Implement DbArchive

For all aspects of DbArchive Implementation, you will need the DbLogin Admin Console installed and it's plugins.

Once licensed, the following are typical activities as part of a DbArchive implementation.

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Apply licence

Now understood, from the licenses you received:

1. Using Windows File Explorer, navigate to where you un-compressed your licenses, and copy the DbArchive.key to your clipboard
2. Using Windows File Explorer, navigate to the C:\V1Home\DbArchive directory and paste it
3. Navigate to services.msc and start both the V1DbArchive Services.

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Information

For all of the following, you will need to have the DbLogin Admin Console open and login as an administrative user
Where a fresh install, it must first be initialised before any other activity can be performed / used in conjunction with the SmartPortal.

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Initialise DbArchive

1. Click the top right icon (DbArchive Table Editor)
2. You'll be informed a new archive has been detected and if you want to initialise it, click Yes.

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Create Tables

1. Click the top right icon (DbArchive Table Editor)
2. Click Add Table
3. Give it a meaningful name (this is the internal name) with no spaces, such as PURCHASE_INVOICES
4. Add as many fields as the Project Requires
5. Click the Save icon when completed to commit you table

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Export Table Structure

Useful to export table / field structure if, for instance, you are moving from one server to another with a view to then import to another DbArchive instance.
DbArchive structure is exported in a .xml format.

NOTE: Data is not exported, only the table / field structure.

1. Click the top right icon (DbArchive Table Editor)
2. Click on the Export to XML icon
3. Provide a path / give the file a meaningful name
4. Click Save

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Import Table Structure

Assuming DbArchive Table / Field structures have been exported (as above) they can be imported to a new or existing DbArchive.

NOTE: Use with caution, any tables that have the same name already on the system present in the xml imported will be replaced, but any that aren't will not be affected, those imported appended to any already there.

NOTE: Data is not imported, only the table / field structure.

1. Click the top right icon (DbArchive Table Editor)
2. Click on Import from XML
3. Browse to the location of your XML, click Open
4. There will be a brief pause as the tables are imported (the more there are, the longer it will take) but only usually takes a few seconds.

NOTE: All standard integrations come with pre-created tables you can import / can be used as a good starting point.

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Export Table Tag Data

Useful to export table / field data if, for instance, you are moving from one server to another with a view to then import to another DbArchive instance.
DbArchive tag data is exported in a .csv format.

NOTE: Images are not exported, only the tag data.

1. Click the DbArchive Import/Export (pen-drive with 2 blue arrows on it) icon at the top of the screen
2. Single click on the table you want to export data from
3. Click the Export icon at the top of the screen
4. Save your _TABLENAME.csv to disk (you're advised to put it in the \V1Home\DbArchive directory), click Save
5. Click the Unload button to populate your _TABLENAME.csv with the tag data therein

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Import Table Tag Data

NOTE: The Table you are importing data into must match the format of the CSV file.

1. Click the DbArchive Import/Export (pen-drive with 2 blue arrows on it) icon at the top of the screen
2. Single click on the table you want to import data into
3. Click the Import icon at the top of the screen
4. Navigate to the \V1Home\DbArchive directory, click on the _TABLENAME.csv file and click Open
5. The links are now loaded, close the Import / Export Tool

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Clear a Table of Tag Data

NOTE: Use with extreme caution. Unless exported / backed up, what you are about to do will permanently remove the tag data from the table making all images in-accessible, V1 take no responsibility for loss of data.

1. Click the DbArchive Import/Export (pen-drive with 2 blue arrows on it) icon at the top of the screen
2. Single click on the table you want to clear of tag data
3. Click the Clear icon at the top of the screen, you're asked to confirm, click Yes to clear (after which the table is cleared), No to change you're mind.

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Export an Image from DbArchive

Given the obvious security implications, it is not possible to directly export images en-masse from the user interface.
Individual images can be saved to disk by viewing them in SmartRetrieve and clicking the View Externally button, as such, only those users with permission to view the content of that table can do this.
Command line tools are available to export images en-masse, contact the Support team for advise on how to do this.

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Links

Document linking means when viewing a document in SmartRetrieve, if available, you will be given the option to see any attachments that relate to one another.

Examples may include:

Show me Orders for this Invoice
Show me Invoices for this Supplier
Show me Quotes for this Order

And so on.

Example

• A Purchase Invoice has been archived using DbCapture
• AP user PETE receives 3 photographs that relate to the Invoice and archives them using SmartDeposit in the Purchase Invoice Attachments table
• AP user PETE receives an email that relates to the Invoice and archives it using SmartDeposit in the Emails table

Usage

• PETE wants to see the Invoice, the photographs he archived and the Supplier email
• He/Him logs in to SmartRetrieve and queries the the Purchase Invoice transaction
• Viewing the image, selects the link to see the photographs
• From the attachment, selects the link to see the email attachment

Create Links

To create a link, 2 DbArchive tables must contain data that relate.
For example, assume you want to link a Purchase Invoice table to a Supplier Table.
The Purchase Invoice table might have a field called SUPPLIER_CODE and the Supplier Table has a field SUPPLIER_CODE. When data is archived in both tables and those fields have a value of say ABC123, they can be linked.

1. Click the DbArchive Link Editor icon at the top of the screen
2. Click the Add a new Link icon
3. Give your link a description. This is the plain english description of the link which your user will see in SmartRetrieve as a dropdown, i.e. "Show Purchase Invoices for Supplier"
4. The first Source dropdown is the DbArchive table you're linking from, select a table.
5. The second Source dropdown is the DbArchive field you're linking from that table, select a field.
6. The first Destination dropdown is the DbArchive table you're linking to, select a table.
7. The second Source dropdown is the DbArchive field you're linking to that table, select a field.
8. Click OK

Repeat the above steps for as many links as are required.

Export Links

If you have created Links and want to export them with a view to importing them to a blank system:

1. Click the DbArchive Import/Export (pen-drive with 2 blue arrows on it) icon at the top of the screen
2. Click File > Show system tables
3. The _LINKS table will now be displayed, single click on it
4. Click the Export icon at the top of the screen
5. Save your _LINKS.csv to disk (you're advised to put it in the \V1\DbArchive directory), click Save
6. Click the Unload button to populate your _LINKS.csv with the links created

Import Links

If you have already created Links and want to import them to a blank system:

1. Click the DbArchive Import/Export (pen-drive with 2 blue arrows on it) icon at the top of the screen
2. Click File > Show system tables
3. The _LINKS table will now be displayed, single click on it
4. Click the Import icon at the top of the screen
5. Navigate to the \V1\DbArchive directory, click on the _LINKS.csv file and click Open
6. The links are now loaded, close the Import / Export Tool
7. To ensure they’re ready to use, click the DbArchive Link Editor icon to load the Link Editor and you will see a list of all links

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Configure user access to DbArchive document Types

Example:

• I want to limit my user PETE to only have access to Purchase Orders

1. Click the permissions icon at the top of the screen
2. Click the green plus icon at the top of this screen
3. Give your access level a meaningful name, i.e. ACCESSPURCHASEORDERS, click OK
4. The default access is nothing. To enable access to Purchase Orders, click the Purchase Orders Cell and click the green circle icon at the top of screen
5. Notice the status now changes to Full, now click the save icon at the top of the screen
6. Repeat the above steps per access level you wish to add per document type
7. Close the DbArchive Access Permissions Editor
8. From the grid, select the checkbox next to the PETE user and click the icon at the top of the screen
9. In the component tree, single click DbArchive
10. In the right hand panel, notice a drop down for Value of Access level. Select the drop down and click ACCESSPURCHASEORDERS which should be in the list. Click Save

Repeat the above steps per user per access level you wish to create.