Implement SmartPortal

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IMPORTANT
The DbLogin and DbArchive implementation steps must have been completed before implementing the SmartPortal.

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For all aspects of DbArchive Implementation, you will need the DbLogin Admin Client installed, it's plugins and access to the SmartPortal as an administrative user.

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Connect the SmartPortal to your Databases

Although this can be done from anywhere with http access to the V1 Server where the software was installed originally, you are advised to do it from the same one.

Where PostGRE

PostGRE is now the default choice of database for V1.
Free, no size limits, light weight, configured via your browser with no client required, easily installed and shares the same commands as MS SQL for familiarity.

You will need the server address, port (usually 5432) user and password you used to create the DbArchive and V1Documents databases.

Where SQL Server

You will need the SQL Server / Instance name, sql user and password you used to to create the DbArchive and V1Documents databases.
Ensure the SQL Server and SQL Browser Agent services are running applicable to the database location prior to starting configuration.

Procedure

1. Open your web-browser of choice
2. Navigate to http://127.0.0.1:5002
3. The ‘first run’ config screen appears
4. Click the OK button
5. In the Archive JSON Configuration, change the server name to the name or IP address of the server you are installing on
6. Scroll down to the jdbc connection (SmartRetrieve search indexing), remove the example and enter:

Where PostGRE

An Example would be:

jdbc:postgresql://127.0.0.1:5432/DbArchive

Where SQL Server

An Example would be:

jdbc:sqlserver://MYSQLSERVER\SQLINSTANCE;Database=DbArchive

7. Enter the username and password to connect to the Database
8. Click Test JDBC connection until you see a green tick
9. Click the Data Handling tick box ensuring STRING fields are handled as UTF-8
10. Scroll down to the jdbc connection (V1 document server), remove the example and enter:

Where PostGRE

An Example would be:

jdbc:postgresql://127.0.0.1:5432/V1Documents

Where SQL Server

An Example would be:

jdbc:sqlserver://MYSQLSERVER\SQLINSTANCE;Database=V1Documents

11. Enter the username and password to connect to the Database
12. Click Test JDBC connection, where successful, you will see a green tick

Apply licences

Now understood, from the licenses you received:

Where licensed for FTS and/or SmartApprove:

13. Scroll down near the bottom of the page until you see the License Server section
14. Using the table on the How to Apply Licenses page as a guide and the browse buttons, apply your license files per component
15. In the License server section, click Test connection
16. Scroll to the bottom of the screen and click OK
17. You should now see a login screen, this is an indication everything is good to go. Login as an Administrator user.
18. Again, change the url from http://MYSERVER123:5002/portal to http://MYSERVER123:5002/config and press enter
19. Click Configure integration server
20. Scroll down until you see 'Other configuration' and click 'Import user from DbLogin'
21. Scroll to the bottom and click OK
22. Go to User Management > Manage Users, you should now see all your existing DbLogin users
23. Click the pencil for each one and un-tick 'must change password' or they will be forced to when they come to login

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Manage Roles

Q: What is a role?
A: A role is a permission level to permit access to particular areas of the SmartPortal.

They are created / administrated in the V1SmartPortal and usually by an administrative user and can be created at any time.

An admin role has been created for you to 'get you going' but you are advised to create others as applicable to day to day usage you can apply to users.

1. Log in to the V1SmartPortal
2. Click on User management > Manage roles
3. Click Add role
4. Give the role a meaningful name, such as APDEPT
5. Tick the boxes are per the on screen instructions to fit the role you are creating
6. When done, click Save

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Manage Users

A DbLogin user is one that requires access to the V1 clients and SmartSuite on a day to day basis.

This might be to login to the SmartSuite to use SmartDeposit and deposit a document, or to login to SmartRetrieve to view one.

These users can be added at any-time, but for the purposes of this document, you’re advised to create as many as possible as early in the implementation as possible.

1. Log in to the SmartSuite as an administrative user
2. Click on User Management > Manage users
3. Click on Add user
4. User Type = DbLogin User
5. User name = Choose a username
6. Add Forname
7. Add Surname
8. Add email address
9. Password = Choose a password
10. Confirm password
11. Role = -Select one based on those created-
12. Ensure Must Change Password is UN-ticked
13. Click Save

Repeat these steps for each user required

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Allocate User Licenses

1. Open the DbLogin Admin Console and login as administrator / administrator
2. Click the padlock icon at the top of the screen, Manage Access Tokens

NOTE: Here you will see a grid (based on your licenses applied during the installation) what applications have been licensed for.

3. Click on the first application in the list and click Allocate
4. Click on the DbLogin user on the left you wish to assign access
5. Click the >> arrow to assign them access to the software
6. Click Save
7. Repeat the above steps for each application in the list based on the values you see/ those available in your pool
8. When finished, click Close

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SmartDeposit

Once user licenses are allocated, there is no specific implementation to do, some factors to consider:

To do a lookup against data to populate fields automatically, a server side definition file must exist in the C:\V1Home\DbArchive directory of the same name as the table.
This will either require a standard integration, or bespoke professional services engagement.
Contact your V1 Account manager for more information.

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SmartRetrieve

Once user licenses are allocated, there is no specific implementation to do, though you may want to consider creating a saved search:

Q: What is a saved search?
A: If you do the same query regularly, this can be saved and triggered with one click. They are usually saved 'per user'.

1. Open your web-browser of choice
2. Navigate and login to the SmartPortal, click the SmartRetrieve icon
3. Select the DbArchive table you wish to search
4. Select the fields / construct the search you wish to use
5. When completed, click Save search.
6. Give it a meaningful name, tick the boxes to have it run automatically and make available to all users, if un-ticked, it will remain just for you.

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SmartRetentions

1. Open your web-browser of choice
2. Navigate and login to the SmartPortal, click the SmartRetentions icon
3. Click the New rule icon
4. Enter a Rule code (this can be anything, make it as meaningful as possible)
5. Enter a Display name (this can be anything, make it as meaningful as possible)
6. Enter a reason for retention (this can be anything, make it as meaningful as possible)
7. Tick the box Deletion will be performed when and confirm your desired parameters
8. Enter a reason for retention (this can be anything, make it as meaningful as possible)
9. Click the Deletion candidates tab, you'll be asked to save, click OK.
10. Any found / which will be purged will be displayed as an indicator of activity.

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SmartApprove

SmartApprove is customised to fit an individual customer, so the implementation will always require a profressional services engagement.
The SmartConnect Technical Portal features a set of files and instructions to 'get you going' and a solid foundation from which to base your project.
Click here to go to the download and from there follow the step-by-step guide to implement it.

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SoftwareDownload

NOTE: You are advsed to use the SmartDeployClient binary to install clients to PC's, but they can be applied manually from the SmartPortal if required.

1. Open your web-browser of choice
2. Navigate and login to the SmartPortal, click the SoftwareDownload icon
3. Click on each client as required and follow the on-screen instructions.

NOTE: Before installing any client, always start with the Http(s) Config Utility, once applied, all other clients can be installed.