FileHold Document Management: Server Administration Guide

Today's FileHold technical support blog post provides an overview of the various components of the FileHold Document Management software from an IT administration perspective. This is an extract from a larger guide that is included with the FileHold installation materials.

The following list includes FileHold specific Windows 2003 services, FileHold's .NET Application Pool, scheduled tasks, and other configuration settings.

You can click on the screen shots to see a larger view of them - this will open a new browser window in a pop up window.

1. FileHold Related Services (found in Services (Start Menu / All Programs / Administrative Tools / Services )

1.1. FHURM (FileHold User Role Manager) – Status must be STARTED

The FileHold User Role Manager is for the web service that manages users, roles and access to the system. This integrates with MS ADAM and also with Microsoft Active Directory if the optional Active Directory module is purchased. You can learn more about Active Directory by clicking this link:






1.2. (Optional – FileHold WorkFlow Host Service)
– This must be STARTED if you are using the optional FileHold workflow module
– If you are not using the advanced workflow module, then leave it disabled.




2. Web Server Related Services

2.1. IIS Admin Service - Status Must Be Started










3. World Wide Web Publishing Service – Status Must be Started




4. MS SQL Server Related Services: SQL Server (MSSQLSERVER) and SQL Server Agent (MSSSQLSERVER) must both be started (2 services)

4.1 Note: However, some FileHold customers run MS SQL Server 2000 or 2005 on a separate server so this may not be present on the web server.









IIS Administration (Internet Information Services (IIS) Manager)

5. Is the FH App Pool running?














6. Is the NET 2.0 Server Extension allowed? This should be set to Allowed.











7. FileHold Scheduled Tasks:

7.1. Are any the FileHold Scheduled Tasks Running? (Start Menu / Accessories / System Tools / Scheduled Tasks)













7.1.1. NOTE: FH Synchronization with domains should only be running if you are using the optional FileHold Active Directory Synchronization feature.
7.1.2. Please make sure these tasks are running and test this by running any of the tasks that are set to run every 1 minute under the schedule column by Right Clicking on a single task and selecting RUN.
7.1.3. If the task will not run, then the FH_Service account may not be allowed to run the task by server or domain security policy settings. This service account is responsible for system functionality for both FileHold web services and database access.

8.0 Is Default Web Site running under .NET 2.0?
- You can find out if it is by right clicking on default web site and going to ASP.NET tab

Learning More: Guest User account / security role in FileHold Document Management Software ?

In FileHold Document Management's overview of system security there are all the standard users. It is also possible to use a guest user account to solve very specific types of business problems.

The functionalities available to Guest users are the same as the Read-Only users but more limited. Below are the functionalities which Guest users can or cannot perform:

- No ability to add a document as they are a type of read only user - they can only get copies of documents that other people add.
- Can view the Metadata & File Properties of a document in the cabinet / folder where the user has access.
- Can view a document's History of Changes (Edits to Metadata & Usage of File).
- Can perform searches but cannot create smart folders and saved searches.
- Can 'Get a Copy' but cannot check-out document(s).
- Can 'Email' FileHold documents.
- Cannot edit the Metadata of a document.
- Cannot create links between documents but can view the linked documents made by other users.
- Cannot move or copy document(s) to another library location.
- Cannot delete document(s).
- Cannot add documents to Document Tray.
- Cannot create or add Virtual folder.
- Can view the Properties of the Library objects in read-only mode.
- No access to My FileHold and its sub nodes including My Favorites, Checked Out Documents, Document Alerts, Document Reminders, Recently Accessed and Recently Added.
- No access to View Preferences including My Alert Preferences and My User Preferences.
- Cannot be a participant or an observer of a Workflow activity.
- Does not have access to Reviews & Approvals and its subnodes including My Workflow Tasks and Status Report in the FileHold Workflow engine.
Can be assigned a Brava Viewer License.

Document Management API Code Snippet - Add Documents with Metadata

Sometimes customers will integrate the FileHold document management software system with other systems, databases and applications in their network or enterprise. While the majority of our wide ranging customer base use FileHold Document Management Software out of the box, there are customer examples who require an API for integration into other systems. For example, we have customers that have integrated with SAP, GlobalShop ERP, Java based systems via SOAP, Oracle E-Business Suite Financials, MS SharePoint, and custom intranet applications as well as various types of corporate enterprise information portals.

FileHold is a .NET 2.0 / 3.0 C# based system designed around a scalable, highly configurable web services oriented architecture.

This blog post features a useful code snippet that shows how you can add a document to the FileHold document management software system via the FileHold web services based API.

For those who do not understand what a code snippet is - this is an example of how to use code - not an entirely self contained piece of software.

============================
The Document Manager class has a method AddDocument and one of the
parameters is a array of FieldWithValues structure.



// ----------- code snippet


// get the fields definition for the schema

FieldDefinition[] fielddefinitions =
DocumentSchemaManager.GetDocumentSchemaFields( SchemaId );


//create the new schema values for the document

List fieldsWithValues = new List();


//for each schema field

foreach ( FieldDefinition field in fielddefinitions )

{

// only do for NON system fields

if ( !field.IsSystem )

{

FieldWithValue newFieldValue = = new
FieldWithValue();



//global field id

newFieldValue.FieldId = field.MetadataFieldId;



// define variable ob type object

object value = null;

// and now based on the field type assign the value

// if you want to assign default value

// value = field.InitialValue;



// if it is string

// value = "text of the metadata"



// if it is date

// DateTime dt = new DateTime( 2008, 4, 12 );

// value = dt;



// in case of dropdown menu

// get the menu items into array

// DropdownFieldChoice[] menuchoices =
DocumentSchemaManager.GetDropDownMenuItems(field.MetadataFieldId);

// // set the default null value

// value = new int[] { };

// foreach (DocumentSchemaManagerService.DropdownFieldChoice menu in
menuchoices )

// {

// if (menu.Value == YOU_MENU_FIELD_VALUE )

// {

// value = new int[] { menu.Id };

// break;

// }

// }



// set the value

newFieldValue.FieldValue = value;

// add the field value to the list

fieldsWithValues.Add( newFieldValue );

}

}



// now you can use the fieldsWithValues variable in the AddDocument method



// ----------- end of code snippet