OnBase Custom Query Administration

How to restart app server

Oftentimes the onbase app server needs to be restarted when settings are changed.  It should not be restarted when users are logged in to OnBase, because they will lose their connections. 

#. Remote desktop to onbase.carleton.edu
#. Restart IIS: Run cmd.exe or powershell as administrator and run the iisreset command.

Changing a Document Type name

It is possible to change the name of a document type.  OnBase stores an internal numerical ID for each document, so the database will remain intact. To change the name of a Document Type:

1. Open OnBase Configuration
2. Go to Document -> Document Types
3. Find the document type
4. Double-click on the document type to get the 'Rename Document Type' dialog box.
5. Rename the document type

Note that you may want to also adjust the Auto-Name string, depending on what sort of name change you are making.

Errors when retrieving files

If you are retrieving a document and seeing an error that looks like this:

The data that you have requested is currently off line.  It can be retrieved by mounting the following disk:

System ID:  CARLETON
Disk Group Name: BUSI 7 yrs
Disk Group: 120
Volume: 99

You are most likely encountering issues in accessing the OnBase volumes on the file server.  You need to be accessing those files as the person you both logged into the computer (and thereby mapped the network drives) as well as the person that logged into OnBase.  

So if you commonly log into OnBase as Person_Jane, you need to map netfile5.ads.carleton.edu as Person_Jane.  You can do this by following these instructions:  https://wiki.carleton.edu/display/itskb/Network+drives

If this is how you normally log into OnBase, make sure and click the 'reconnect at login' button so you don't have to remap the drive each day.

It's also possible that this error indicates that the user is not included in the appropriate AD groups that are associated with the User Group and Document Type in OnBase.

If the user is an ITS person who needs access to the 'system' files on MassCopy2, make sure that they have the following drive mounted:  Mount \\storageserver1.ads.carleton.edu\OnBaseMassCopy2$

Receiving ODBC error

Users occasionally see errors like:

"Database [13750]  Fatal DB error: unable to connect to ODBC source"  

These errors are normally the result of connecting to something other than the wired admin network.  You can only connect to OnBase via this network, or VPN.  If someone has this error, check to see that their port is an admin port, and/or check to make sure they are not on the wireless network.  If in doubt, Dave Flynn can check their connection logs to verify the network being used by the machine.

Cannot add Notes because document comes up in Document Viewer

This will happen when a file is a particular type (in this case a .tif) and it gets indexed as a different type (in this case .pdf)  You can fix this issue by re-indexing the document properly:

1. Use Document Retrieval to find the document
2. Click on the document, but do not open it
3. Right-click the document and look at the Properties to verify that it's a .tif.  Close this screen.
4. Right-click the document and choose Re-index.  The third field will show that it's indexed as a PDF file type.  Choose Image File Format and re-index.

You should now be able to open the document properly and add notes.

User cannot enter an e-form

In order to make sure that users are able to successfully create an e-form, please make sure the user group who will be creating the e-form has the 'HTML Forms' Product Right.  Please verify by going to Config | Users | User Groups/Rights | <select User Group> | Product Rights | <check 'HTML Forms' under Registered Processing Products.>  Once this option is checked if it previously was unchecked, an iisreset will have to be performed on the AppServer.

Setting up a new office

There are a number of steps involved when setting up a new office to use OnBase:

1. Set up the appropriate user groups
2. Set up the individual users
3. Set up the associated AD groups for the user groups in step 1
4. Set up the disk groups for each document type group
5. Set up the document type groups
6. Set up the document types
7. Install the software on their machines

Calling Technical Support

Our first line of support comes from Hyland directly: Team M.  See the attached Customer Support Brochure for more details.

Configuration Management

In order to do testing/development, you will want to run the Configuration Management Utility to make a copy of the production system.  You can use the utility to create a standalone test system, or to create one that is linked to the production system.  With a linked system, you can make your changes and then have them copied back into production, with some caveats.  (Pretty sweet anyway.)

The reference guide (MRG) for OnBase 11 Configuration Management is on Collab in:

\Departments\ITS\ITS-Only\OnBase\11.0 SP 1\ConfigurationMigration1100.pdf

Here are some additional notes:

1. Create a database on SQL server someplace, such as onbasesql-dev.ads.carleton.edu.  Set the database owner to yourself, and create the hsi user, giving it the db_owner database role membership.  (If it hasn't already been set up at the server level, you will need to create the hsi user at the server level with dbcreator, public and securityadmin roles.)  When I did this today, I named the database ODBDEV_yyyymmdd (e.g. OBDEV_20130208) .
2. Create an ODBC source on your computer to point to the new database.  To keep it simple, I gave it the same name as the database (OBDEV_20130208) .  
   Notes:  
   -- Run ODBC on your machine as administrator
   -- Create a System DSN
   -- Login name should be the hsi account
   
   
3. Identify where the test disk groups are going to go and create an empty folder.  I created the folder \Departments\ITS\ITS-Only\OnBaseDev on the protected drive.  It's a good practice to give this folder the same name as the database.
4. The Configuration Migration Utility is launched from within the Configuration module, under "Utils...Configuration Migration".
5. The first time you run it, you will be prompted for a response to a challenge code.  Call support (Team M).  They will do a Team Viewer session to copy the challenge code and supply the response.
6. Fill out the Configuration Migration dialog as described in the MRG.  As part of that, you will choose a default password that is used for all user accounts.  Note that if you link the new database to the existing production database, most of the options in the production config module will be unavailable.  Config changes will need to be made in the new dev environment and then migrated to production.  This may be an issue for other users (e.g. Cindy) that use config.
7. Launch the Configuration Module from the Start menu, and specify the new ODBC connection.  You'll need to use the default password you set above.
8. The first time you launch the Configuration Module on a database, it prompts you to activate it.  Call support (Team M) and the person on the phone will give you an email address to send the code to.  When I called, the person on the phone gave me his own @hyland.com address.  Send them the code and they send back a response.  Paste it into the dialog and voila, the database is activated.
9. Do your development work, and then follow the instructions for migrating the changes back to production.

Basic steps to set up a new Disk Group

If a new area/department is implementing OnBase, it's likely that a new Disk Group will be needed.  Users get OnBase security groups, these get assigned to domain local groups in AD, and these domain local groups get assigned to the Disk Group permissions on the file servers (masscopy1 and masscopy2).

The basic steps to set up a new Disk Group are as follows:

1. In Windows Explorer, create the new folder for the Disk Group
2. You can check the security and setup of this folder (against existing folders) in PowerShell
3. Make appropreate domain local groups to associate with this new folder
4. Assign OnBase security groups to the domain local groups
5. Create the Disk Group in OnBase Config

Scan Formats

If a user wants to scan, they need a scan format.  These are stored on the computer itself.  Thus, if a user gets a new computer, the scan formats need to get moved from the old computer to the new one.