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Archive for the ‘FAQ’ Category

Frequently Asked Questions: eDelivery

Wednesday, August 4th, 2010

This week, Doc e Serve technician Ben tackles a few commonly asked questions regarding eDelivery issues.

eDelivery is a faxing and emailing program. It takes the text, PDF, and TIFF files from Doc e Serve and delivers them to their destinations. The program confirms delivery or non-delivery of these documents by e-mail or through the eDelivery client software. Users of the software can then attempt to resend the email or fax or send it to a different recipient. eDelivery also generates detailed or simple reports for department traffic through the program. Let’s take a look at the more common issues regarding eDelivery and the proposed solutions.

I receive the message “Error 10057 connecting to server: A request to send or receive data was disallowed because the socket is not connected and (when sending on a datagram socket using a sendto call) no address was supplied,” when trying to start the eDelivery client.

This is a very common error within eDelivery that is easily solved.  This error usually indicates that the eDelivery service is not operating.  The service can be started by going to Control panel-> Administrative Tools-> Services.  Once you locate the eDelivery service under the listing, the service state will be on the left side of the screen where you can click on the “Start Service” command.  If the “Start service” state command does not allow you to start the service, restart your server, and the service should start automatically.  

The emails sent through eDelivery cannot be delivered.

If an email sent to the client’s mail server cannot be delivered, the email server will respond by sending a non-delivery report back to the client’s computer.  This non-delivery report will generally contain a reason for the failure. 

Sources of failure can include:

- A bad or unresolved email address
- Cannot relay an email outside of the client’s domain
- Recipient mail server is down 

Faxes sent from eDelivery cannot be delivered.

eDelivery uses MS Fax service to transmit the faxes. eDelivery communicates to the Fax service phone number and cover page information. The Fax service then uses its device driver to send the fax to the modem card and out over the phone line. Check the eDelivery client to make sure you can see the fax document in the appropriate tab view, and that it is time for the fax to be sent. Check the device status on the Queued Faxes tab. Many times the status will give you a hint of where to look for trouble. Check that the MS Fax service is running. Go to Computer Management, then Services and look for the “Fax” service. Start it if it is stopped. If it will not start check its dependencies to make sure they are working, if they are go ahead and reboot the server.

Got an issue not listed here, or just need more information? Contact Softdocs support.

Doc e Scan Manual Filing and Re-Filing

Wednesday, July 28th, 2010

Our technical writer Sarah explains this week how to get your documents into Doc e Scan when auto filing isn’t available.

In addition to auto-filing, Doc e Scan contains manual filing and re-filing capabilities for digitally archiving documents.  Manual filing is most commonly used for documents missing some key auto-filing information at the time of filing, or where auto-filing has been disabled in an area of the Doc e Scan filing structure.  A user might also file the document manually, then enter the needed information at a later date.  If auto-filing information—such as a student ID—is completed incorrectly for a filed document, the data can be re-entered and a user can re-file the document manually to the appropriate location.

To manually file a document, first navigate the Doc e Scan tree to the preferred folder.

1. Click on the Inbox button to open this room’s Inbox.
2. Navigate through the Inbox until the document you want to move is active in the central view pane of Doc e Scan.
3. Left-click and hold the button down on the document.
4. While holding the button down, drag the mouse pointer over the folder.
5. The mouse pointer will change to have a small square just below it to indicate that you are moving the document.
6. Once you are over the folder where you want the document to go, it will be highlighted in pink, and you may release the mouse button.
7. The document will be placed in the target folder and removed from the Inbox.

To move a document back to the Inbox from a folder:

1. Select the document.
2. Right-click on the document’s name in the navigation tree on the left.
3. A small context menu will appear.
4. Left-click on the “Send to Inbox” option. This will send the document back to the Inbox, but it will retain all the information that was entered into its data fields in the pane on the right of the screen.
NOTE: The options available on the context menu depend on the level of permissions granted to the logged-in user.

To clear the data fields so that the document may be re-filed:

1. Navigate to the document within the Inbox.
2. Click on the small “Del” button on the bottom right of the pane that the data fields appear in.
3. This will clear out the Index for this document.
4. Delete the data in those fields then click the “Update” button on the bottom right of the same pane.
5. Re-file the document by either auto-file or manual filing.

Want more info? Contact Softdocs.

Disaster Recovery: Restoring Your Doc e Serve Application

Wednesday, July 14th, 2010

Our Doc e Serve Supervisor Kipp continues our disaster recovery series this week with tips and information on restoring Doc e Serve.

Like Doc e Scan, Doc e Serve needs two components for backup:  the file archive and system databases.  The file archive can be broken down into 3 sub categories: completed, pending and passthrough.  The completed files are the most important for a successful Doc e Serve backup.

Completed files are those that have been processed and delivered (by print, fax, email, etc.) through Doc e Serve and are used for reprints.  This category archives both the Job’s original data file and processed file.  Roughly 95% of our clients have a completed folder created for each Job type within Doc e Serve, which can be set to archive these files for anywhere from 0 days to forever.  However, some of our older Doc e Serve systems will only be able to save for up to 999 days.  To keep from losing any important files, the completed folders should be backed up at a minimum of every 2-3 months for recovery purposes.  Once Doc e Serve has purged the expired files, they will not be available for reprint without the original data file.

To find the completed folders, log into Doc e Serve, select a Job and click on either of the Completed Input or Completed Output buttons.  When selected, the top left screen will display a tree showing the location of the folder for the selected Job.  You can select different Jobs to find each of their completed Job folders.

The other items needed for Doc e Serve backup are the system databases.  The most important of these is named “Doc e Serve Info.mdb”, which houses all of the template information in one location. Other important databases include “Doc e Serve Log.mdb”, “Completed Jobs.mdb”, and “Job Template.mdb”.  All of these databases can be found in the “\Doc e Serve\System” folder.  Without one of these databases, Doc e Serve will not be able to run properly.

To guarantee that a database is not missed when backing up Doc e Serve, the entire system folder is recommended for backup.  By doing this, the backup will be able to restore the different graphics used on the templates. This process will also make a secondary backup of each Job template by backing up the DSI Files and Graphics folders.  The system folder should have a backup made at least once a month, though we recommend a full backup once a week in the case of a mid-month crash.

As long as the completed folders and the “Doc e Serve\System” folder are covered in the backup process, Doc e Serve will have all of the necessary files to recover from a crash.

For more information, please contact Softdocs support.

Troubleshooting for Doc e Serve Printing

Wednesday, June 23rd, 2010

Are you having trouble printing your documents through Doc e Serve? Here are some quick troubleshooting tips from Rocky, our client services manager:

Check the printer.

Check the printer screen for any messages (ex. “Please insert MICR cartridge), check paper trays for stock or jams and ensure the printer is online and ready to print.

Check the computer.

On your My Computer screen, make sure your mapped drive does not have a red “X” on it, signifying a disconnection. If it does, double-click the drive to reconnect.

Under your Control Panel’s Printers and Faxes tab, right-click the print and uncheck “Pause Printing” or “Use Printer Offline,” if checked.

*NOTE: In XP and Server 2003, the menu should read “Use Printer Offline” without a check. If “Use Printer Online” is displayed, click to change.

Print a test page from your computer. After placing paper in each tray, right-click the printer and select Properties, then “Print Test Page.” If the test page does not print, contact your network administrator to resolve the issue.

If the test page does not print, proceed to the next step.

Check Doc e Serve.

Open Doc e Serve’s Manage panel and click on Passthroughs. If the approximate time you sent your file to Doc e Serve is listed in the “passthrough.txt” file, contact Softdocs Technical Support.

If the appropriate timestamp is not listed, there may be a problem with the file. Open the Process panel and ensure the Delayed Processing Mode is unchecked. Uncheck any options under “Suppress with Print Job” as well. Your file should then be under the Pending Output button within the Manage panel.

If it still not there, check the option under the Process panel to “Disregard errors, print anyway.” Your file should then be under the Pending Input button within the Manage panel and will need to be processed.

If you are printing MICR checks and the above has not worked, the problem is usually with the signature disk, often located on a floppy disk, CD or USB drive. Ensure that you can navigate to the floppy disk or CD through your My Computer screen. If it is located on a USB drive, the drive’s password may need to be re-entered.

If this did not solve your problem, please contact Softdocs Technical Support.

Service FAQ: Why use SQL Maintenance Plans?

Wednesday, June 16th, 2010

Some of our weekly blog entries will answer some of the most common questions we get from our customers. This week, staffer Carl addresses a topic that helps users maximize the efficiency of their Doc e Scan installations: using a SQL maintenance plan. If you have a question you’d like answered, please ask away or browse our website!

Why use SQL Maintenance Plans?

SQL maintenance plans are a sometimes underutilized part of the SQL package.  Many system administrators don’t realize the benefits of running SQL maintenance plans, and their database backups are done only through a third-party application.  This can cause headaches and problems down the road as database systems get slower and hard drive space slowly disappears.  A well-designed maintenance plan prevents both, as well as allowing users to restore a database to a specific time of day if needed.

The most important functionalities of a SQL maintenance plan are the full backup and transaction log backups.  All SQL databases consist of two files: an MDF file and an LDF file.  The MDF file is the actual database itself, holding all the data that your company has entered.  The LDF is a copy of every change to that database since the last full backup.  Many third-party backup programs do not do any form of LDF maintenance, but a SQL maintenance plan will clear out that LDF file whenever a full backup is made.  This means if you are not running a SQL maintenance plan, that LDF file will continue to grow…and grow….and grow.  I have received many phone calls asking about why this one file was eating up their entire hard drive.  This is probably the most important and most obvious reason for running a SQL maintenance plan.  Also, if you do this, it will create a database backup that is smaller than the actual database (it leaves out the blank space) that can be copied using a regular file copy.

Another benefit of a SQL maintenance plan is that if set up properly, you can restore a database to any specific moment in time.  This is done by doing a full backup on a regular basis, and a transaction log backup several times throughout the course of a day. An administrator can then restore the full backup, and use the transactional backups to go back to a specific moment.

Hard drive space can also be saved using the “shrink database” option.   When using SQL, records may be deleted from a database without releasing the storage space for reuse, leaving unusable blank space in your databases. “Shrink database” goes through and removes this space, releasing it back to the operating system.

Many system administrators will run a defragmenter on a hard drive to increase a computer’s performance.  SQL can do the same by running the “Reorganize Index Task” option.  This will go through and defrag the organizational tables within a database so that the information can be retrieved and referenced faster.  Without this, the index tables become cluttered and the system takes longer to run even simple queries.

The last benefit to mention about the SQL maintenance plans is the “Check Database Integrity” option, which will report any inconsistencies within the system so they can be fixed.

SQL maintenance plans are clearly beneficial for your system. They maintain the performance and health of databases as well as keeping hard drive space usage to a minimum. A system administrator may think they have everything covered by using a third party program to do their backups, but it does nothing for the overall health of the database system.

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