FileHold Systems: Document Management Software Blog

Review of FileHold Document Management Software in Technolawyer

noreply@blogger.com (Cameron Siguenza) — Wed, 20 Aug 2008 17:38:00 +0000

Peter R. Olsen wrote a review of FileHold Document Management Software for the Technolawyer newswire a few days ago. You can find a link to the PDF article at the bottom of the FileHold web page in the below link.

Link to FileHold Document Management Software web site where the review is located:

FileHold Document Management: Server Administration Guide

noreply@blogger.com (Cameron Siguenza) — Thu, 29 May 2008 15:41:00 +0000

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 ?

noreply@blogger.com (Cameron Siguenza) — Fri, 23 May 2008 23:04:00 +0000

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

noreply@blogger.com (Cameron Siguenza) — Mon, 12 May 2008 02:40:00 +0000

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.

============================
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

Backing up FileHold Document Management Software

noreply@blogger.com (Cameron Siguenza) — Thu, 17 Apr 2008 17:06:00 +0000

It has been a very busy last few weeks here at FileHold. We keep busy helping customers configure FileHold software and get the most out of their document management systems / software. We welcome questions about document management, document imaging and scanning or other IT, security or implementation questions you might have that are related to FileHold and document management in general.

In today's post I wanted to put some focus on the FileHold backup procedures PDF document that is available to any customer and is provided with our product materials and installation applications. Today's blog post is only to highlight the scope of backing up FileHold. It is not meant to replace the document itself. As always, test your backups and simulate disaster on a regular basis. The sales team at FileHold can sell a backup/test server license of FileHold to help you with your disaster planning efforts.

Items to back up in FileHold:

1) Document Repository storage folder structure
- Daily is recommended
Example: D:\DocumentRepository

2) Full Text Search folder structure
Example: D:\FullTextSearch\DTSIndex
- Daily backup is recommended

3) Backing up ADAM Repository
- Using the NTBackup/backup tool supplied in Windows Server 2003 you will want to backup the entire Microsoft ADAM folder structure - typically at C:\Program Files\Microsoft ADAM\FHURM\data
- Daily backup is recommended
- ADAM contains the users and group objects of your system
- ADAM can also contain Active Directory information if you are using Active Directory user/group synchronization which is optional.
- Microsoft wrote an interesting case study of our implementation of MS ADAM in FileHoldThis link opens up a Word document from the Microsoft site.

4) Backing up FileHold web application folder structure:
- A periodic backup of the ...inetpub/wwwroot/FH/FileHold web folder structure
- backing this up a few times a year is suggested.

5) FileHold Databases
- Finally - we recommend nightly backups of the 5 FileHold databases that start with ch_

ch_fulltextsearch
ch_documentrepository
ch_librarymanager
ch_userrolemanager
ch_workflowpersistencestore

Summary:
- We recommend that you do these backups at the same time - usually scheduling on a Saturday night or something is the best idea.
- We recommend that you stop the FH App Pool or web server services - this can all be done with Scheduler on the server to automate this. More on this topic is covered in the FileHold backup and recovery procedures document we provide.
- Obviously, there are more advanced ways of backing up a document management system like FileHold.
- There are server imaging products like Acronis True Image.
- Many of our customers use virtualization products like VMWare Corporation's virtual server technology to run FileHold and to simplify disaster recovery.

Let us know if you have any questions by commenting on this blog post or logging into the support system if you are a FileHold customer and opening up a help ticket.

Thanks.

Cameron Siguenza
VP Services
FileHold Systems Inc.

FileHold Training Video: Scanner and Imaging Software Integration - Training

noreply@blogger.com (Cameron Siguenza) — Fri, 21 Mar 2008 22:33:00 +0000

With this blog posting, we conclude our three part overview of the training videos that supplement setup, configuration and administration in FileHold document management software with an overview of how FileHold integrates with EMC Captiva's QuickScan Pro scanning and imaging software. The final video also discusses in detail the integration with Kofax Corporation's Ascent Capture software.

Both QuickScan pro and Kofax Ascent Capture are capable of generating an XML export file for each batch of scanned documents. This XMl file can contain index information as well as file path information to where the scanned TIFF, JPG or PDF document is located. FileHold's import service known as the FileScan Bridge then imports this information to automate as much as possible in the process.

It is also possible to use this XML based approach in a generic fashion for integration with other systems and platforms. This approach has been used by FileHold customers and resellers to integrate with various financial, portal and ERP systems.

Finally, using FileHold's powerful .NET based API you can create auto-filing components that can intelligently file documents and even create Cabinets, Folders and other library objects in an automated fashion. FileHold's consulting team can work with you to provide this advanced functionality for high volume scanning environments or for other solutions that require increased efficiency.

3a) Scanning Integration Overview Video (10:52)

This presentation will show you how FileHold works with EMC Captiva's QuickScan Pro scanning software to provide a comprehensive solution for the scanning, classification, storage and retrieval of paper documents. This video provides background information for the remaining activities you will complete in the remainder of this video series.

3b) Scanning Concepts & Considerations - A Scanning Primer (9:31)

This presentation provides an overview of the key scanning concepts and best practices considerations when designing a scanning solution. This is a great place to start if you are new to scanning or require a refresher on some of the key scanning terms. This video will cover the following topics;

Breaking down each stage of the scanning workflow
Scanning automation and document separation
Scan Image file processing / image retouching and file format output considerations
The differences between full text and zonal Optical Character Recognition (OCR) and when each applies
Techniques for accurate and efficient document tagging

3c) Configuring QuickScan Pro (19:48)

This presentation walks users through the key settings required when configuring QuickScan Pro to work with FileScan Bridge. This video builds on the concepts learned in the Scanning Integration Overview video. This video will walk you through the following QuickScan Pro settings using the QuickScan Pro scanning software batch configuration utility;

QSP Scanning & Job Separation settings
Image Processing Filter settings
Full text OCR & Adobe PDF Output settings
Tagging settings
XML Output settings
Tips on Organizing scanner output files
Tips on how to quickly create Barcodes recognizable by QuickScan Pro

3d) Configuring FileScan Bridge (11:45)

This presentation walks users through the key settings required when configuring FileScan Bridge (a subset of features in the FileHold Desktop application) to work with QuickScan Pro, Kofax Ascent Capture or any other scanning software or third party application. This video builds on the concepts learned in the previous video. This video will walk you through the following settings using the FileScan Bridge features of the FileHold Desktop Application;

How to configure FileScan to watch for scanning output from QuickScan Pro or Kofax Ascent Capture
How to setup field mapping so that index tags captured when scanning are passed to FileHold
How to configure auto-filing for documents
Scanning workflow automation settings of FileScan Bridge

FileHold: Training Video - Library Administration for FileHold Document Management Software

noreply@blogger.com (Cameron Siguenza) — Thu, 20 Mar 2008 14:28:00 +0000

The previous post covered the training video resources for FileHold System Administration, where various types of user accounts, security groups memberships and access role permissions are assigned and managed.

Today's post will examine four Library Administration videos. Library Administration is where the document management library is given structure in terms of the Library file cabinet and folder hierarchy. In addition, system permissions, roles, and memberships created by the System Administrator(s) are used to safeguard security and provide access to file cabinets, folders and documents, records and files.

These videos supplement the direct training provided by the FileHold support and implementation team as they work directly with customers in the training and configuring of the FileHold document management software library. As always, our goal with each FileHold customer is to make their implementation a simple, pleasant and straightforward process.

Remember: FileHold's online help system is always available:

2) FileHold Library Administration and Configuration: 4 Videos

2a) FileHold Document Tagging Overview (5:13)

This presentation provides an overview of how to create and structure the FileHold library with metadata and index information. This video provides background information for the remaining activities you will complete in the remainder of this video series.

2b) Designing a Document Tagging Standard - A Best Practices Guide (9:31)

This video provides an excellent overview of the following topics.

1. How document tagging or indexing standards influence the Library structure
2. How to identify which Document Types and Metadata fields should be tracked
3. How to select metadata field types for fast and accurate tagging
4. Best practices when preparing to implement your tagging standards

2c) Implementing your Document Tagging Standard (12:35)

This demonstration focuses on how to quickly implement the document tagging standard you have created as a result of the exercises outlined in the “designing a tagging standard best practices video”. At the end of this exercise the FileHold library will be configured to the point where you will be able to test the addition and tagging of documents.

This video will walk you through the following tasks on a live version of FileHold server;

1. The addition and configuration of sample Metadata Fields
2. The addition and configuration of sample Document Types (schemas)
3. The Association of metadata fields with document types

2d) Testing your Document Tagging Standard (7:31)

This demonstration focuses on how to test and verify the tagging standard you have implemented as a result of the exercises outlined in the previous video in 2c) "implementing a tagging standard."

At the end of the exercises outlined in this video you will have tested the FileHold tagging standards by adding and searching for documents.

This video will walk you through the following tasks on a live version of FileHold server;

1. The addition of a test cabinet, drawer, category and folder to the Library
2. Testing the addition and tagging of documents using the tagging standard
3. Testing the searching for documents using the tagging standard

FileHold: Training Video - System Administration for FileHold Document Management Software

noreply@blogger.com (Cameron Siguenza) — Wed, 19 Mar 2008 23:39:00 +0000

Today's post will showcase the System Administration portion of our online video training titles that are available for FileHold document management software customers around the world. These videos supplement the human touch provided by the FileHold support and implementation team when they work directly with customers in the training and configuring of the FileHold document management library. Our goal with each customer is to make document management implementation a simple and straightforward process.

Remember: FileHold's online help system is always available:

1) System Administration Series: 3 Videos
1a)FileHold User & Document Security Overview (15:06)

This tutorial video series is designed to help you to understand FileHold security and setup of the System Administration area of FileHold.

This presentation provides an overview of FileHold’s user and content security model and provides best practices guidance when planning your FileHold implementation.

This video covers the following topics;

1. FileHold Groups & roles bases security model
2. Locally Managed & Active Directory Domain managed user accounts
3. How documents are secured (content authentication)
4. Best practices when preparing to add users / documents

1b) Implementing your User & Document Security Standards (12:25)

This video provides step-by-step instruction on how to implement your user and document security standards in FileHold.Once the exercises in this video are complete you should be ready to test the security standards you have implemented prior to rolling it out to end users in the next video.

This video covers the following topics;

1. Create FileHold Groups & Assign roles to each group
2. Add users (or Import Synchronized Users from Active Directory)
3. Assign Users to FileHold Groups
4. Setup Document Type Memberships
5. Setup Cabinet memberships, drawers & sample folders

1c) Testing your User & Document Security Standards (5:06)

In this final video title of the System Administration series, this presentation focuses on how to test the security model you have implemented as a result of the exercises outlined in the implementing your security model video.

This video covers the following topics;

1. Test user / system security (authorization to File Cabinets and Folders)
2. Test document security (document permissions and authentication)
3. Test search security (Users can only search within Cabinets, Folders and File types that they are authorized to access)

FileHold Document Management Software Blog Topics

noreply@blogger.com (Cameron Siguenza) — Mon, 17 Mar 2008 17:52:00 +0000

We will cover a variety of blog topics:

1) Spotlight on FileHold web site and FileHold help system content
- There are hundreds of pages in the FileHold web site and help system, on a frequent basis we will look at various topics that are frequently asked about.

2) Best Practices in Document Management
- In this we will look at various FileHold customer case studies, generally with customer names removed to protect confidentiality. We will examine how the FileHold library was setup, what challenges were overcome, and showcase the results. I always enjoy reading and learning about how people do things, usually this helps me with thinking of new ways to organize and structure document library's, metadata and a variety of documents.

3) Backup and Recovery of FileHold Application Data
- Far too often we read and hear about companies and organizations around the world that do not backup their various IT systems often enough, or not at all. Losing critical business or customer data is a serious risk. We provide detailed documentation covering a variety of backup and recovery scenarios. It is also a good idea to regularly schedule the testing of these upgrades, as well as patches and updates from Microsoft on a test FileHold server. Many of our customers elect to purchase a special backup and recovery license of FileHold to perform these tasks. Some customers use virtual machine technology from VMWare and other vendors that allow them to roll back after applying a patch or update from Microsoft. We will cover a variety of topics in this area.

4) Document management related technology news
- Occasionally, we may refer to interesting articles, news items or other external web sites that relate to the fields of imaging, document and record management.

This is a work in progress. We welcome your feedback, comments and suggestions.

Welcome to the FileHold Document Management Software Blog

noreply@blogger.com (Cameron Siguenza) — Wed, 27 Feb 2008 17:32:00 +0000

The FileHold Document Management blog is another way FileHold Systems is trying to communicate with customers and potential customers.

I am your host, Cameron Siguenza, and I manage global support and implementation here at FileHold. I am happy to work with a great team comprised of developers, engineers, quality assurance, and sales personnel. We care about quality, and about making our customer's lives easier when it comes to simplifying document scanning, imaging, document and record management implementations. Ultimately, it is my responsibility to ensure that FileHold is installed, configured, and successfully deployed by working with customer IT and business/end-user representatives. We are lucky to work with a great group of customers around the world.

You may find it useful to subscribe to this blog via XML web feed to your XML RSS or Atom based Newsreader, iGoogle home page, My Yahoo, Microsoft Live home page, or via Internet Explorer 7 or the FireFox browser's built in XML news reader systems. There are many other ways to subscribe and read blogs that make it easier to stay involved. Many of these methods are more efficient than using browser bookmarks and going through them manually.

I have an iGoogle home page with 9 tabs arranging news feeds from current events, IT news, blogs, IT security alerts, hobbies, and friends and family blogs. It makes knowing whats new across hundreds of web sites and blogs an efficient 10 minute process.

You can read more the links above, or in this explanation from google about ATOM and RSS feeds if you are interested in using these handy and time saving technologies.
Google News Reader - ATOM and RSS Feeds Explanation

We have a variety of topics to cover that will range from IT to scanning to library administration and configuration to end user questions. We are open to feedback and welcome commentary and questions.