Before installation, there are a number of steps required that must be performed so that the patches will apply correctly and the solution will function as expected.
NOTE: During training / the SEED sample Endpoint, you may be warned regarding activity codes such as PORP / KRU and so on:
• Click the Options tabNOTE: A ClassicPool needs a language and you must ensure this has been licensed against the Sage Endpoint using the GESADS function > Initialize tab for each Sage Endpoint you intend to use.
You are recommended to use ENG (English - American)
1. Login in to the Sage front screen as an ADMIN user and select the X3 reference EndpointNOTE: This value depends on the expected load, 1 is the minimum requirement, 2 or more is recommended
5. If changed, click Save so for example SEED would be X3EDMSEED, TEST would be X3EDMTEST and so on. For our example, enter X3EDMSEED as an alias and press tab.
10. Tick Auto start
11. Set the Initialization size to 2
12. Set the maximum size to be 2
NOTE: These settings depend on the expected workload. 2 is for demo and training.
13. In the Endpoint cell, use the magnifying glass to select the SEED Endpoint, when selected, press tab
14. In the Locale cell, use the magnifying glass to select your language, when selected, press tab
15. In the User cell, use the magnifying glass to select an admin user, press tab
16. Click the Save button
17. Click the Start/Update button
18. Ensure you get channels assigned indicated by blue and green text confirming they have started.
If you do not get a friendly message / any errors, STOP.
There may be a licensing problem and you need to contact your Sage representative to activate / purchase a web-service license.
EDM Functionality requirements
Electronic Document Management (EDM) is the method by which inbound or outbound documents are archived into the EDM database.
These documents are either then accessible from within the Sage interface, or externally via V1SmartRetrieve.
In order to use some of the enhanced features of the setup program, the following assemblies must be present on the server that runs the setup program:
C:\Windows\assembly\Microsoft.SQLServer.Smo Version 10.0.0.0
If you do not have these assemblies on the server you are installing EDM on, there are 2 ways to sort it out:
1. If you already have a SQL instance you want to use, but don’t have the assemblies on the server
Download this: http://support.wearev1.com/software/x3/R14/software/SQLUTILS.zip
Un-compress to a temporary location accessible on the server and run the following in this order:
Run the SQLSysClrTypes.msi (agree to defaults)
Then
Run the SharedManagementObjects.msi (agree to defaults)
Installing these components will give you the necessary assemblies.
OR
2. Install SQL Express 2008 R2 and agree to the defaults, in doing so, it adds the required assemblies.
Click here: https://www.microsoft.com/en-gb/download/details.aspx?id=30438
This can then be used for EDM if required.
Ensure SQL Server is accessible by the V1 server you’re installing on
Ensure the “SQL Server Browser” service is started on the SQL Server
Ensure SQL user credentials are known and this user has dbcreator permissions and you have knowledge of the instance. This does not have to be the same as Sage, but it is recommended.
PIA Functionality requirements
Purchase Invoice Automation (PIA) is the method by which inbound Purchase Invoices (GESPIH) or AP Supplier Invoices (GESBIS) are either scanned in, imported as PDFs or extracted as email attachments.
These Invoices are imported into the PIA queue. They go through an OCR process to be identified, matched and processed.
When accepted they are created in the Sage database and the image archived into EDM.
You must adhere to the same functionality requirements as EDM.
Direct / NONPOP Purchase Invoices Consideration
A new Entry Transaction called OCR is created during patching (along side 'Full Entry'). This will pass the minimum amount of information to allow the document to be created.
As such, for certain Sage X3 patch levels, you are recommended to allocate default values.
- Log in to Sage X3
- Go to Parameters > Organisational Structure > Chart of Accounts (GESCOA)
- Under Chart tab > using the magnifying glass alongside Plan Code, select the legislation of your supplier(s)
- Select the Code, (i.e. BRI for British, ENG for American and so on)
- In the Miscellaneous account section, in the Account column, click the magnifying glass and specify a Default account, in our example 70000
- Press the Save button, close the function
Mailbox
As standard, PIA now has the capability to poll multiple mailboxes for PDF attachments.
These attachments are automatically extracted and imported into the PIA system.
You will need to request the creation of these dedicated email addresses by the Customer's mail provider / IT Department who then supply them to their suppliers.
Ensure you have the server credentials, username and password to access these mailboxes.
Before downloading and running the setup program
Before beginning the installation, it is best practice to run through the following bullet points to ensure the installation runs smoothly.
- All the steps and considerations of the previous chapters have been satisfied
- You have your V1 licenses to hand and they’re uncompressed and accessible to the server where you are installing, in our example we will assume C:\EDMR14Lics
- You know the location of solution.xml / it has been copied from the Sage Application server onto the server you are installing on if you are not installing on the Sage Application Server.
- You know the Syracuse server name, port and an administrative username and password (such as admin / admin)
- You know the SQL server name and credentials of the intended SQL instance to install on
- You know the hostname or IP address of the server you are about to install on
- You know the mail server address and credentials for the inbound-delivery and outbound submission of emails
- You know the fax modem location (whether attached to the server or another server) and com port*
- You have configured all transactional and barcode printers so they are visible from File Explorer as those users
If for whatever reason any of the above are not done STOP.
You will encounter issues / problems down the line if you skip any of this and it will cause often lengthy delays to the project.
If you’re confident everything is done, you have everything to hand you need, you’re good to go to the next chapter.
*If licensed for
Download and merge Distribution
Click here to download the auto merge program which will pull the files required down from the portal.
Un-compress it to a temporary location on disk, run it as administrator and follow the on-screen instructions
You'll be asked where you'd like to download the setup files, for the purposes of the following chapters, we will assume C:\EDMR14
When it has completed, you will end up with all the files on disk you need to install EDM for Sage X3 R14.
NOTE: The merge program will first download R13, all patches and hotfixes, then merge R14. In total is 4GB so depending on your internet connection, make take some time.
NOTE: You are not installing anything at this point, just downloading the files.
Run the setup program
1. Navigate to C:\EDMR14, right click and run setup.exe AS ADMINISTRATOR
2. After the initialization, you’re prompted for your language, select it from the drop down, click Next >
NOTE: The setup program only supports English, future release may expand on this.
3. Select Server Installation, click Next >
4. A summary of your server is displayed
NOTE: If less than 7 gig of usable RAM is detected, installation will not be permitted
NOTE: If less than 10 gig of usable disk-space is detected, installation will be permitted but a warning is generated
Confirm the desired location of the server components (avoid spaces in this path)
Confirm the desired location of the client components to be installed on the server
When satisfied, click Next >
5. Browse to C:\EDMR14Lics and click Apply. The licenses are copied to a temporary location, analyzed and a summary of what is found is displayed at the top of the window.
Initial Setup
Initial Setup installs the DbLogin authentication module, prompts for the location of solution.xml, the server details of Syracuse and copies other files needed by the solution.
There are various commits to the registry which the setup program will refer to once run the first time:
HKEY_LOCAL_MACHINE\SOFTWARE\Wow6432Node\EDMR14
If you are not installing EDM on the Sage Application server, either ensure the server you’re on can browse to solution.xml, or copy it from there and paste it to a known location on the server where you’re installing EDM i.e. C:\Sage\APPSERVER\folders\solution.xml
1. Browse to the location of solution.xml
2. Complete / confirm the Syracuse server, port, username and password to use for web-service connections.
NOTE: These credentials are those you use to access Sage on the login screen, not a Sage X3 User.
You are advised to use the ADMIN Syracuse user or a dedicated Sage V1USER with an equivalent level of access and web service connections ticked.
NOTE: The Syracuse details you enter are not validated at this stage, so be very careful to ensure they are correct.
NOTE: If https is a requirement, tick the box. This means all communication between V1 Sage is done via https. It is the responsibility of the customer / host provider to ensure the certificate they want to use is in place. Further configuration is required during implementation which is covered step by step in the Server Implementation Guide.
3. When all settings are satisfied, click Install
4. When completed, click Next >
Actions Performed
• \V1\DbLogin authentication service installed and started
• \V1\DbForm copied
• \V1\EDDOUTBOUNDMANAGEMENT copied and paths configured
• \V1\Utils copied (useful files for system management)
• Registry commits of the paths / ports thus far
• Vault is installed, initialized, un-sealed and the secrets data populated based on selections
EDM
1. Browse to the desired location of the EDM Import directory (you are advised to stick with the suggested path)
2. Confirm the polling frequency required for the service to check for EDM imports
3. Click the List button to locate the SQL instance to create the DbArchive database
4. Pick from the dropdown
5. Confirm the desired DSN Driver to use
6. Confirm the credentials
7. Click Test
8. If the Test completes, it will activate the Install button
NOTE: The Test button validates the SQL connection details you have provided, if it does not pass, retry entering them again. You will not be permitted to install EDM until a test is successful.
9. Click Install
NOTE: There will be short periods of apparent in-activity whilst the database and other background tasks are initialized, this is normal. Allow to finish and do not close the setup program during these periods.
10. When completed, click Next >
Actions Performed
• DbArchive SQL database created
• \V1\DbArchive copied
• \V1\DbArchive paths and ports configured based on environment
• \V1\EDMImport paths and ports configured based on environment, service installed
• Only where licensed for, the \V1\SmartSuite is installed
Email
The EDD element for the solution will relay emails through an existing mail server. This is either Local to the server, Outlook365 or Gmail.
1. From the dropdown, confirm the method of delivery, then click Select to lock in the selection
2. Confirm the server details depending on your selection
3. Click Install
4. When completed, click Next >
Actions Performed
• \V1\DbMail copied
• \V1\DbMail\DbMail.ini paths and ports configured based on environment
• \V1\SmartMail is installed
• If Outlook365 or Gmail is selected, stunnel is silently installed and configured based on your settings to allow the relay of emails using a hosted provider.
More details here: https://www.stunnel.org/index.html
NOTE: SmartMailSend is used as the default for relaying emails, although stunnel will still be installed, this is only used if DbMail is the configured method for emailing.
Fax
If you are not licensed for EDD with faxing, you will not see this option, continue to the next chapter.
Pre-Install Task
• If possible, ensure the modem is attached to the server on which you are installing.
• If this is not possible, ensure you know which server it is attached to. The 2 servers must be accessible to one another via an un-interrupted TCP-IP connection.
1. From the dropdown, confirm the location of the modem, then click Select to lock in the selection
2. Confirm the server details depending on your selection
3. Click Install
4. When completed, click Next >
Actions Performed
• \V1\DbFax copied
• \V1\DbFax\bin\dbmodem.ini paths and ports configured based on environment
Printers
The baseline standard solution prompts for and installs 2 printers. 1 for transactions and 1 for barcode printing.
It is possible to extend on this with implementation steps, but you are advised to start with these, get them working as per the requirements prior to adding more.
Pre-Install Task
• As per the pre-requisites, you must ensure the printers you intend to use for transactions and barcodes are shared and visible to the server where you’re running the setup program.
1. From the dropdown, confirm the path to the transactional printer to be used for an outbound document
2. From the dropdown, confirm the path to the barcode printer to be used for indexing inbound paper documents in conjunction with DbScanner.
3. From the dropdown, set the Alert value to Yes / No accordingly. The ITDEPT DbLogin user will receive an email if a print fails with details if set to Yes.
4. Click Install
NOTE: You will be prompted to specify the windows user who has these printers shared. If skipped, the service is installed a local system account.
5. When completed, click Next >
Actions Performed
• \V1\EDMPRINTMANAGEMENT copied
• \V1\Print_Pickup.def configured
• EDM Print Management service installed and configured
PIA
Pre-Install Task
An internet connection is required for this step. Elements of the software are downloaded and license components validated so ensure the server has a web connection.
1. Browse to the desired location of the PIA Import directory (you are advised to stick with the suggested path)
2. Confirm the polling frequency required for the service to check for imports
a. If the initial setup has been ran on this server, the Syracuse details box is greyed out. This is normal and those same settings will be assumed.
b. If the initial setup has not been ran on this server, enter the Syracuse server, port, username and password
3. Click Install
4. ABBYY11 will be uncompressed and installed (this may take several minutes)
5. After a few moments, a server setup box will popup
• If EDM has been installed on the same server, all details will be pre-populated
• If EDM has not been installed on the same server, click the List button to locate the SQL instance to create the PIA database, confirm the username and password
6. Click the Test button to validate the details
7. When successful, click Create SQL Database, the click Next >
15. When completed, click Next >
Actions Performed
• DbCapture Database created
• ABBYY11 unzipped and installed
• \DbCapture copied
• \DbCapture\defs copied and configured
Clients
There are a number of clients installed as part of the solution.
You are advised to install all clients on the server, although only DbScanner is designed to be used on a scan station PC, there is no harm in installing it.
1. Confirm the server where the Initial Setup was performed (it will default to the current server you are on)
2. Click the Check button and the licenses are interrogated, after a few seconds, a list of those available will be displayed
3. Tick the boxes next to those you wish to install on the server, un-tick those you do not wish to install at this time (you can reload the setup program in Client mode at any time to install more at a later date)
4. Select whether to include desktop shortcuts
5. Click Install when ready to install all clients selected.
Sage Pre-Patching Tasks – Sandbox Settings
To ensure Sage X3 has access to the file structure of EDM, a change must be made to the Sage X3 sandbox file.
On the Sage primary runtime server, navigate to the \SAGE\-RUNTIME-\runtime\cfg directory and take a backup of configRuntime.json.
In our example, we will assume the EDM server is 172.26.49.214 (you are advised to use the IP address to protect against DNS issues), change as appropriate.
Using a suitable text editor such as Notepad++, edit configRuntime.json and add this anywhere amongst the "directories":[ level (note the four backslashes, this is on purpose)
{
"path": "\\\\172.26.49.214",
"writable": true,
"extensions": ["*"]
},
{
"path": "C:\\temp",
"writable": true,
"extensions": ["*"]
},
NOTE: You are advised to log in and out of Sage to ensure the file is valid. If it isn’t, you will experience a parsing error, in which case re-instate your original and try again.
Sage Pre Patching Tasks – Interface
Repeat the following for EACH Sage Endpoint to be been patched.
In our example we will use SEED, change as appropriate.
NOTE: The locations of these menus vary slightly depending on your version of Sage.
1. Login in to the Sage front screen as an admin user
2. Change / ensure your Endpoint is the Sage SEED Endpoint / log in to the Sage SEED Endpoint as ADMIN
3. Go to Development > Data and Parameters > Development Setup > Parameter Definitions (GESADP)
4. Where prompted enter a Module / Chapter SUP, press tab
5. Where prompted enter Parameter code SPECIF, press tab
6. Click check box Changeable
7. Click Save and Close page
Copy the Patches
The patches for EDM and PIA must be copied to the Sage X3 Application server so they can be applied in the traditional fashion, i.e. via the PATCH function.
In our example, we will assume Sage is installed in the C:\Sage directory and the Sage X3 Endpoint sub-directory is C:\Sage\APPSERVER\folders\X3 (beneath which they should be copied), change as appropriate:
1. From the C:\EDMR14 media, copy the contents of the \PATCH directory to your clipboard
2. Using file explorer, navigate to C:\Sage\APPSERVER\folders\X3\PATCH
3. Press CTRL+V to paste the patches to this location
NOTE: The same patches will work on either PU9, V11 or V12.
Apply the Patches for EDM
No patches are required for the X3 reference Endpoint.
All patches in the PATCH\EDM\PROD_ENDPOINT need be applied to all Sage Endpoints that you wish to use with EDM.
1. Login in to the Sage front screen as an ADMIN user and select the X3 reference Endpoint
2. Click on Development then on > Utilities > Patches > Patch Integration
3. Ensure Server is selected as a destination type and click the magnifying glass in the Patch cell
4. Click on the [PATCH] Patches volume and click on PATCH\EDM\PROD_ENDPOINT icon
5. Click OK
6. Ensure to TICK Patch integration and UNTICK Deferred validation
7. Remove the X3 reference Endpoint from the grid
8. Keep all Endpoints to be patched at this point, remove all others
MAKE SURE PATCH INTEGRATION IS TICKED AND DEFERRED VALIDATION IS UNTICKED
9. Click OK
10. Patches typically take no more than a minute or so to apply, check the log file for any issues, close the Patch function.
Apply the Patches for PIA
Patches are required for the X3 reference Endpoint and all Endpoints that wish to use PIA.
All patches in the PATCH\PIA\X3_ENDPOINT should be applied to the X3 reference Endpoint.
All patches in the PATCH\PIA\PROD_ENDPOINT should be applied to all Sage Endpoints that you wish to use with PIA.
1. Login in to the Sage front screen as an ADMIN user and select the X3 reference Endpoint
2. Click on Development then on > Utilities > Patches > Patch Integration
3. Ensure Server is selected as a destination type and click the magnifying glass in the Patch cell
4. Click on the [PATCH] Patches volume and click on PATCH\PIA\X3_ENDPOINT icon
5. Click OK
6. Ensure to TICK patch integration and UNTICK deferred validation
7. Remove all Endpoints from the grid leaving only the reference Endpoint
MAKE SURE PATCH INTEGRATION IS TICKED AND DEFERRED VALIDATION IS UNTICKED
8. Click OK
9. Click on Development then on > Utilities > Patches > Patch Integration
10. Ensure Server is selected as a destination type and click the magnifying glass in the Patch cell
11. Click on the [PATCH] Patches volume and click on PATCH\PIA\PROD_ENDPOINT icon
12. Click OK
13. Ensure to TICK patch integration and UNTICK deferred validation
14. Remove the X3 reference Endpoint from the grid
15. Keep all Endpoints to be patched at this point, remove all others
MAKE SURE PATCH INTEGRATION IS TICKED AND DEFERRED VALIDATION IS UNTICKED
16. Click OK
17. Patches typically take no more than a few minutes so to apply, check the log file for any issues, and close the Patch function.
Sage Post Patching tasks
Login in to the Sage front screen as an admin user
Login to each Sage Endpoint that has been patched for PIA, i.e. SEED
Repeat the following steps for EACH Endpoint
EDM
No action Required
PIA
1. Click on Development then on > Script Dictionary > Scripts > Web services
2. In the Publication cell, select the ‘Contains’ search wildcard and enter XV1OCR in the cell, then press enter
3. In the left list, click on XV1OCRBIS
4. Click Save
5. Click Publication
6. In the left list, click on XV1OCRPIH
7. Click Save
8. Click Publication
Shares & Directory Permissions
The following tasks should be performed on the server where EDM has been installed, whether a standalone server, or on the Sage Application Server.
For our example, we will assume a path of C:\V1Home, change as appropriate.
EDM
1. Ensure the C:\V1Home\DbArchive\cache directory has ‘Everyone’ permissions write access
2. Only if licensed for Fax
• Ensure the C:\V1Home\DbFax\spool directory has ‘Everyone’ permissions for write access
3. Navigate to C:\V1Home, right click on EDMIMPORT, click Properties
4. Click the Sharing tab
5. Click Share …
6. Type Everyone and click Add
7. Change the permission level for Everyone to Read/Write
8. Click Share, Done, Close
9. Navigate to C:\V1Home, right click on EDDOUTBOUNDMANAGEMENT, click Properties
10. Click the Sharing tab
11. Click Share …
12. Type Everyone and click Add
13. Change the permission level for Everyone to Read/Write
14. Click Share, Done, Close
15. Navigate to C:\V1Home, right click on EDMPRINTMANAGEMENT, click Properties
16. Click the Sharing tab
17. Click Share …
18. Type Everyone and click Add
19. Change the permission level for Everyone to Read/Write
20. Click Share, Done, Close
PIA
1. Navigate to C:\V1Home, right click on PIAIMPORT, click Properties
2. Click the Sharing tab
3. Click Share …
4. Type Everyone and click Add
5. Change the permission level for Everyone to Read/Write
6. Click Share, Done, Close
Post Install Manual Tasks
For each Sage User for use with EDD, you must manually confirm / set the EDM User profile or the PDF will not be generated that ultimately gets distributed.
1. Log in to each Sage Endpoint(s)
2. Go to Setup / Parameters > Users > Users (GESAUS)
3. Click on each user who will be distributing documents
a. Enter EDM in the EDM User Profile cell, press tab, save
Post Install Checklist
Congratulations!
You have now completed the baseline installation and are advised to follow these final checks
Where applicable, in our example, we will assume SEED, change as appropriate.
EDM
• Check the DbArchive*.*, V1*.* and EDM*.* services are started
• Check the #USES paths in the \V1\DbArchive\*.defs are the correct path
• Check the values in the \V1\DbArchive\V1_SETTINGS.def are correct
PIA with DbCapture (where applicable)
• Check the DbCapture*.* services are started
• Check the #USES paths in the \V1\DbCapture\defs\*.defs are the correct path
• Check the values in the \V1\DbCapture\defs\V1_SETTINGS_DBCAPTURE.def are correct
Sage X3
• Check the X3EDMSEED Classic pool is started.
It’s good practice to Stop / Start the pool and ensure you get an indication channels have been assigned.