOCS).

◆ RPC provides a closed client-server interface between AppXtender or AppXtender Distribution and DX. With RPC, AppXtender workstations are not required to map DX as a drive letter. Instead, you enter the DX Partition Name in the AppXtender write path (such as \\DX_PARTITION). Additional sub-directories can also be added to the write path (such as \\DX_PARTITION\AXDOCS). When you use the RPC interface, you are required to enter DX configuration information. This can be accomplished when you install AppXtender, in the Configuration dialog box in AppXtender Application Generator, or in the DiskXtender tab of the AppXtender Configuration dialog box.




Using the PID TableThe AE_PID database table stores information relating to the currently active logins on the system and what state they are in. You can show the PID table in AppXtender Application Generator to view, and if necessary, delete user logins.

To show the PID table:

◆ In AppXtender Application Generator, right-click the Users node and select Show PID Table. The PID Table dialog box appears with a list of users who are currently logged in.

Figure 38 PID Table Dialog Box

To refresh the PID table and view the most current activity:

◆ Click Refresh. The list of users is refreshed.

To delete a user’s login:

◆ Select the user’s name from the list and click Delete. The user’s name is removed from the PID table.

To close the PID Table dialog box:

◆ Click Close. The PID Table dialog box closes.

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Deleting an ApplicationIf you run the Volume Management Wizard and discover the application has not been completely deleted, you can delete that application through AppXtender Application Generator. Deleting an application through AppXtender Application Generator deletes all tables, custom dialog boxes, stored index information, and index field definitions relating to the application. The compressed document files (.BIN files) referenced by the application’s index entries, however, are not deleted. These .BIN files can be deleted by deleting the document files within AppXtender before deleting the application or through Windows Explorer.

When an application is deleted through AppXtender Application Generator, the entire application is permanently removed from the system. Deleted applications cannot be restored. AppXtender Application Generator provides a warning message to remind you; however, once the deletion is confirmed, none of the information can be recovered. Strong discretion is advised when executing any delete command.

CAUTION!If you purge an application (rather than deleting it) in AppXtender Application Generator, you will have to remove the volume and reintegrate the database.

To delete an application:

1. Close AppXtender or AppXtender Viewer on all workstations.

2. Start AppXtender Application Generator. For information, refer to “Starting AppXtender Application Generator.”

3. In AppXtender Application Generator's tree, expand the Applications node. A list of applications appears.

4. From the list of applications, select the application you want to delete. The Application tab for the selected application appears.

5. Right-click the application name in AppXtender Application Generator’s Applications list and select Delete. A confirmation message appears.

6. Click Yes to delete the application.




CAUTION!Clicking Yes permanently deletes the application and index values it contains. The .BIN files referenced by the application’s index entries are not deleted, but recovery of the data is only possible from backup media.

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7Managing Security

The AppXtender Distribution system provides a range of security features, allowing for flexible, easy-to-administer data protection. This section describes how to use the user and group security functions in the AppXtender Application Generator module, to define global or application-level security settings for individual users or for groups of users.

◆ Overview........................................................................................... 126◆ Introduction ...................................................................................... 127◆ Managing Group Security .............................................................. 136◆ Managing User Security.................................................................. 152◆ User and Group Privileges ............................................................. 166◆ Managing Document Level Security............................................. 175◆ Managing Annotation Groups ....................................................... 190

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Managing Security


OverviewThe AppXtender Distribution system provides a range of security features, allowing for flexible, easy-to-administer data protection. Using the user and group security functions in the AppXtender Application Generator module, you can define global or application-level security settings for individual users or for groups of users. These security settings, called privileges, govern the ability of a user or group of users to access functions in AppXtender Distribution. Through the Document Level Security function in the AppXtender Application Generator module, particular documents can be made accessible or inaccessible to groups of users based on index values attached to the documents.

For more information, refer to the following topics:

◆ “Introduction”

◆ “Managing Group Security”

◆ “Managing User Security”

◆ “User and Group Privileges”

◆ “Managing Document Level Security”

◆ “Managing Annotation Groups”

Note: When you reintegrate an AppXtender Distribution Media, all of the users and groups that are on the Media are reintegrated. However, when the extraction is performed, if the Use alternative security information option is enabled in the Extraction Wizard, only the users and groups with alternative security information configured are extracted. Therefore, only those users and groups exist on the resulting AppXtender Distribution Media and only those users and groups are reintegrated.


Managing Security


IntroductionThis topic introduces main concepts you should understand before performing any of the procedures related to managing security.

◆ “Global and Application-Level Security”

◆ “Understanding Precedence of Privileges for Users and Groups”

◆ “License Groups”

◆ “Document Level Security”

◆ “Security Providers”

◆ “User and Group Icons”

Global and Application-Level SecurityAll global and application-level security is driven by security profiles. In each profile, you can assign privileges for a list of AppXtender Distribution Database Reintegration, AppXtender Viewer, and AppXtender functions. AppXtender Application Generator allows you to manage security user by user (user profiles) or to create groups of users and establish security settings that apply to an entire group (group profiles). You can create profiles that convey default privileges for all applications (global profiles) or privileges for a specific application (application profiles).

Global profiles give users common functional privileges for all applications. The privileges defined globally are automatically granted to the user for all applications on the AppXtender Distribution system. However, using application profiles, the user can be given different privileges for each application.

When a user has both global and application-specific profiles defined, the settings in the application-specific profile override the settings in the global profile for that application only. For example, if a user has a global profile with Display and Print privileges enabled, and an application profile for the application DEMO with only Display privileges enabled, that user can only display and not print documents from the DEMO application.

Privileges granted to group profiles are reflected in the user profiles for any users that belong to the group. The user has all privileges enabled in the group profile and all privileges enabled in the user profile. However, you can choose whether to accept group settings

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for the user or to override those settings by setting specific privileges for the user.

Once a group has been created, you can add members to the group. Any user added as a member in a group is given the same privileges as those defined for the group. A group’s privileges can vary from one application to the next; you can assign full privileges to a group in one application, but limited privileges in another.

Understanding Precedence of Privileges for Users and GroupsIf the user is a member of a group that has either a global security profile or an application security profile configured, the privilege settings for the group carry over to the user profiles by default. When you are using the CM security provider, the functions that are enabled for a user due to group profiles are indicated in the user profiles by a gray check mark next to the item. Regardless of the security provider, the check boxes for these items are grayed.

You can choose to accept the group privileges or to override the group settings. Group settings can be overridden by enabling a privilege (clicking its check box and placing a check mark there) or by disabling a privilege (clearing the check box).

Figure 39 User Security Privileges


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A privilege is enabled if the check box for an item contains a check mark. If the check box is clear, the privilege is disabled. If the check box is grayed, the user inherits the privilege setting from any groups in which the user is a member.

◆ When you are using the CM security provider, the user’s Profile tab indicates the inherited privilege setting for each privilege. If the check box is grayed and has a check mark next to it, the privilege is enabled. If the check box is grayed with no check mark, the privilege is disabled.

◆ When you are using the Windows security provider, the user’s Profile tab does not indicate the inherited privilege setting for each privilege. If the check box is grayed and you want to determine what privilege setting has been inherited, you must refer to the Profile tab for the group.

To view the User and Group Privileges Legend:

◆ On the Profile page or tab for a user or group, click Legend. The User and Group Privileges Legend appears.

Figure 40 User and Group Privileges Legend (CM Security)

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Figure 41 Group Privileges Legend (NT Security)

License GroupsIf any license groups have been created in the License Server, you can specify their use for individual users, for individual workstations, or for individual databases. The following general guidelines apply:

◆ If you specify a license group for an individual user, then each time that user logs on to an AppXtender or AppXtender Distribution component on any workstation for any database, that license group is used. For instructions on specifying a license group for a new user, refer to “Creating a User.” For instructions on changing a user’s license group, refer to “Changing an Existing User’s License Group.”

◆ If you specify a license group for an individual workstation, then each time any user logs on to an AppXtender or AppXtender Distribution component on that workstation for any database, that license group is used. For instructions on specifying a license group for a workstation, refer to “Specifying Workstation License Server Information.”

◆ If you specify a license group for an individual database, then each time any user logs on to an AppXtender or AppXtender Distribution component on any workstation for that database, that license group is used. For instructions on specifying a license group for a database, refer to “Specifying Network License Server Information.”


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However, the license group for a user overrides the license group for the workstation or for the database. For example, the license group GROUP1 is specified for the RXUSER user, the license group GROUP2 is specified for the RXUSERWS workstation, and the license group GROUP3 is specified for the CM database. If the RXUSER user logs into the CM database in AppXtender Viewer, on the RXUSERWS workstation, the GROUP1 license group is applied.

Also, the license group for a workstation overrides the license group for the database. For example, the license group GROUP2 is specified for the RXUSERWS workstation and the license group GROUP3 is specified for the CM database. If any user logs into the CM database in AppXtender Viewer, on the RXUSERWS workstation, the GROUP2 license group is applied.

Consider assigning license groups to users rather than to databases in order to minimize the number of licenses in use for each user. If license groups are assigned to databases, each time a user logs in to a different data source, the user uses a separate license.

License groups can be created for AppXtender users, full-text users, AppXtender Verity K2 users, AppXtender Web Access users, and AppXtender Web Access read-only users. For information on configuring license groups, refer to "Licensing ApplicationXtender Products" in the ApplicationXtender Core Components Administrator’s Guide.

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Document Level SecurityDocument Level Security (DLS) functions differently than global and application-level security. When a document is stored in an application, index information is entered for the document. The values entered into these fields when storing documents can then be used to control access to the documents in the application. You can create a secured value list and add values that either allow or deny a group of users access to the documents. If, for example, the field Name is marked as a Document Level Security field, you can set “John Doe” as a value that is inaccessible to the user group “Scan.” Any user who is a member of the group Scan will not be able to access any documents that have the index value “John Doe” stored in the Name field.

Document level security can be either accessible or inaccessible. Once you have specified either accessible or inaccessible security, you can create a list of secured values. If the accessible security type is chosen, AppXtender Viewer or AppXtender does allow the users in the selected group to access documents with index field values matching the secured value list (and only those documents). If the inaccessible security type is chosen, AppXtender Viewer or AppXtender does not allow the users in the selected group to access documents with index field values matching the secured value list (but does allow access to all other documents).

DLS Keywords DLS keywords can be used to restrict access to documents based on user name and/or workstation. To configure this for an actual application, fields should be set up to correspond to the keyword being compared. For instance, if you wanted an application to restrict access to documents based on user name, you would create an index field (such as “Username”) to contain user names, and assign it the %u keyword on the Document Level Security page within AppXtender Application Generator. Within the actual document indexes, the field “Username” should be populated with an actual user name. When the user runs a query on the application with DLS keywords set up for user, only those documents that contain their user name in the “Username” index field will be retrieved. The same process would be followed using the %w keyword in DLS with a field designed to hold workstation names to restrict documents based on individual workstations. For detailed information about configuring DLS in AppXtender Application Generator using DLS keywords, refer to “Adding a DLS Keyword as a Secured Value.”


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DLS Wildcards Wildcard characters can be used within DLS secured values to restrict or allow access to a wider range of documents. The asterisk (*), when used in a secured value, replaces several characters and the question mark (?) replaces a single character. For instance, a secured value set as 1*1 could restrict all documents where the index field data begins and ends with a 1 (101, 10021, 1541, etc.), and a secured value set as 1?1 would restrict all documents where the index field data contains three digits and begins and ends with a 1 (101, 111, 121, etc.). For detailed information about configuring DLS in AppXtender Application Generator using DLS wildcards, refer to “Adding a DLS Wildcard as a Secured Value.”

Security Providers

AppXtender Application Generator allows you to create users and groups by importing users and groups from an existing security system such as Windows.

For information on security providers, refer to the ApplicationXtender Core Concepts Guide.

For instructions on selecting a security provider for a new system, refer to “Starting AppXtender Application Generator.”

Changing Security Providers

If you have an existing AppXtender Distribution system and would like to begin using the Windows security provider instead of the CM security provider, or if you would like to return to using the CM security provider after switching to the Windows security provider, you can change security providers through AppXtender Application Generator.

CAUTION!All AppXtender Distribution and AppXtender workstations on the system must be upgraded to the latest release of ApplicationXtender before you switch security providers.

CAUTION!If you change the security provider in use, you lose all current security information. You must then recreate all users, groups, and permissions. You might also have License Server considerations. For more information, refer to “License Server.”

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To change security providers:

1. From the Start menu, select Programs > ApplicationXtender Media Distribution.

2. From the ApplicationXtender Media Distribution menu, select AppXtender Application Generator. The AppXtender Application Generator window opens.

3. From the AppXtender Application Generator File menu, select Change Security. A message appears to confirm the security provider change.

Figure 42 Security Provider Change Message

4. Click Yes. The security provider is changed, and the current security information is lost.

5. Recreate all users, groups, and permissions. For instructions on creating or importing groups, refer to “Managing Group Security.” For instructions on creating or importing users, refer to “Managing User Security.”

Allowing Multiple Users on One

Workstation

If the AppXtender Distribution system is using the Windows security provider, and if you want to allow a user to log in to AppXtender Distribution with user account information other than what was used to log in to the workstation, you must give the additional user account the “Act as part of the operating system” advanced user right, either on that workstation or on the License Server workstation. For example, if a user logs into her workstation as RFROST and if you want to log into AppXtender Distribution on that workstation as BOBP, the BOBP account must have the “Act as part of the operating system” advanced user right.

Refer to the documentation for your operating system for instructions that explain how to add rights to a user account.


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User and Group IconsThe following table describes each of the icons that represent users and groups in AppXtender Application Generator.

Troubleshooting Invalid Users and

Groups

If you are using the Windows security provider, the following icons indicate a user or a group that is not valid for use in the AppXtender Distribution system (with the exception of the SYSOP user).

Check each of the following items to determine the problem:

◆ When the user or group was created, the Show Domain button should have been enabled. (See Figure 43, “Show Domain Button.”)

◆ When the user or group was created, an appropriate domain name and a backslash (\) should have preceded the user or group name in the User Name or Group Name text box.

◆ Verify the spelling of the domain name and user or group name. The spelling of the name in AppXtender Application Generator must exactly match the spelling of the name in NT security.

If any of these problems occur, you must delete the user or group from AppXtender Application Generator and recreate it. To avoid this, consider using the Windows user maintenance utility to create groups, and then importing them into AppXtender Application Generator. For instructions, refer to “Importing Group Accounts.”

Table 12 User and Group Icons

Icon Description

Indicates that either a domain was specified when the group was created in AppXtender Application Generator or the group was imported.

Indicates a group was created in AppXtender Application Generator (and a domain was not specified when the group was created). If the AppXtender Distribution system is using the Windows security provider, this icon indicates a group that is not valid for use in the AppXtender Distribution system. For details, refer to “Troubleshooting Invalid Users and Groups.”

Indicates that either a domain was specified when the user was created in AppXtender Application Generator or the user was imported.

Indicates a user was created in AppXtender Application Generator (and a domain was not specified when the user was created). It is also used for the SYSOP user. If the AppXtender Distribution system is using the Windows security provider, it indicates a user that is not valid for use in the AppXtender Distribution system. For details, refer to “Troubleshooting Invalid Users and Groups.”

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Managing Group SecurityA AppXtender Distribution system administrator can create a group of users to grant the same security settings to all of the members of the group. Groups can be used to assign global and application-level security settings (by configuring group security profiles) or to protect documents from access at the document level.

Group security, like user security, uses profiles to assign privileges in AppXtender Application Generator, but privileges assigned to a group apply to all members of the group rather than to a single user. The privileges to perform functions in AppXtender Distribution, AppXtender Viewer, and AppXtender, such as adding documents, printing, and creating and modifying applications, are assigned in security profiles. By creating group security profiles, you can easily assign the same privileges to all of the members of a group.

Group security profiles, like user security profiles, can be used to grant privileges to all applications in the system, or to assign privileges to a specific application. A global security profile allows the members of the group to access the functions enabled in the profile in all applications. An application security profile allows the members of the group to access the functions enabled in the application to which the profile applies.

Groups are also used when assigning Document Level Security (DLS) settings. You associate a group with an index field and assign values for that field that either grant or deny access to documents. For more information on DLS, refer to “Managing Document Level Security.”

Configuring Group Security Profiles

The group security feature allows administrators to easily configure security settings for large groups of users by creating a single group profile. If several users will be performing the same functions, you can create a group, configure a security profile that enables access to each needed function, and then add each of the users as a member of the group.

As with user profiles, when new group profiles are created, you assign privileges that allow the group members to access AppXtender Distribution, AppXtender Viewer, and AppXtender functions. Users are given privileges to functions in all applications (in a global profile) or a single application (in an application profile).


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You can set up a global profile for a group, allowing the members of the group to access a minimal set of default functions in any application, and then override those settings by creating application-specific profiles for the group, which add additional privileges or remove privileges.

Global profiles are created to give group members common functional privileges for all applications. The privileges defined globally are automatically granted to group members for all applications. By creating different application profiles, you can give group members different privileges for each application.

Privileges granted in group security profiles can be overridden in user security profiles created for individual users. If you are using CM security, when a user security profile is viewed, the profile displays a check mark next to the functions that are enabled because of a user’s membership in a group.

Users can be members of more than one group simultaneously. When a user belongs to more than one group, the user is granted all privileges enabled in each of the group profiles. In other words, if the privilege to perform a function is enabled in a profile for one group and disabled in a profile for another group, a user who belongs to both groups will be able to perform that function.

You should exercise caution when removing users from a group because any security conveyed by the group’s security profiles or Document Level Security settings will no longer apply to the user. Whenever a user is removed, you should check to make sure that any necessary privileges assigned on the group level are not lost to the user. For example, a user may be granted privileges to an application by a group security profile. If the user is removed from the group, you must either add the user to another group with privileges to the application or create a user security profile granting access.

Similarly, adding a user to a group causes any security settings in place for the group to apply to the user. Because Document Level Security settings are assigned by association with groups, adding a user to a group may accidentally deny a user access to documents that the user should be able to access. When a user is added to a group, you should make sure that no settings in the user’s security profile cause the user to have different privileges than you intend the user to have.

If a global profile does not exist for a group, AppXtender Application Generator displays a blank global profile. Similarly, if an application

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name is selected for which the group does not already have a security profile, a blank profile for the application appears. Privileges must be configured in the blank profile and the profile saved in order for the group members to have access to all applications (in the case of the global profile) or to the specific application (in the case of an application profile).

Guidelines for Group ProfilesUsers can usually be classified as particular user types according to the functions that they perform in AppXtender Distribution, AppXtender Viewer, and AppXtender. One set of users may be responsible for reintegrating databases from Media, for example, while another group primarily uses AppXtender Viewer to retrieve and process documents. You can set up group accounts for each type of user relevant to your system, and then add users as members in the appropriate groups.

The table below gives guidelines for assigning privileges to profiles for typical user types. These sample profiles are merely suggestions illustrating typical settings; you can add or remove privileges to customize profiles. You can create more than one group of a particular type; for example, two retrieve groups with different privileges could be created.

Note: For detailed information on all available privileges, refer to Table 18, “Privilege Descriptions.”

Table 13 Group Examples

Group Name User Duties Privileges

Retrieve Users Retrieving, displaying, printing, and faxing documents

ApplicationXtender Media Distribution Database Reintegration Users

Reintegrating databases

Administrative Users All user and administrative functions Full Privileges


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Creating a GroupThe New Group wizard allows you to create a new group. The following procedure provides an overview of this topic.

Note: If you intend to use the same user and group structure in your AppXtender Distribution system as in Windows, consider using the Windows user maintenance utility to create groups, and then importing them into AppXtender Application Generator. For instructions on importing groups into AppXtender Application Generator, refer to “Importing Group Accounts.”

Note: If you are using the Windows security provider, a group that you create in AppXtender Application Generator is valid only when a group of the same name exists in Windows.

After a group has been created, you can change any group setting except the group name. For information, refer to “Changing Group Settings.”

To create a new group:

1. If you are using the Windows security provider, the Show Domain button is enabled.

Figure 43 Show Domain Button

2. Right-click the Groups node in AppXtender Application Generator's tree and select New.

The New Group wizard begins, starting with the Group page.

3. On the Group page, enter a unique name for the group. (If you are using the Windows security provider, you must precede the group name with its domain name and a backslash.) You can also specify a description for the group. For more information, refer to “Configuring the Group Page for a New Group.”

4. Click Next. If you are using the CM security provider, the Users page appears. By default, when a group is being added, it does not have any members.


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5. On the Users page, your choices are:

• Specify the group’s membership now. (You can add users to the Members list for the group by dragging them from the Non-Members list.) For more information, refer to “Configuring the Users Page for a New Group.”

• Specify the group’s membership later.

6. Click Next. The Profile page appears. By default, when a group is being added, it has no security profiles configured.

7. On the Profile page, your choices are:

• Assign security profiles to the group for particular applications now. For more information, refer to “Configuring the Profile Page for a New Group.”

• Assign security profiles to the group for particular applications later.

8. Click Finish. The new group now appears in AppXtender Application Generator’s Groups list. For a description of each of the icons that represent groups in AppXtender Application Generator, refer to “User and Group Icons.”


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Configuring the Group Page for a New Group

The Group page of the New Group wizard allows you to assign the group a name. You can also specify a description for the group.

Figure 44 New Group Wizard – Group Page

To configure the Group page for a new group:

1. In the Group Name text box, type a unique group name for the new group. The name may be up to thirty-two characters. (If you are using the Windows security provider, you must precede the group name with its domain name and a backslash.)

2. In the Description text box, type a description of the new group. The description may be up to 132 characters.

3. Click Next. The page that appears next depends on the security provider that you are using:

• If you are using the CM security provider, the Users page appears. For more information, refer to “Configuring the Users Page for a New Group.”

• If you are using the Windows security provider, the Profile page appears. For more information, refer to “Configuring the Profile Page for a New Group.”


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Configuring the Users Page for a New Group

The Users page of the New Group wizard allows you to specify the group’s membership. That is, you specify which users belong to the new group. The Users page displays two lists. The top list contains the users who are group members. The bottom list contains the users who do not belong to the group.

Note: If you are using the Windows security provider, you must use the Windows user maintenance utility to add or remove users from the group.

To configure the Users page for a new group:

1. If necessary, add a user to the Members list by double-clicking the user name in the Non-Members list. The user name moves to the Members list.

2. Repeat step 1 for each user you want to add to the Members list.

Figure 45 New Group Wizard – Users Page

3. If necessary, remove a user from the Members list by double-clicking the user name in the Members list. The user name moves to the Non-Members list.

4. Repeat step 3 for each user that you want to remove from the Members list.

5. Click Next. The Profile page appears. For information, refer to “Configuring the Profile Page for a New Group.”


Managing Security


Configuring the Profile Page for a New Group

The Profile page of the New Group wizard allows you to assign security profiles to the group for all applications or for particular applications. For a complete explanation of user privileges, refer to “User and Group Privileges.”

Figure 46 New Group Wizard – Profile Page

To configure the Profile page for a new group:

1. In the Application drop-down list, your choices are:

• To assign the same privileges to all applications, select <Global Profile>.

• To define privileges for one application only, select the application name from the list.

2. Under Privileges, select the items appropriate to the responsibilities of the users in the group. Your choices are:

• To select a privilege, enable its check box.

• To remove a privilege, disable its check box.

• To accept the default settings, continue to the next step.


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When configuring group profiles, you can also use the buttons described in the following table:

3. If you want to configure more profiles for the group, repeat steps 1 and 2 for each profile.

4. Click Finish.

You have now completed the creation of a new group. If you need to make changes to this group’s security information, you can do so at any time. For information, refer to “Changing Group Settings.”

Table 14 Group Profile Buttons

Button Description

No Privileges Disables all privileges for the selected security profile.

Delete Profile Deletes the selected security profile.

Add Profile Adds the selected security profile.

Full Privileges Enables privileges for all system functions.


Managing Security


Importing Group AccountsAdding a large number of group accounts can be a time-consuming process. You may already have a list of group names and descriptions on your network. If this information is available, it can be imported into AppXtender Application Generator.

AppXtender Application Generator offers import options that make it easier for system administrators to configure security information for new groups. Group name lists can be imported from the workstation’s Security Authority, such as Novell NDS or Microsoft Domain Security Authority. This feature can be used to reduce data entry when adding several new users at once.

Note: Active Directory Services needs to be installed on the workstation from which users will be imported. ADS is not installed by default in the ApplicationXtender Media Distribution (AppXtender Distribution) ApplicationXtender Media Distribution Database Reintegration (AppXtender Distribution Database Reintegration) setup. You can install ADS from the Content Management Media, or download it from Microsoft and install it.

When the Import Groups feature is used, the information that AppXtender Application Generator imports depends on the security provider you are using:

◆ If you are using the CM security provider, AppXtender Application Generator imports the group name and description.

◆ If you are using the Windows security provider, AppXtender Application Generator imports the group name and description, as well as the user name and password for each member of the imported group.

Security profiles must still be configured for the imported groups to complete the group account setup process.

To import group accounts:


• Select the Groups node in AppXtender Application Generator's tree. From the Import menu, select Groups.

• Right-click the Groups node in AppXtender Application Generator's tree and select Import.


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The Import Groups dialog box appears, allowing the selection of group names.

Figure 47 Import Groups Dialog Box

2. For each group that you want to import, select the group name and click Add. The selected groups appear in the Groups to be Imported list. (To remove group names from the Groups to be Imported list, select the group and click Remove.)


• If you are using the CM security provider and you want to import all users that are members of the selected groups, enable the Import Users check box.

• If you are using the Windows security provider and you want to be able to modify the profiles for the users that are members of the selected groups before the users attempt to log into an AppXtender Distribution module, enable the Import Users check box.

4. When you have completed your Groups to be Imported list, click OK. The selected groups appear in AppXtender Application Generator’s Groups list as imported groups. For a description of each of the icons that represent groups in AppXtender Application Generator, refer to “User and Group Icons.”

5. To display the domain names with each imported group and user in AppXtender Application Generator, click the Show Domain button on the toolbar. See Figure 43, “Show Domain Button.”

For each of the groups that you have imported, you can change the group’s description, membership, and profile. For more information, refer to “Changing Group Settings.”


Managing Security


Changing Group SettingsAfter a group has been created, you can change any group setting except the group name. For information, refer to the following topics:

◆ “Changing an Existing Group's Description”

◆ “Changing an Existing Group's Membership”

◆ “Changing an Existing Group's Profile”

Changing an Existing Group's Description

You can change the description specified for a group at any time.

To change a group description:

1. In AppXtender Application Generator's tree, expand the Groups node. A list of existing groups appears.

2. Click the name of the group in AppXtender Application Generator's Groups list. The Group tab for the selected group appears.

Figure 48 Group Tab for an Existing Group

3. In the Description text box, type a new description of the group.

4. Click Apply.


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Changing an Existing Group's Membership

If you are using the CM security provider, you can use AppXtender Application Generator to add or remove users from the group.

Note: If you are using the Windows security provider, you must use the Windows user maintenance utility to add or remove users from the group.

To change a group’s membership:


2. Click the name of the group in AppXtender Application Generator’s Groups list. The Group tab for the selected group appears. Click the Users tab. The Users tab appears.

3. If necessary, add a user to the Members list by double-clicking the user name in the Non-Members list. The user name moves to the Members list.

4. Repeat step 3 for each user you want to add to the Members list.

Figure 49 User’s Tab for an Existing Group

5. If necessary, remove a user from the Members list by double-clicking the user name in the Members list. The user name moves to the Non-Members list.

6. Repeat step 5 for each user that you want to remove from the Members list.



Managing Security


Changing an Existing Group's Profile

You can change the security profile or profiles for an existing group.

To change a particular group’s profile(s):


2. Click the name of the group in AppXtender Application Generator’s Groups list. The Group tab for the selected group appears. Click the Profile tab. The Profile tab appears.

Figure 50 Profile Tab for an Existing Group

Note: For a complete explanation of user privileges, refer to “User and Group Privileges.”


• To assign the same privileges for all applications, select <Global Profile>.

• To define privileges for one application only, select that particular application name from the list.

4. Under Privileges, select the items appropriate to the responsibilities of the users in the group. Your choices are:





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When configuring group profiles, you can also use the buttons described in the following table:


6. If you want to configure more profiles for the user, repeat steps 3-5 for each profile.

Table 15 Group Profile Buttons

Button Description






Managing Security


Deleting a GroupGroups can be completely deleted from AppXtender Application Generator. When a group is deleted, all of the group’s security settings are deleted.

◆ If you are using the CM security provider, users who are members of the group are not deleted, but they no longer have any of the privileges that were granted in the group’s security profiles.

◆ If you are using the Windows security provider, users who are members of the group and who are listed in AppXtender Application Generator’s Users list are not deleted, but no longer have any of the privileges that were granted in the group’s security profiles. If you have deleted a group in Windows, consider also deleting it from AppXtender Application Generator to avoid confusion.

To delete a group:


2. Click the name of the group in AppXtender Application Generator’s Groups list. The Group tab for the selected group appears.

3. Right-click the group name in AppXtender Application Generator’s Groups list and select Delete. A confirmation message appears.

4. Click Yes to delete the group.


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Managing User SecuritySecurity in AppXtender Application Generator can be managed by user or by group. The following topic discusses the features available for managing security for each individual user. For information on group and Document Level Security, refer to “Managing Group Security” and “Managing Document Level Security.”

User security is managed by creating user profiles containing privilege settings that enable user access to AppXtender Distribution, AppXtender Viewer, and AppXtender functions. Global profiles, which grant the same set of privileges for all applications, and application profiles, which grant a set of privileges only for the selected application, can be created for the individual user.

Users can also gain (or be denied) access to functions by becoming members of groups that have group security profiles configured. Group security profiles, like user security profiles, can be global or application-specific. The process for configuring a group profile is essentially identical to that for a user profile; the settings for a group profile, however, apply to every user who is a member of the group. If a function is enabled in a group profile for a particular application and a user profile is created for the same application, you can choose to disable that function in the user profile.

For more information, refer to the following topics:

◆ “Creating a User”

◆ “Importing User Accounts”

◆ “Changing User Settings”

◆ “Deleting a User”

Creating a User

The New User wizard allows you to create a new user. The following procedure provides an overview of this topic.

Note: If you intend to use the same user and group structure in your AppXtender Distribution system as in Windows, consider using the Windows user maintenance utility to create users, and then importing them into AppXtender Application Generator. For instructions on importing users into AppXtender Application Generator, refer to “Importing User Accounts.”


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Note: If you are using the Windows security provider, a user that you create in AppXtender Application Generator is valid only when a user of the same name exists in Windows.

After a user has been created, you can change any user setting except the user name. For information, refer to “Changing User Settings.”

To create a new user:

1. If you are using the Windows security provider, the Show Domain button should be enabled.

2. Right-click the Users node in AppXtender Application Generator’s tree and select New. The New User wizard begins, starting with the User page.

3. On the User page, enter a unique user name. If you are using the Windows security provider, you must precede the user name with its domain name and a backslash. If you are using the CM security provider, you must also enter a personal password for the user and verify the password by typing it again. You can also specify the user's full name and a license group for the user. For more information, refer to “Configuring the User Page for a New User.”

4. Click Next. If you are using the CM security provider, the Groups page appears.

5. On the Groups page, you can specify the user’s group membership now or later. For more information, refer to “Configuring the Groups Page for a New User.”

6. Click Next. The Profile page appears.

7. On the Profile page, your choices are:

• Assign security profiles to the user for particular applications now. For more information, refer to “Configuring the Profile Page for a New User.”

• Assign security profiles to the user for particular applications later.

8. Click Finish. The new user now appears in AppXtender Application Generator’s Users list. For a description of each of the icons that represent users in AppXtender Application Generator, refer to “User and Group Icons.”

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Configuring the User Page for a New User

The User page of the New User wizard allows you to assign the user a unique user name and personal password. You can also specify the user's full name.

Figure 51 New User Wizard – User Page

To configure the User page for a new user:

1. In the User Name text box, type a unique user name for the new user. The user name may be up to 32 characters. (If you are using the Windows security provider, you must precede the user name with its domain name and a backslash.)

2. In the Full Name text box, type the full name of the new user. The full name may be up to 132 characters.

3. If you are using the CM security provider, in the Password text box, type a password for the new user. The password may be up to thirty-two characters. In the Verification text box, type the same password in exactly the same format.

4. If your system uses license groups, type the name of the license group from which the user’s license should be pulled in the License Group text box. The license group name may be up to thirty-two characters.


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Note: For more information on configuring license groups, refer to "Licensing ApplicationXtender Products" in the ApplicationXtender Core Components Administrator’s Guide.

5. Click Next. The page that appears next depends on the security provider that you are using:

• If you are using the CM security provider, the Groups page appears. For more information, refer to “Configuring the Groups Page for a New User.”

• If you are using the Windows security provider, the Profile page appears. For more information, refer to “Configuring the Profile Page for a New User.”

Configuring the Groups Page for a

New User

The Groups page of the New User wizard allows you to specify the user’s group membership. The Groups page displays two lists. The top list contains the groups of which the user is a member. The bottom list contains the groups to which the user does not belong.

Note: If you are using the Windows security provider, you must use the Windows user maintenance utility to change the group membership settings for a particular user.

Figure 52 New User Wizard – Groups Page


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To configure the Groups page for a new user:

1. If necessary, add a group to the Member Of list by double-clicking the group name in the Not Member Of list. The group name moves to the Member Of list.

2. Repeat step 1 for each group that you want to add to the Member Of list.

3. If necessary, remove a group from the Member Of list by double-clicking the group name in the Member Of list. The group name moves to the Not Member Of list.

4. Repeat step 3 for each group that you want to remove from the Member Of list.

5. Click Next. The Profile page appears. For information, refer to “Configuring the Profile Page for a New User.”

Configuring the Profile Page for a New User

The Profile page of the New User wizard allows you to assign security profiles to the user for particular applications.

Figure 53 New User Wizard – Profile Page



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To configure the Profile page for a new user:




2. Under Privileges, select the items appropriate to the user’s responsibilities. Your choices are:




When configuring user profiles, you can also use the buttons described in the following table:

3. If you want to configure more profiles for the user, repeat steps 1 and 2 for each profile.

4. Click Finish.

You have now completed the creation of a new user. If you need to make changes to this user’s security information, you can do so at any time. For information, refer to “Changing User Settings.”

Table 16 User Profile Buttons

Button Description






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Importing User AccountsAdding a large number of user accounts can be a time-consuming process. You may already have a list of user names from your network. If this information is available, it can be imported into AppXtender Application Generator.

AppXtender Application Generator offers an import option that makes it easier for system administrators to configure security information for new users. User name lists can be imported from the workstation’s Security Authority, such as Novell NDS or Microsoft Domain Security Authority. This feature can be used to reduce data entry when adding several new users at once.

Note: Active Directory Services needs to be installed on the workstation from which users will be imported. ADS is not installed by default in the ApplicationXtender Media Distribution (AppXtender Distribution) ApplicationXtender Media Distribution Database Reintegration (AppXtender Distribution Database Reintegration) setup. You can install ADS from the Content Management Media, or download it from Microsoft and install it.

When the Import Users feature is used, the information that AppXtender Application Generator imports depends on the security provider you are using:

◆ If you are using the CM security provider, AppXtender Application Generator imports the user name. All user names are imported with blank passwords. The CM security provider cannot decrypt NT passwords and therefore cannot import passwords.

◆ If you are using the Windows security provider, AppXtender Application Generator imports the user name and password.

Security profiles must still be configured for the imported users to complete the user account setup process.


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To import user accounts:

1. Right-click the Users node in AppXtender Application Generator’s tree and select Import. The Import Users dialog box appears, allowing the selection of user names.

Figure 54 Import Users Dialog Box

2. For each user that you want to import, select the user name and click Add. The selected users appear in the Users to Be Imported list. To remove user names from the Users to Be Imported list, select the user and click Remove.

3. To import groups associated with the selected users, enable the Import Groups check box.

4. When you have completed your Users to Be Imported list, click OK. The selected users appear in AppXtender Application Generator’s Users list as imported users. For a description of each of the icons that represent users in AppXtender Application Generator, refer to “User and Group Icons.”

5. To display the domain names with each imported group and user in AppXtender Application Generator, click the Show Domain button on the toolbar. (See Figure 43, “Show Domain Button.”)

For each of the users that you have imported, you can change certain user settings. For more information, refer to “Changing User Settings.”


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Changing User SettingsAfter a user has been created using CM security, you can change the user’s password, full name, license group, group membership, or security profile. You also must configure passwords for the user accounts that you have imported.

If you are using the Windows security provider, however, you can change only the user’s full name, license group, and security profile.

◆ “Changing an Existing User's Password”

◆ “Changing an Existing User’s Full Name”

◆ “Changing an Existing User’s License Group”

◆ “Changing an Existing User's Group Membership”

◆ “Changing an Existing User's Profile”

You can also copy user permissions to and from existing profiles. For instructions, refer to “Copying User Privileges.”

Changing an Existing User's Password

If you are using the CM security provider, you can use AppXtender Application Generator to change the password of an existing user without knowing the user’s original password. Once a password has been changed, the old password is no longer valid; the user can then log in only with the new password.

Note: If you are using the Windows security provider, you must use the Windows user maintenance utility to change the password of any existing user except SYSOP. You can use AppXtender Application Generator to change the password for SYSOP, regardless of the security provider in use.

To change a user’s password:

1. In AppXtender Application Generator's tree, expand the Users node. A list of existing users appears.

2. Click the name of the user in AppXtender Application Generator’s Users list. The User tab for the selected user appears.


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Figure 55 User Tab for an Existing User

3. In the Password text box, type a new password for the user. The password may be up to thirty-two characters.

4. In the Verification text box, type the same password in exactly the same format.


Note: Passwords are case-insensitive when you are using the CM security provider.

Changing an Existing User’s Full Name

You can change the full name specified for a user at any time.

To change the full name specified for a user:


2. Click the name of the user in AppXtender Application Generator’s Users list. The User tab for the selected user appears. (See Figure 55, “User Tab for an Existing User.”)

3. In the Full Name text box, type a new full name. The full name may be up to 132 characters.



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Changing an Existing User’s License Group

If your system uses license groups, you can change the name of the license group from which the user’s license should be pulled.

Note: For more information on configuring license groups, refer to "Licensing ApplicationXtender Products" in the ApplicationXtender Core Components Administrator’s Guide.

To change the license group specified for a user:


2. Click the name of the user in AppXtender Application Generator’s Users list. The User tab for the selected user appears. (See Figure 55, “User Tab for an Existing User.”)

3. In the License Group text box, type a name for the license group that you want the user to use. The license group name may be up to thirty-two characters.


Changing an Existing User's Group Membership

If you are using the CM security provider, you can use AppXtender Application Generator to change the group membership settings for a particular user. For details on changing group membership settings for multiple users at once, refer to “Changing an Existing Group's Membership.”

Note: If you are using the Windows security provider, you must use the Windows user maintenance utility to change the group membership settings for a particular user.

To change a user’s group membership:


2. Click the name of the user in AppXtender Application Generator’s User list. The User tab for the selected user appears. Click the Groups tab. The Groups tab for the selected user appears.

3. If necessary, add a group to the Member Of list by double-clicking the group name in the Not Member Of list. The group name moves to the Member Of list.


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4. Repeat step 3 for each group that you want to add to the Member Of list.

Figure 56 Groups Tab for an Existing User

5. If necessary, remove a group from the Member Of list by double-clicking the group name in the Member Of list. The group name moves to the Not Member Of list.

6. Repeat step 5 for each group that you want to remove from the Member Of list.


Changing an Existing User's Profile

You can change the security profile or profiles for an existing user.

To change a user's profile:


2. Click the name of the user in AppXtender Application Generator’s Users list. The User tab for the selected user appears. Click the Profile tab. The Profile tab for the selected user appears.


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Figure 57 Profile Tab for an Existing User





4. Under Privileges, select the items appropriate to the user’s responsibilities. Your choices are:





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When configuring user profiles, you can also use the buttons described in the following table:


6. If you want to configure more profiles for the user, repeat steps 3-5 for each profile.

Deleting a UserIf you are using the CM security provider, you can use AppXtender Application Generator to completely delete users from an AppXtender Distribution system. When a user is deleted, all of the user’s security settings are deleted and the user is removed from all groups.

Note: If you are using the Windows security provider and if a group exists in which the deleted user is a member, the user is automatically recreated in AppXtender Application Generator AppXtender Distribution if the user logs into AppXtender Viewer. However, although the user is recreated, the profile for that user is deleted when you delete the user through AppXtender Application Generator AppXtender Distribution.

To delete a user:


2. Click the name of the user in AppXtender Application Generator’s Users list. The User tab for the selected user appears.

3. Right-click the user name in AppXtender Application Generator’s Users list and select Delete. A confirmation message appears.

4. Click Yes to delete the user.

Table 17 User Profile Buttons

Button Description






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User and Group PrivilegesThis topic details access privileges that can be configured in AppXtender Application Generator.

Figure 58 User Profile

You can copy user permissions to and from existing profiles. For instructions, refer to “Copying User Privileges.”

The following privileges are available only on the Global Profile. These privileges are not available for individual applications:

◆ Configure WS

◆ Create App

◆ AppXtender Administrator

◆ Multiple Logins

◆ User Security Maint

◆ AppXtender Web Access PAL User

The following table describes each privilege and indicates whether another privilege is required. (For example, a user with the Scan/Index Online privilege can perform online indexing of scanned documents, but only if the user also has the Add Page privilege.)


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Table 18 Privilege Descriptions

This Option Grants This Privilege Required Co-Privilege

Scan/Index Online The user can perform online indexing of scanned documents. (Only applies for users of AppXtender and AppXtender Image Capture.)

Add Page

Enhance Pages The user can perform image enhancement functions such as deskew, inverse text correction, and dot shading removal. (Only applies for users of AppXtender.)

Add Page and Display

Batch Scan The user can perform batch scanning functions and use Batch Create and Batch Import. (Only applies for users of AppXtender and AppXtender Image Capture.)

Add Page (for AppXtender only)

Batch Index The user can perform batch indexing. (Only applies for users of AppXtender.)

Add Page

Modify Index The user can modify document indexes. (Only applies for users of AppXtender.)

Display

Display The user can display documents. This privilege also allows ODMA users in AppXtender to open documents in read-only mode.

Print The user can print, fax, e-mail, or export pages or documents in AppXtender Distribution and AppXtender, and print and fax pages in AppXtender Image Capture. The user can also cut pages, copy pages, or copy text from documents.

Display to e-mail, export, copy pages, or copy text; and Display and Delete to cut pages

Configure WS The user can access all tabs of the Configuration dialog box. (In AppXtender, the user can always access the View, Display, Fonts, and Scan tabs. In AppXtender Image Capture, the user can always access the View, Display, and Scan tabs. In AppXtender Viewer, the user can always access the View, Display, and Fonts tabs.)

Delete Doc The user can delete documents in the application. (Only applies for users of AppXtender.)

Delete Page The user can delete pages in the document. (Only applies for users of AppXtender.)

Display

Add Page The user can add pages to documents in the application. (Only applies for users of AppXtender.)

Display (when adding pages to existing documents)

Create App The user can create new applications.

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Modify App The user can modify existing applications.

Delete App The user can purge or delete applications.

Migrate App The user can perform application migration. (Only applies for users of AppXtender.)

AppXtender Administrator

COLD Import The user can perform COLD extracts. (Only applies for users of ColdXtender or AppXtender Reports Mgmt and AppXtender.)

COLD Import Maint The user can maintain COLD extract definitions. (Only applies for users of ColdXtender or AppXtender Reports Mgmt and AppXtender.)

COLD Import

COLD Batch Extract The user can perform batch extractions. (Only applies for users of ColdXtender or AppXtender Reports Mgmt and AppXtender.)

AppXtender Administrator

The user can:• Change the license configuration in

ApplicationXtender Application Generator.

• Use the Archive Wizard to archive documents.• Use the Migration Wizard to migrate documents.• Access any applications with names that begin with

an underscore (_), such as _FORMS or _RSTAMP.• Reset a batch.

Multiple Logins The user can log in from different workstations simultaneously.

DLS Maint The user can configure the Document Level Security tab for an application in AppXtender Application Generator.

Key Ref Maint The user can configure the Key Reference File Setup tab for an application in AppXtender Application Generator.

Auto Index Maint The user can configure the Auto Index Import Setup tab for an application in AppXtender Application Generator.

User Security Maint The user can maintain user security. This privilege is required to access the Users and Groups nodes in AppXtender Application Generator and to change the security provider.

Table 18 Privilege Descriptions (continued)



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Key Ref Import The user can import Key Reference files. (Only applies for users of AppXtender.)

Auto Index Import The user can import Auto Index files. (Only applies for users of AppXtender.)

Index/Image Import The user can configure the Index/Image Import Setup tab for an application in AppXtender Application Generator, and can import Index Image files. (Only applies for users of AppXtender.)

Edit Annotations The user can add annotations and can edit, delete, or hide the annotations created by the same user.

Display

Edit Redactions The user can add redactions and can edit, delete, or hide redactions created by the same user.

Edit Annotations and Display

Global Annotations The user can add, edit, delete, or hide annotations to document pages created by other users. In addition, if Edit Redactions is selected, the user can add, edit, delete, or hide redactions to document pages created by other users.

Edit Annotations and Display

Full Text Index If the Allow full-text option on the Configuration dialog box Full Text tab is enabled for the workstation, the user can submit documents in the application to the Index Server for full-text indexing. If you enable or disable the Allow full-text option, you must restart AppXtender for the change to take effect. (Only applies for users of AppXtender.)

Full Text Query If the Allow full-text option on the Configuration dialog box Full Text tab is enabled for the workstation, the user can perform a full-text search for documents in the application. If you enable or disable the Allow full-text option, you must restart AppXtender for the change to take effect. (Only applies for users of AppXtender.)

Display also required to view the results of a full text search

OCR If the Allow OCR option on the AppXtender Configuration dialog box OCR tab is enabled for the workstation, the user can process documents in the application with optical character recognition (OCR). If you enable or disable the Allow OCR option, you must restart AppXtender for the change to take effect. (Only applies for users of AppXtender.)




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AppXtender Web Access PAL User

Public Access Licenses are used when you are using ApplicationXtender Web Access (AppXtender Web Access) in combination with AppXtender to make AppXtender documents available over the World Wide Web or over intranets.If this privilege is enabled, the user’s privileges are restricted when using AppXtender Web Access. The user can only access AppXtender documents in read-only mode using the AppXtender Web Access Thin Client. (A user with the AppXtender Web Access PAL User privilege cannot log into any AppXtender component, regardless of the other privileges in the user security profile.) (Only applies for users of AppXtender Web Access and AppXtender.)

Report View Allows the user to query applications specifically for and view AppXtender Reports Mgmt generated reports.

Display




Managing Security


Copying User PrivilegesAppXtender Application Generator provides two copy features that allow user privileges to be copied to and from other accounts. An account is the collection of profiles configured for a user. These copy features can be very useful when an administrator needs to add numerous user accounts with identical privileges. A template account can be used to populate application privileges to other accounts. Profiles in the template account can be copied to other user accounts, or user accounts can copy profiles from the template account.

Copying Privileges to a User Account

Instead of completing the account setup procedure for each user on the system, you can copy privileges and group assignments from a single user account to any number of other user accounts in order to save data entry time.

To copy profiles to the selected user(s) from an existing account:


2. Click the name of the user from which you want to copy privileges. The User tab for the selected user appears.



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3. Right-click the name of the user and select Copy Privileges To. The Copy Privileges To dialog box appears with a list of all other user accounts on the system.

Figure 60 Copy Privileges To Dialog Box with User List

4. Select the user(s) that will assume the new Profile and Group privileges defined in the template account.

5. Select Copy. The privileges and group assignments are copied to the selected user(s).

Copying Privileges from a User Account

With the Copy Privileges From feature, you can transfer privileges and group assignments from an existing user account to another individual user in the user security system. This feature is especially useful if one new user has been added and needs profiles identical to an existing account.

To copy profiles from an existing account to a user:



Managing Security


2. Click the name of the user to whom you want to copy privileges. The User tab for the selected user appears.



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3. Right-click the name of the user and select Copy Privileges From. The Copy Privileges From dialog box appears with a list of all other user accounts on the system.

Figure 62 Copy Privileges From Dialog Box with User List

4. Select a profile that contains the privileges you want to copy.

Note: Only one profile can be copied from the user list to an individual user in the account system. Multiple selections are not possible.

5. Select Copy to transfer this account’s privileges and group assignments to the other user.


Managing Security


Managing Document Level SecurityAppXtender Application Generator offers a powerful security feature that pinpoints user access within an application. With Document Level Security (DLS), you can deny a group of users access to any classified or sensitive document(s) without restricting access to other documents in the application. DLS can also be configured to grant a group of users access to only a specific set of documents in an application.

In AppXtender, documents are catalogued for retrieval at the time they are stored by attaching an index record containing values for each of the application’s index fields. DLS is implemented by creating an association between an index field and a group of users and then creating a list of secured field values that are either accessible or inaccessible to that group of users.

When a member of the group searches for a document in the application, AppXtender Viewer or AppXtender checks the search criteria values against the secured values in the list and grants or denies access based on whether the values match. DLS can also be implemented using wildcards and keywords.

There are two types of Document Level Security: accessible security and inaccessible security. You must choose a security type before assigning secured values.

Accessible security grants access to the users in the group for only documents with index field values matching the secured value list. When accessible security is chosen, you create a list of accessible values.

Inaccessible security denies access to the users in the group for documents with index field values matching the secured value list. When inaccessible security is chosen, you create a list of inaccessible values.

For detailed instructions on implementing Document Level Security, refer to the following topics:

◆ “Setting up DLS in an Existing Application”

◆ “Changing DLS in an Existing Application”

◆ “Exporting Secured Values to a File”

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Setting up DLS in an Existing ApplicationYou can implement Document Level Security in an existing application.

Note: Make sure the groups whose access to documents you want to configure have been created. For information, refer to “Managing Group Security.”

The following procedure assumes you are familiar with the procedures for modifying an application. For detailed instructions on modifying an application, refer to “Modifying an Application.”

The following procedure also assumes that the Doc Level Security flag has already been applied to the field that you want to configure for Document Level Security.

CAUTION!If you change the attributes of an existing field (such as applying or removing the Doc Level Security flag), you will have to remove the volume and reintegrate the database.

To implement DLS in an existing application:

1. On the Document Level Security tab, specify how you want to allow or deny groups access to documents. For information, refer to “Configuring the Document Level Security Tab.”

2. Click Apply. The Document Level Security configuration is saved.

Configuring the Document Level

Security Tab

On the Document Level Security tab, you can specify how you want to allow or deny groups access to documents. In effect, you create a statement such as "This group has (or does not have) access to documents with these values in this field." Each statement applies to only one field and one group. Repeat the following procedure for each such statement you want to create.


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Figure 63 Document Level Security Tab

To configure the Document Level Security tab:

1. Create an association between a field and a group. For information, refer to “Associating a Group with an Index Field.”

2. Select a security type for the current association. For information, refer to “Selecting a Security Type.”

3. Specify secured values for the current association and security type. For information, refer to the following topics:

• “Specifying a Secured Value”

• “Adding a DLS Keyword as a Secured Value”

• “Adding a DLS Wildcard as a Secured Value”

• “Importing Secured Values from a File”

4. Click Apply. The Document Level Security configuration is saved.


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Associating a Group with an Index FieldTo secure documents within an application, you configure a set of values for a particular index field as accessible or inaccessible to a group of users. You do this by associating any of the existing groups with any Doc Level Security index field, then assigning values as accessible or inaccessible. These values are known as secured values.

If Document Level Security is enabled, it signals AppXtender Viewer or AppXtender to monitor the value of the field. AppXtender Viewer or AppXtender checks search requests for a match to the secured values that are set up in the Document Level Security page. If a match to the secured value is entered into a DLS field, access to the document is permitted (if it is an accessible value) or denied (if it is an inaccessible value) for the associated group.

For example, an application has a field called Protected. The possible index values for the Protected field are Yes and No. You create an association between the Protected field and a group named Scan, and you set the value “Yes” as inaccessible to the Scan group. When a user from the Scan group does a search in this application, the user cannot retrieve documents with the value “Yes” stored in the Protected index field.

To associate a group with a field:

1. Under Fields, select the name of the field that you want to configure for Document Level Security.

2. Under Groups, select the name of the group that you want to configure for Document Level Security.

Note: If you are configuring DLS while creating a new application and the group whose access to documents you want to configure has not been created, click Next and complete the application creation without DLS configuration. After the application has been created, you can create the group and configure DLS in the new application. For information on creating and managing groups, refer to “Managing Group Security.” For information on configuring DLS in an existing application, refer to “Setting up DLS in an Existing Application.”


Managing Security


Figure 64 Document Level Security Page with Group and Field Associated

The selected field and group are temporarily associated for the purpose of configuring Document Level Security. If you click Back, Next, or Cancel without completing Document Level Security configuration, the association is lost.

Selecting a Security TypeOnce you have associated a group with a field, you can specify the security type for that association. You must decide whether the values that will be used as DLS criteria will grant members of the group access or deny them access to the documents. When a user performs a search, AppXtender Viewer or AppXtender monitors the data entered in the DLS field and checks it against the data values assigned in the Document Level Security page.

Only one security type can be chosen for a particular group/field combination. The same list of data values cannot be designated as both accessible and inaccessible to a group. The security type option is a toggle option that applies to the whole Data Values list, and the two types are mutually exclusive.


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Note: Multiple groups can be associated with one DLS field, and the security type used for each group can be different. For example, certain data values in the SSN field can be made inaccessible to members of the Retrieval group if you highlight the SSN field name and the Retrieval group name, choose the inaccessible security type, and add those values as inaccessible values. The same values could be tagged as accessible to the Administrative group if you highlight the SSN field name and the Administrative group name, choose the accessible security type, and add the values as accessible.

Figure 65 DLS Security Type Option

To use the values to grant the group access:

◆ Under Security Type, click Accessible. Members of the associated group gain access to only the documents with index values listed in the data values list.

To use the values to deny the group access:

◆ Under Security Type, click Inaccessible. Members of the associated group are denied access to the documents with index values listed in the data value list.

The type of security is temporarily configured. If you click Back, Next, or Cancel without completing Document Level Security configuration, the security type selection is lost.


Managing Security


Specifying a Secured ValueOnce you have associated a group with a field and specified the security type for that association, you can specify secured values. A secured value is a string of text used as DLS criteria. All data entered for the DLS field is measured against the secured value. One or many items can be entered as secured values for each DLS field.

There are two types of secured values in AppXtender Application Generator: accessible and inaccessible. A security type should be chosen before values are assigned and should not be changed once values have been added to the secured values list. For information, refer to “Selecting a Security Type.” Changing the security type in the midst of creating the secured value list converts all values in the list to accessible if Accessible is chosen, or inaccessible if Inaccessible is chosen.

Note: Secured values can be configured as keywords and wildcards. See “Adding a DLS Keyword as a Secured Value” and “Adding a DLS Wildcard as a Secured Value” for more information. Secured values can also be imported from a text file. For information, refer to “Importing Secured Values from a File.”

Repeat the following procedure for each value that you want to specify.

To specify a security value:

1. Click Add Item. The Add New Secured Value dialog box appears.

Figure 66 Add New Secured Value Dialog Box

2. In the Secured Value text box, type the string you want to use as DLS criteria. Data entered into the DLS field during a search will be measured against the value entered here.


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3. Click OK. The value is added to the secured values list (under Data Values).

Figure 67 DLS Page with List of Inaccessible Values

CAUTION!Once the list for an associated group and field has been created using a particular security type, do not toggle the security type option buttons; this will reverse the security setting for all values already added.

Adding a DLS Keyword as a Secured ValueAfter you have associated a group with a field, you can add a DLS keyword value to the secured value list. Valid DLS keyword values are %u for user name and %w for workstation.

To configure this for an actual application, fields should be set up to correspond to the keyword being compared. For instance, if you wanted an application to restrict access to documents based on user name, and if you had an index field (such as “Username”) that contained user names, you would assign it the %u keyword on the Document Level Security page within AppXtender Application Generator. Within the actual document indexes, the field “Username” should be populated with an actual user name.


Managing Security


When the user runs a query on the application with DLS keywords set up for user, only those documents that contain their user name in the “Username” index field will be retrieved. The same process would be followed using the %w keyword in DLS with a field designed to hold workstation names to restrict documents based on individual workstations.

To add a keyword as a security value:



2. Enter the appropriate DLS keyword value in the Secured Value text box. Your choices are:

• If you want to restrict a user to retrieve a set of documents in an application based on the login user name, type %u.

• If you want to restrict a workstation to retrieve a set of documents in an application based on the workstation name, type %w.


Adding a DLS Wildcard as a Secured ValueOnce you have associated a field with a group and assigned a security type, either inaccessible or accessible, to a secured value, you can add a wildcard character to a secured value list to search for documents.

AppXtender Application Generator supports two wildcard characters: asterisk (*) and question mark (?). The asterisk (*), when used in a secured value, replaces several characters and the question mark (?) replaces a single character. For instance, a secured value set as 1*1 could restrict all documents where the index field data begins and ends with a 1 (101, 10021, 1541, etc.), and a secured value set as 1?1 would restrict all documents where the index field data contains three digits and begins and ends with a 1 (101, 111, 121, etc.).


184

Managing Security


DLS wildcard values are supported for the following field types:

◆ Text

◆ SSN

◆ Zip Code

◆ Telephone

◆ Time Stamp

When searching for documents using a wildcard character, AppXtender Viewer or AppXtender monitors the data entered in the DLS field and checks it against the data values assigned in the Document Level Security page. If the accessible security type is chosen, AppXtender Viewer or AppXtender allows the users in the selected group to access documents with index field values matching the secured value list and wildcard character (and only those documents). If the inaccessible security type is chosen, AppXtender Viewer or AppXtender does not allow the users in the selected group to access documents with index field values matching the secured value list and wildcard character (but allows access to all other documents).

To add a wildcard as a security value:



2. In the Secured Value text box, enter the appropriate DLS wildcard character. Your choices are:

• To retrieve a document or set of documents that matches any character or number of characters, type an asterisk (*).

• To retrieve a document or set of documents that contains a specified string of text in which a question mark takes the place of any single character, type a question mark (?).


Managing Security



Figure 70 Keyword Data Values

Importing Secured Values from a FileOnce you have associated a group with a field and specified the security type for that association, if you have a text file containing a list of values you want to use in Document Level Security configuration, you can import the values in the text file. Any string of text can be used as a secured value item.

Note: Since AppXtender Viewer and AppXtender can save result sets to a text file, these can be imported directly into the secured value list without re-entering the index values. You can search in AppXtender Viewer or AppXtender for documents to be restricted and then save the relevant index information as a text file for import into AppXtender Application Generator's Document Level Security feature. For more information on saving a result set to a text file, refer to the ApplicationXtender Media Distribution Viewer Guide.


186

Managing Security


To import secured values from a file:

1. On the Document Level Security tab in AppXtender Application Generator, click Import From. The Open dialog box appears.

Figure 71 Open Dialog Box

2. Navigate to and select the text file that you want to import.

3. Click Open. The values from the text file are imported into the secured values list.

You can also export secured values to a text file for use anywhere else in the system. For information, refer to “Exporting Secured Values to a File.”


Managing Security


Changing DLS in an Existing ApplicationIf you have an application that has been configured for Document Level Security, you can change some of the configurations. For information, refer to the following topics:

◆ “Changing a Value in the Secured Value List”

◆ “Deleting Values from the Secured Value List”

This topic assumes you are familiar with the procedures for modifying an application. For detailed instructions on modifying an application, refer to “Modifying an Application.”

Changing a Value in the Secured Value List

Items that have been added to a secured value list can be changed.

To change a secured value:

1. In AppXtender Application Generator's tree, expand the Applications node. Select the application that is configured with the DLS secured value you want to modify. Click the Document Level Security tab.

2. In the Document Level Security tab, select the field and group that are configured with the DLS secured value you want to modify.

3. From the Data Values list, select the value you want to modify and click Change Item. The Add New Secured Value dialog box appears. The Secured Value text box contains the value you selected.

Figure 72 Selected Value Appears in Secured Value Field

4. In the Secured Value text box, make the appropriate modification to the secured value.

5. Click OK. The change is reflected in the Data Values list.

6. Repeat steps 3-5 for each value that you want to change.



188

Managing Security


Deleting Values from the Secured Value List

Items that have been added to a secured value list can be deleted.

To delete a secured value:

1. In AppXtender Application Generator's tree, expand the Applications node. Select the application that is configured with the DLS secured value(s) that you want to delete. Click the Document Level Security tab.

2. In the Document Level Security tab, select the field and group that are configured with the DLS secured value or values that you want to delete.

3. From the Data Values list, select the value or values that you want to delete.

Note: To select two or more items in sequence, select the first item, then press and hold the <SHIFT> key while selecting the last item. To select two or more out of sequence, press and hold the <CTRL> key while selecting items.

4. Click Delete Item. The value is removed from the Data Values list.


Exporting Secured Values to a File

Any string of text can be used as a secured value item. The secured value list can also be exported to a text file. The resulting text file can then be imported into another software program or imported as a secured value list for another application.

To export secured values to a file:

1. In AppXtender Application Generator's tree, expand the Applications node. Select the application that is configured with the DLS secured values you want to export. Click the Document Level Security tab.

2. In the Document Level Security tab, select the field and group that are configured with the DLS secured values that you want to export.

3. From the Data Values list, select the secured value(s) to export.

Note: To select two or more items in sequence, select the first item, then press and hold the <SHIFT> key while selecting the last item. To select two or more out of sequence, press and hold the <CTRL> key while selecting items.


Managing Security


4. Click the Export To button. The Save As dialog box appears.

Figure 73 Save As Dialog Box

5. Select a drive, folder, and file name for the file and click Save. AppXtender Application Generator saves the secured value(s) as a text file.


190

Managing Security


Managing Annotation GroupsYou can use privileges to apply annotation-related security measures. However, if you want to control users’ access to specific annotations, you must use annotation groups. Annotation groups allow you to create associations between users, groups, and specific annotations. You can specify which users and groups can view or modify specific annotations, and which users and groups can hide or modify specific redactions.

The AppXtender system administrator may have created annotation groups and populated them with users and groups. In AppXtender Viewer, certain users who are members of annotation groups can assign annotations to those annotation groups.

You can manage annotation groups in AppXtender Application Generator, AppXtender Distribution. For instructions, refer to the following sections:

◆ “Modifying an Annotation Group”

◆ “Deleting an Annotation Group”

Note: Only users with the User Security Maint privilege in their user profiles may create, modify, or delete annotation groups.

Modifying an Annotation Group

This section describes how to modify an annotation group.

To modify an annotation group:

1. In AppXtender Application Generator's tree, expand the Annotation Groups node. A list of existing annotation groups appears.

2. Click the name of the annotation group in AppXtender Application Generator’s Annotation Groups list. The Annotation Group tab for the selected annotation group appears.

3. If you want to add users or groups to the annotation group, click Add. The Select Users and Groups dialog box appears.

4. Select the users and/or groups that you want to include in the annotation group.


Managing Security


Note: You can select multiple sequential users or groups by selecting the first user or group in the sequence, pressing <SHIFT>, and selecting the last user or group in the sequence. You can select multiple non-sequential users and groups by pressing <CTRL> and selecting each user or group, one at a time.

5. Click OK. The users and groups that you have selected appear in the New Annotation Group wizard. By default, each new user or group in an annotation group is configured to follow legacy rules, which means that each users’ ability to view or edit annotations or to hide or edit redactions is governed by the privileges assigned to their user or group profile.

6. If a user or group is configured to follow legacy rules and if you want to change the configuration, select that user or group from the list and disable the Follow Legacy Rules option. Other check boxes become available. Your choices are:

• If you want the user to be able to view all annotations in the current annotation group and all unassigned annotations, enable the View Annotations option.

• If you want the user to be able to edit one’s own annotations in the current annotation group, enable the View Annotations and Edit Annotations options.

• If you want the user to be able to edit all annotations in the current annotation group, enable the View Annotations, Edit Annotations, and Global Edit options.

• If you want the user to be able to hide all redactions in the current annotation group and all unassigned redactions, enable the Hide Redactions option.

• If you want the user to be able to edit one’s own redactions in the current annotation group, enable the Hide Redactions and Edit Redactions options.

• If you want the user to be able to edit all redactions in the current annotation group, enable the Hide Redactions, Edit Redactions, and Global Edit options.

Note: For ease of administration, it is recommended that you assign the same options to all members of each annotation group. For example, one annotation group can contain users and groups who all have the View Annotations option and another group can contain users and groups who all have the Hide Redactions option.

Managing Annotation Groups 191

192

Managing Security


7. If a user or group is configured to view or edit annotations or to hide or edit redactions, and if you want the user or group to be configured to follow legacy rules, select that user or group from the list and enable the Follow Legacy Rules option.

8. If you want to remove a user or group from the annotation group, select the user or group from the list and click Delete.

9. Click Finish.

Note: The flexibility of this feature allows you to customize it to your needs. However, this same flexibility may be somewhat confusing to your users. You should provide them with guidelines as to what they should be able to do with various annotations. For those users who can assign annotations to annotation groups, you should provide guidelines as to which annotations they should assign to each annotation group.

Deleting an Annotation GroupThis section describes how to delete an annotation group.

To delete an annotation group:

1. In AppXtender Application Generator's tree, expand the Annotation Groups node. A list of existing annotation groups appears.

2. Click the name of the annotation group in AppXtender Application Generator’s Annotation Groups list. The Annotation Group tab for the selected annotation group appears.

3. Right-click the annotation group name in AppXtender Application Generator’s Annotation Groups list and select Delete. A confirmation message appears.

4. Click Yes to delete the annotation group.



8Managing Volumes

This section describes the Volume Management Wizard, which allows you to remove reintegrated volumes from a data source, if necessary.

◆ The Volume Management Wizard................................................. 194

Managing Volumes 193

194

Managing Volumes


The Volume Management WizardThe Volume Management Wizard allows you to remove reintegrated volumes from a data source, if necessary.

Note: Only users who have been given the AppXtender Administrator privilege in Application Generator can use the Volume Management Wizard.

Note: The Volume Management Wizard does not remove users or groups that have been reintegrated into a database. It does not remove any existing security settings for the selected application. For instructions on removing reintegrated users and groups through Application Generator AppXtender Media Distribution, refer to “Deleting a User” and “Deleting a Group.”

To remove a volume:

1. From the Windows Start menu, select Programs and then ApplicationXtender Media Viewer. From the ApplicationXtender Media Viewer program group, select Volume Management. The Volume Management Wizard Select Data Source page appears.

Figure 74 Volume Management Wizard - Select Data Source Page

2. From the ApplicationXtender Data Source list, select the data source from which you want to remove a reintegrated volume.


Managing Volumes


3. Under ApplicationXtender Login, in the User Name text box, type a valid user name for the selected data source. If the AppXtender system is using the Windows security provider, you must precede the user name with a domain and a backslash. For the "rfrost" user on the "documentation" domain, for example, you would type documentation/rfrost.


5. Click Next. (If you did not enter the user name and password on the previous page, a Login dialog box appears. Enter the user name and password and click OK.) The Remove Reintegrated Volumes page appears.

6. From the Reintegrated Volume List, select the reintegrated volume or volumes you want to remove.

7. Click Remove. A confirmation message appears.

8. Click Yes. Messages appear briefly under Status, indicating the progress of the removal. If an application was created when reintegrating the volume and if no documents have been added since the reintegration, the application is deleted from the system. If necessary, you can delete any applications that remain. For instructions, refer to “Deleting an Application.”

The Volume Management Wizard 195

196

Managing Volumes




A Uninstalling


This appendix describes how to uninstall AppXtender Distribution.

◆ Uninstalling....................................................................................... 198

Uninstalling AppXtender Distribution 197

198

Uninstalling AppXtender Distribution


UninstallingAppXtender Distribution can be uninstalled using the Windows Add/Remove programs interface.

To uninstall AppXtender Distribution:

1. From the Windows Start menu, select Settings and then Control Panel. The Windows Control Panel appears.

2. Double-click Add/Remove Programs. The Add/Remove Programs window appears.

3. Select ApplicationXtender Media Distribution Database Reintegration Wizard from the list of programs.

4. Click Remove. A message appears asking you to confirm that you want to uninstall ApplicationXtender Media Distribution Database Reintegration Wizard.

5. Click Yes. The program is automatically removed from the workstation.

6. Close the Add/Remove Programs dialog box and restart your computer.



Glossary

Aaccessible security Accessible security grants access to users in the group for only those

documents with index field values that match the secured value list. (See also Document Level Security.)

annotation An annotation is a note or a shape added to a document or batch page, typically to focus attention on a particular part of the page. Users can use annotations to comment on the contents of a page, block areas of the page from view, or highlight important information. When a user creates an annotation, it is associated with the AppXtender page on which he or she created it. Annotations are edited and stored separately from the image, but they are displayed along with the image in AppXtender. The types of annotations available include text, highlighting, lines, arrows, shapes, and rubber stamps.

annotation group Annotation groups are entities that allow you to create associations between users, groups, and specific annotations. You can specify which users and groups can view or modify specific annotations, and which users and groups can hide or modify specific redactions.

application An AppXtender application is an index-driven data storage structure where documents can be stored and retrieved. An AppXtender application is based on an index that is composed of one or many fields. AppXtender applications are created in the Application Generator module of AppXtender.


200

Glossary


application security profile

Application security profiles, like global security profiles, allow you to grant a particular set of privileges to a user or group of users. You can define different privileges for a user or group of users in each application.

When a profile is application-specific, however, the privilege settings are not carried over to a new application when it is created. If a group of users has an application-specific profile for a certain application, but no global profile, then when a new application is created, the members of the group will not be able to access the new application. Application-specific security settings override global security settings.

audit trail Audit Trail is a feature that allows you to track user activity within the AppXtender system. System-wide activities such as creating, modifying, and deleting applications, users, and groups can be tracked. You can also track user activity in applications by tracking items such as creating and deleting documents, adding pages, and modifying index information for documents. By default, AppXtender logs audit trail events to a table in the AppXtender database. You can configure audit trails to log to this table, to a log file, or to both locations.

authentication Authentication is a method by which the identity of a user is verified prior to accessing software modules. Authentication requires users to enter a valid user name and password before access to software modules is allowed.

authorization Authorization is the granting of specific access privileges according to the user name. Security profiles contain information pertaining to a user’s specific privileges within the AppXtender system.

auto index import A feature within AppXtender that allows the use of the <F7> key to import index values from a text file, so users adding documents can automatically populate indexes using the imported data. AppXtender Auto Index Import is ideal for the import of index records that are applicable to only one document. In an Auto Index Import table, once a record (or a group of index values) has been used to index a document, the record is deleted.

Ccheck in/check out

modeWhen AppXtender is in check in/check out mode, use of revision control with AppXtender documents is mandatory. Users must check


Glossary


out a document in order to modify it. If they do not check the document out, it is opened in read-only mode and it cannot be modified.

classification The identification and association of the required official records subject category with the AppXtender document as part of the document metadata.

COLD COLD (computer output to laser disk) data is report data generated for existing applications. COLD data can be added to AppXtender as documents through the use of ColdXtender® (CX) or ApplicationXtender Reports Management (AppXtender Reports Mgmt).

collection A collection is a K2 full-text database.

Ddata source A data source is the means by which ApplicationXtender accesses

data from a database. When a data source is defined, an OLE DB data provider is configured to access the database. All of these characteristics in combination – where the data is stored, the format of the data stored, and the data provider used to access the data – comprise the data source.

data source group A data source group in AppXtender Admin associates a list of data sources with everything that has been configured in AppXtender Admin, such as WebXtender settings and connections to License Server computers. This feature eliminates the need to repeat the work involved in configuration every time you create a data source.

database A database is a collection of data tables of a particular database format (such as Oracle or Microsoft SQL Server). ApplicationXtender uses databases to store application information. When an application is created, details such as the field definitions and security information are stored in database tables. Once documents are added to an application, index information is stored in a table, as are the pointers to the location of the documents.

document A document is a page or group of pages stored in an application and identified by index information. Each page of a document is comprised of a single object such as a scanned image file or a word processing document. To create a new document, users add an object


202

Glossary


to an application and attach index information to it. Subsequent objects can be added as additional pages of the same document.

Document Level Security

Document Level Security (DLS) pinpoints user access within an AppXtender application. With DLS, you can deny a group of users access to any classified or sensitive document(s), without restricting access to other documents in the application. DLS can also be configured to grant a group of users access to only a specific set of documents in an application.

EERM ERM (enterprise report management) data is report data generated

for existing applications. ERM data can be added to AppXtender as documents through the use of ApplicationXtender Reports Management (AppXtender Reports Mgmt).

extended applications

Extended applications are AppXtender applications that can be called from within other software applications, adding document storage and processing functions.

Ffull-text Users can index documents for full-text searching by submitting

them to the Index Server. With a full-text search, users can find documents even if they do not know any of the index values. Users can also use full-text searching to refine an index value search.

Gglobal security profile Global security profiles are security profiles that automatically assign

a uniform set of access privileges for a user or group of users every time a new application is created. When a global profile exists for a user or group of users, the privileges assigned in that profile are automatically assigned for every application created. If a user or group of users does not have a global profile, an application-specific profile must be created for that user or group before they can access an application.

grab bar An AppXtender docked view has a grab bar. A grab bar is similar to a title bar except that it does not contain a title.


Glossary


Iimpersonation

account The AppXtender Index Server impersonation account grants security privileges to Index Server and is essential for the Index Server to operate properly. AppXtender Index Server uses the Index Server impersonation account to access remote and server resources, including AppXtender document paths, the AppXtender License Server, the registry, and the image repository (in some cases, the DX Document Server).

import specification An import specification is a set of rules that ApplicationXtender follows when importing data from an import file using the Auto Index, Index Image Import, or Key Reference import wizard.

inaccessible security Inaccessible security denies access to the users in the group for documents with index field values matching the secured value list. (See also Document Level Security.)

index An AppXtender index contains a group of fields where descriptive information pertaining to documents can be stored. This group of field definitions is used by AppXtender when storing index information within an application.

index image import AppXtender Index Image Import allows you to import index data and document files in a single step. A text file is required which contains a line of text for each document to be imported, with a value for each index field and a reference to the location of the file to be imported. No manual document indexing is required.

Index Server The AppXtender Index Server is an optional module that adds full-text indexing and OCR functionality to ApplicationXtender systems.

Kkey reference import AppXtenderKey Reference Import allows use of the <Tab> key to

import index values from a text file. AppXtender Key Reference is most effectively used in situations where each imported record may describe several documents. AppXtender Key Reference Import maintains the index records in the Key Reference table even after records have been used to index documents. Any change made to a record in the Key Reference table is reflected in the indexes of all documents described by that record.


204

Glossary


Nnode A node is an element of a tree structure such as in AppXtender,

AppXtender Admin, AppGen, or Reports Management. A node can be expanded to reveal subnodes or can be collapsed.

OOCR Optical Character Recognition (OCR) is a process that converts an

image of text into text. Users can process bi-tonal images using optical character recognition (OCR). After a user processes an image using OCR, it can then be submitted to the Index Server for full-text searching.

ODMA Open Document Management API (ODMA) support allows users to work with AppXtender documents within other ODMA-compliant applications.

OLE DB OLE DB is a programming interface for accessing data, and is a fundamental building block for storing and retrieving data using Microsoft’s Data Access Components (MDAC). OLE DB provides flexible data architecture that offers applications like AppXtender efficient access to databases. Data is accessed through OLE DB data providers.

Ppage The word “Page” typically implies a single entity. Since AppXtender

supports multiple object types, the term “page” is redefined within AppXtender to mean a single object. A very long word processing file is considered a page to AppXtender. A page could also be, for example, a single scanned image, a 30-minute video clip, or an audio recording. Each page of a document has the same index record attached.

privileges Privileges govern the ability of a user or group of users to access functions in AppXtender.

Rrecord A record is information that details a business transaction, regardless

of medium. It contains sufficient historical information or other value to warrant preservation.


Glossary


records management Records management defines the managerial activities involved in the life cycle of information. It includes planning, controlling, directing, organizing, training, promoting, and disposal of records.

records manager Records Manager is software used by organizations to manage records. It categorizes, localizes, and identifies records. It also stores, retrieves, and disposes records electronically from its repository.

A records manager is also the coordinator of the corporate records program.

redaction A redaction is a filled and opaque annotation shape that can be used to secure or hide portions of image and text pages. Users can apply redaction to all available annotations. When applied, the area of the page behind the redaction is not visible.

retention administration

Retention administration is a component of records management that involves retaining information until such time that it is permanently filed or disposed of.

Ssecurity Security is the combination of authentication and authorization.

security mapping Security mapping is an option in the AppXtender Migration Wizard or the ReportXtender (RX) Extraction Wizard that allows the administrator to map users or groups in a source database to users and groups in a target database. Similarly, when the ReportXtender (RX) Extraction Wizard is used to extract AppXtender documents and security information before an ApplicationXtender Media Distribution Media is created, the administrator has the option to map users and groups in the source database to users and groups in the database on the Media (or in the database where the Media will be reintegrated).

security provider Security providers implement authentication, which requires all users to enter a valid user name and password to access most modules. AppXtender Admin offers two pre-packaged security providers (CM and Windows) to ensure that each user is who he or she claims to be. You can also create a directory service security provider, if necessary.


206

Glossary


Wwrite paths Write paths are used to instruct ApplicationXtender where to store

documents, annotations, OCR output, and the ProIndex full-text database for a particular AppXtender application.


Index


AAccess

configuring for DBR 64creating a data source 64using with DBR 64

accessible in DLS 175activities, tracking for users 81adding

AppXtender Distribution CD-ROMs to DX 96

data source 53DLS in an existing application 176DLS secured values 181group 139group by import 145new user to group 155user 152user by import 158user to a group 162users to a new group 142users to groups 148

administrator See role of system administratorannotation group

definition of the term 190deleting 192modifying 190

annotationschanging write path 118definition of the term 15

applicationaudit trail settings 92changing description 117changing write paths 118

configuring an audit trail 92definition of the term 15deleting 122modifying 116purging data from 122security 127

ApplicationXtender See AppXtenderAppXtender

description 28requirements with AppXtender Distribution

39using with AppXtender Distribution 39

AppXtender AppGenstarting 72

AppXtender DistributionApplicationXtender 28AppXtender Viewer 27Data Source Selector 27Database Reintegration Wizard 26Extraction Wizard 25on your network 20Volume Management Wizard 26

AppXtender Distribution Database Reintegrationdescription 26installing 38uninstalling 198using to reintegrate a database 103

AppXtender Distribution Database Reintegration Wizard See DBR

AppXtender Distribution Extraction Wizard 25AppXtender Distribution Volume Management

26AppXtender Viewer

installing 41


208

Index


AppXtender Viewer See AppXtender Vieweraudit trails

configuring 86configuring for all applications 86configuring for one application 92settings for one application 92starting 84using to track user activity 81

Bbackups 33

Ccanceling reintegration 111CD-ROM

adding to DX 96creation process 19example of contents 19origin and contents 13reintegrating 103

certified databases and data providers 51changing

application 116application description 117DLS in an existing application 187DLS secured values 187fields 116group description 147group membership 148group security profile 149group settings 147license groups for a user 162security providers 133user security profile 163user settings 160user’s membership in a group 162user’s name 161user’s password 160write paths 118

closingPID table 121

CM security providerchanging to 133

COLD, definition of the term 15components of AppXtender Distribution 25

additional 35

ApplicationXtender Desktop 28AppXtender Viewer 27Data Source Selector 27Database Reintegration Wizard 26Extraction Wizard 25Volume Management Wizard 26

configuringAccess for DBR 64audit trail for all applications 86audit trail for one application 92audit trails 86data sources, multiple for display 70document write paths 23DX as write paths 120group name and description 141group security profiles 136, 149license groups for a new user 154new group security profiles 143new user security profiles 156Oracle Client 60user name and password 154user security profiles 163volume labels as write paths 119workstations 33

contentof CD-ROM 13organization in AppXtender Distribution 14

creatingCD-ROM 19data source 53group 139group by import 145password 154user 152user by import 158user name 154

Ddata providers

certified 51OLE DB 21, 50

data sourcedefinition of the term 16

Data Source Selector 27data sources

creating 53


Index


creating for Access 64creating for Oracle 62creating for SQL Server 54definition of the term 22, 50displaying 70hiding 70managing 21showing 70support for multiple 22viewing 52

data storage server, maintaining 36database

Access 64creating 53definition of the term 22, 50list of certified 51maintenance 34reintegrating 103reintegration, definition of the term 20SQL Server 54

defaultSYSOP login 73

definitionsannotation 15annotation group 190application 15COLD 15data source 16, 22, 50database 22, 50database reintegration 20, 102document 16document level security (DLS) 132ERM 15extraction 19file types 17index 17OLE DB 21, 50page 17premastering 19privileges 125, 126redaction 17security mapping 18security provider 18

deletingactive user’s login 121annotation group 192

application 122DLS secured values 188group 151new user from a group 156reintegrated volumes 193, 194user 165user from a group 162users from groups 148

descriptionchanging for a group 147changing for an application 117

directorydocument write 118

displayinglist of active users 121multiple data sources 70PID table 121

DLSaccessible vs. inaccessible 175changing in an existing application 187changing secured values 187definition of the term 132deleting secured values 188exporting secured values 188importing a secured value 185setting up in an existing application 176specifying a secured value 181using keywords 132, 182using wildcards 133, 183

documentchanging the write path 118definition of the term 16security See DLSstorage locations 23write paths 23

documentationmaintenance 36

Documentation, related 9duties, system administrator See role of system

administratorDX

adding AppXtender Distribution CD-ROMs to 96

maintenance 36storing RX CD-ROMs in 24using for write paths 120

209ApplicationXtender Media Distribution Database Reintegration Wizard Administrator’s Guide

210

Index


Eediting

application description 117write paths 118

ERM, definition of the term 15error messages, reintegration 110exporting DLS secured values 188extraction

definition of the term 19process 19

Ffield, changing 116file paths

for AppXtender Viewer installation 44file types 17folder

document write 118form overlays 15format of files 17full-text database write path, changing 118

Ggenerating CD-ROM 19global audit trail

configuring 86global security 127group

adding new user to 155adding users to new group 142annotation 190assigning a name and description 141changing membership 148changing security profiles 149changing settings 147changing the description 147configuring security profiles 136, 143creating 139deleting 151icons in AppXtender AppGen, AppXtender

Distribution 135importing 145licensing, specifying for the database 79, 80managing security 136privileges 166

removing new user from 156security profile guidelines 138troubleshooting 135

Hhardware

maintenance 34hiding

AppXtender AppGen, AppXtender Distribution status bar 76

AppXtender AppGen, AppXtender Distribution toolbar 76

data sources 70

Iicons, user and group in AppXtender AppGen,

AppXtender Distribution 135importing

DLS secured values 185groups 145users 158

inaccessible in DLS 175index

definition of the term 17field, changing 116

installingAppXtender Distribution Database

Reintegration 38AppXtender Distribution Database

Reintegration, starting setup 41AppXtender Viewer 41Oracle Client 59

interfacesRPC 120

introduction 12

Kkeywords, DLS 132, 182

Llaunching

AppGen AppXtender AppGen, AppXtender Distribution 72


Index


AppXtender Distribution Database Reintegration installation 41

legend, privileges 129license

available packages 77license groups

changing for a user 162configuring for a new user 154guidelines 31, 130specifying for the database 79, 80

License Servernetwork information 79requirement 40specifying location 77workstation information 80

list, active users 121loading saved settings for reintegrating 109location

document storage 23specifying for License Server 77

logging indefault account 73to AppXtender AppGen, AppXtender

Distribution 72logging out an active user 121

Mmaintenance

database 34documentation 36hardware 34software 35system backups 33

managingdata sources 21, 50data storage server 36security 125, 126security, group 136security, user 152

MDACuse in AppXtender Distribution 21

messages, reintegration 110invalid key length 110key reference fields 110media already reintegrated 110multiple spanned media 110

need AppXtender Distribution Database Reintegration license 110

progress 110reintegration complete 111source application excluded 110

Microsoft Access See AccessMicrosoft Data Access Components See MDACmodifying

annotation group 190application 116application description 117DLS in an existing application 187DLS secured values 187fields 116group membership 148group security profile 149group settings 147group’s description 147license groups for a user 162user security profile 163user settings 160user's password 160user’s membership in a group 162user’s name 161write paths 118

modules of AppXtender Distribution See components of AppXtender Distribution

multipledata sources 22, 70users on one workstation 134

Nnetwork, AppXtender Distribution process on 20NT security provider

AX login vs. workstation login 134changing to 133troubleshooting users and groups 135

OOCR write path, changing 118OLE DB 21, 50opening

AppXtender AppGen, AppXtender Distribution 72

audit trail 84Oracle


212

Index


creating a data source 62Oracle Client, configuring 60Oracle Client, installing 59

organization of content in AppXtender Distribution 14

Ppage, definition of the term 17password

changing 160creating for a user 154logging into AppXtender AppGen 73

pathsdocument write, changing 118for writing documents 23selecting for AppXtender Viewer installation

44supported 119writing to DX 120writing to volume labels 119

permissions See privilegesPID table

closing 121deleting an active user's login 121refreshing 121viewing 121

premastering, definition of the term 19privileges

changing for a group 149changing for a user 163configuring for a new group 143configuring for a new user 156definition of the term 125, 126precedence of user and group settings 128user and group 166viewing the legend 129

profilechanging for a group 149changing for a user 163configuring for a group 136configuring for a new group 143configuring for a new user 156guidelines for groups 138

purging data from application 122

Rredaction, definition of the term 17refreshing PID table 121reintegrated volumes, removing 193, 194reintegrating

an AppXtender Distribution CD-ROM 103canceling 111definition of the term 20, 102messages that appear while 110results of 112saving settings 108using saved settings 109wizard 26

removingactive user’s login 121AppXtender Distribution Database

Reintegration 198DLS secured values 188groups from AppGen RX 151new user from a group 156reintegrated volumes 193, 194user from a group 162user from AppGen RX 165users from groups 148

requirementsLicense Server 40software 39third-party components 39

resetting a user's password 160responsibilities, administrator See role of system

administratorresults of reintegration 112role of system administrator

application maintenance 31data storage server maintenance 36database maintenance 34database reintegration 31documentation maintenance 36hardware maintenance 34helping users 35license groups 31overview 30software maintenance 35system backups 33volume management 31workstation configuration 33


Index


RPC, description 120running

setup wizard 41

Ssaving reintegration settings 108security

application level 127document level See DLSglobal 127group profile guidelines 138group profile, changing 149group profile, configuring 136group profile, configuring for a new group

143icons in AppXtender AppGen, AppXtender

Distribution 135managing 125, 126managing groups 136managing users 152mapping, definition of the term 18overview 127precedence of user and group privileges 128providers 133providers, changing 133providers, CM 133providers, definition of the term 18providers, Windows 133troubleshooting users and groups 135user and group privileges 166user profile, changing 163user profile, configuring for a new user 156

settingsloading to reintegrate 109saving for reintegration 108

setup, AppXtender Distribution Database Reintegration 38

showinglist of active users 121multiple data sources 70PID table 121

softwaremaintenance 35requirements 39

SQL Servercreating a data source 54

using with DBR 54starting

AppXtender AppGen, AppXtender Distribution 72

AppXtender Distribution Database Reintegration installation 41

AppXtender Viewer installation 41audit trail 84

status barhiding in AppXtender AppGen, AppXtender

Distribution 76storage

in DX 24location for documents 23

supported paths 119writing to DX 120writing to volume labels 119

switching security providers 133SYSOP, default login 73system administrator, role of See role of system

administratorsystem maintenance 30

Ttext, COLD/ERM data 15third-party components

list of required 39toolbar

hiding in AppXtender AppGen, AppXtender Distribution 76

tracking user activities 81troubleshooting

invalid users and groups 135reintegration 110

types of files 17

Uuninstalling AppXtender Distribution Database

Reintegration 198updating

application 116application description 117DLS in an existing application 187DLS secured values 187group membership 148group security profile 149


214

Index


group settings 147group’s description 147license groups for a user 162user security profile 163user settings 160user's name 161user’s membership in a group 162write paths 118

upgrading AppXtender Media Distribution 48user

adding new user to groups 155assigning user name and password 154changing group membership 162changing license group 162changing name 161changing password 160changing security profile 163changing settings 160configuring license groups 154configuring security profile 156creating 152deleting 165icons in AppXtender AppGen, AppXtender

Distribution 135importing 158managing security 152privileges 166troubleshooting 135viewing a list of active 121

user name, creating 154

Vviewing

data sources 52list of active users 121PID table 121

volume labels, using for write paths 119volumes, removing reintegrated 193, 194

Wwildcards, DLS 133, 183wizards

AppXtender Distribution Database Reintegration 26, 103

AppXtender Distribution Database Reintegration uninstall 198

AppXtender Distribution Extraction 25AppXtender Distribution Volume

Management 26, 194AppXtender Viewer Setup Wizard 41New Group 139New User 152RX Volume Management 193

workstationconfiguration 33

write pathschanging 118DX 120for documents 23supported 119volume labels 119
