Xerox Web Document Submission Software WDSS Administrator Guide
Documents Xpress —
Xerox Web Document
®
Submission Software
Version 2.0
System Administration Guide
Documents Xpress —
Part Number 701P37979
Xerox Web Document Submission Software Version 2.0
System Administration Guide
Version 1.01
February 2002
Xerox Corporation
Global Knowledge and Language Services
800 Phillips Road
Building 845, 845-17S
Webster, New York 14580
USA
©2002 XEROX CORPORATION. All rights reserved.
Copyright protection claimed includes all forms and matters of copyrightable
material and information now allowed by statutory or judicial law or hereinafter
granted, including without limitations, material generated from the software
programs which are displayed on the screen such as styles, templates, icons,
screen displays looks, and so on.
XEROX®, The Document Company®, the digital X®, Xerox Canada Ltd.®, Xerox
Europe®, and all identifying numbers used in connection with the Xerox products
mentioned in this publication are trademarks of XEROX CORPORATION.
All non-Xerox brands and product names are trademarks or registered
trademarks of their respective companies.
While every care has been taken in the preparation of this material, no liability
will be accepted by Xerox Corporation arising out of any inaccuracies or
omissions.
Changes are periodically made to this document. Changes, technical
inaccuracies, and typographical errors will be corrected in subsequent editions.
This product includes software developed by the Apache Software Foundation
(http://www.apache.org/).
Table of Contents
1. Introduction...................................................................................1-1
Documents Xpress — Xerox Web Document Submission Software ...... 1-1
Intended Audience.................................................................................. 1-1
Assumptions ........................................................................................... 1-2
Conventions............................................................................................ 1-2
Related Documentation .......................................................................... 1-3
2. Product Overview .........................................................................2-1
Responsibilities....................................................................................... 2-1
System Administrator ........................................................................... 2-1
Print Shop Administrator....................................................................... 2-2
Print Shop Operator ............................................................................. 2-2
User ..................................................................................................... 2-3
3. Installation Requirements............................................................3-1
Hardware Requirements......................................................................... 3-1
Server Requirements ........................................................................... 3-1
Client Requirements............................................................................. 3-1
Software Requirements .......................................................................... 3-2
Server Requirements ........................................................................... 3-2
Client Requirements............................................................................. 3-2
Information Requirements.......................................................................3-2
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4. System Administration Tasks......................................................4-1
Adding users to the system (Chapter 6 – Managing Users).................. 4-2
Customizing the User Interface (Chapter 7 – Customizing
the User Interface).............................................................................. 4-2
Establishing a backup strategy (Chapter 9 – System Backup).............. 4-2
Setting or modifying system parameters (Chapter 10 – Configuring
System Parameters)............................................................................. 4-2
Creating or Modifying Templates (Chapter 12 – Modifying
Job Templates)................................................................................... 4-3
Maintaining the Documents Xpress System ......................................... 4-3
Installing the Xpress Print Driver on client workstations
(Chapter 8 – Installing the Xpress Print Driver)................................... 4-3
5. Starting Up and Shutting Down...................................................5-1
Starting Documents Xpress .................................................................... 5-2
Starting Documents Xpress.................................................................. 5-2
Shutting Down Documents Xpress ......................................................... 5-3
Shutting Down Documents Xpress....................................................... 5-3
2.0
6. Managing Users............................................................................6-1
User Group Directory Administration Tool (UGD Tool) ........................... 6-1
Importing Users from an External User Data File ...................................6-2
Importing an External User Data File.................................................... 6-2
Data File Format for the User File................................................... 6-3
Comma-delimited File Format......................................................... 6-3
Step 1 – Modifying or Building the User File......................................... 6-4
Step 2 – Modifying the User Field Configuration................................... 6-5
System User Fields ........................................................................ 6-5
Added Default User Fields.............................................................. 6-5
Adding a Field to the User Field Configuration................................ 6-6
Removing a Field from the User Field Configuration....................... 6-8
Step 3 – Building or Modifying the User Import Mappings .................... 6-8
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Creating and Saving New Mappings............................................... 6-9
Modifying User Import Mappings .................................................. 6-12
Additional Menus in UGD Admin – Import Mappings Window....... 6-15
Step 4 – Import Users .........................................................................6-15
Choices Available in the Import Users Window............................. 6-17
Troubleshooting a Faulty Import..........................................................6-18
Adding Users One at a Time.................................................................6-18
Adding a User to Documents Xpress...................................................6-18
Modifying User Information................................................................... 6-19
Modifying User Information for a Group of Users.................................6-19
Modifying User Information for a Single User ......................................6-20
Changing a User Password .................................................................. 6-21
Deleting / Inactivating Users ................................................................. 6-22
Inactivating Users................................................................................6-22
Inactivating an Individual User...................................................... 6-22
Inactivating a Group of Users ....................................................... 6-23
Assigning Privileges and Groups to Users............................................ 6-24
Resource Types ........................................................................... 6-25
Rights........................................................................................... 6-25
Viewing the Permissions and Group Memberships
Assigned to a User ............................................................................6-25
Assigning a User to a Group ...............................................................6-26
Removing Users from a Group............................................................6-27
Adding a New User Group...................................................................6-28
Adding Permissions to a Group...........................................................6-29
Deleting a User Group.........................................................................6-30
Modifying a Group Name.....................................................................6-31
7. Customizing the User Interface ...................................................7-1
Starting the UI Configuration Tool...........................................................7-1
Configurable Sections of the User Interface ........................................... 7-3
Configuring Colors................................................................................ 7-4
Configuring the Header Image.............................................................. 7-7
Configuring Text................................................................................... 7-8
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Configuring the Main Page Text ..........................................................7-10
Tips about creating the Main Page Text ....................................... 7-12
Restoring the Default User Interface Configuration .............................. 7-13
User Interface Configuration Defaults................................................... 7-14
8. Installing the Xpress Print Driver ................................................8-1
Windows 2000 Workstation XPD Setup.................................................. 8-2
Windows NT / Windows 2000 Server Setup ......................................... 8-2
Windows 2000 Professional Client Setup............................................. 8-2
Installing the XPD print driver ......................................................... 8-2
Setting the Printer Properties.......................................................... 8-3
Windows NT Workstation XPD Setup..................................................... 8-5
Windows NT Server Setup ................................................................... 8-5
Windows NT Workstation Client Setup ................................................. 8-5
Installing the XPD........................................................................... 8-5
Setting the Printer Properties.......................................................... 8-6
Windows 95 / 98 / ME XPD Setup .......................................................... 8-8
Windows NT Server Setup ................................................................... 8-8
Modifying Windows NT Server File For Windows 95 / 98 / ME
Installation...................................................................................... 8-8
Windows 95 / 98 / ME Client Setup ...................................................... 8-9
Installing the XPD........................................................................... 8-9
2.0
9. System Backup.............................................................................9-1
Backing up Documents Xpress............................................................... 9-1
Restoring Documents Xpress from a Backup ......................................... 9-2
10. Configuring System Parameters ...............................................10-1
Parameter Locations............................................................................. 10-2
Configuration Manager Tool ................................................................. 10-3
Modifying the Configuration Categories................................................ 10-4
Properties............................................................................................10-4
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Configuring a Properties Parameter.............................................. 10-5
Exceptions...........................................................................................10-7
Configuring an Exceptions Parameter .......................................... 10-7
System Job States ..............................................................................10-9
Configuring System Job States Parameters ................................. 10-9
Launcher ...........................................................................................10-11
11. Modifying Job and Document Options .....................................11-1
Job Control Panel Tool ......................................................................... 11-1
Modifying the Job Control Categories................................................... 11-2
Job Options: optionNames ..................................................................11-3
optionNames Properties ............................................................... 11-4
Adding an optionName................................................................. 11-5
Removing an optionName ............................................................ 11-6
Adding a Hold Value..................................................................... 11-7
Removing a Hold value................................................................. 11-9
HTML Properties .......................................................................... 11-9
Tags ........................................................................................... 11-10
Format........................................................................................ 11-10
Case Sensitivity.......................................................................... 11-11
Cut and Paste Method................................................................ 11-11
HTML Tags for Variables............................................................ 11-11
Adding a Drop-down Menu Choice ............................................. 11-11
Document Options: optionNames......................................................11-14
LPR Settings .............................................................................. 11-15
Modifying an LPR setting............................................................ 11-15
Adding an LPR setting ................................................................ 11-16
Removing an LPR setting ........................................................... 11-16
XJT Settings ............................................................................... 11-17
12. Modifying Templates ..................................................................12-1
Template Manager Tool........................................................................ 12-1
Modifying a Template ..........................................................................12-1
About Templates................................................................................... 12-2
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Value Names.......................................................................................12-3
Looping the HTML code in coversheet.tpl and deliverysheet.tpl ... 12-3
13. Installing the Documents Xpress Link to DocuShare
(Optional) ..................................................................................13-1
Copying Documents Xpress Files to DocuShare .................................13-1
Copying the customized Documents Xpress files to DocuShare... 13-2
Modifying an existing dslib.vdf file................................................. 13-3
Changing the DocuShare Schema ......................................................13-5
14. Troubleshooting .........................................................................14-1
Debugging Apache and Tomcat ........................................................... 14-1
Debugging Documents Xpress Services............................................... 14-2
Re-initializing the User Database.......................................................... 14-2
15. Contacts and Escalation Process ............................................. 15-1
Documents Xpress Support Process....................................................15-1
Support Contacts..................................................................................15-2
2.0
16. Removing Documents Xpress 2.0 .............................................16-1
Removing Documents Xpress 2.0 ........................................................ 16-1
Removing Third-party Software ............................................................ 16-2
A. Default Configuration Manager Values ...................................... A-1
xdxConf: properties: System Properties .................................................A-2
xdxConf: properties: Application Homes.................................................A-3
xdxConf: properties: Users .....................................................................A-4
xdxConf: properties: Database ...............................................................A-5
xdxConf: properties: Documents.............................................................A-7
xdxConf: properties: Web Server............................................................A-8
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xdxConf: properties: Logging................................................................A-10
xdxConf: properties: Configuration Files...............................................A-11
XdxConf: properties: Email ...................................................................A-12
xdxConf: properties: DocuShare...........................................................A-13
xdxConf: properties: Conversion...........................................................A-13
xdxConf: properties: Printing.................................................................A-14
xdxConf: properties: Pricing..................................................................A-15
xdxConf: properties: Launcher..............................................................A-16
xdxConf: properties: Licensing..............................................................A-18
xdxConf: properties: Exceptions ...........................................................A-19
xdxConf: properties: System Job States...............................................A-21
xdxConf: properties: Launcher..............................................................A-22
xdxConf: properties: Launcher: Database Server.................................A-27
xdxConf: properties: Launcher: Web Application Server.......................A-27
xdxConf: properties: Launcher: Services ..............................................A-28
B. Default Job Control Panel Values............................................... B-1
Jobs: Printshop Print Job: Job Options: optionNames............................B-2
Jobs: Printshop Print Job: Job Options: hold ..........................................B-3
Jobs: Printshop Print Job: Job Options: HTML .......................................B-4
Jobs: Printshop Print Job: Document Options: optionNames .................B-5
Jobs: Printshop Print Job: Document Options: hold................................B-7
Jobs: Printshop Print Job: Document Options: HTML.............................B-7
Jobs: Printshop Print Job: Document Options: LPR: page_sides ...........B-8
Jobs: Printshop Print Job: Document Options: LPR: paper_size............B-9
Jobs: Printshop Print Job: Document Options: XJT: paper_size.............B-9
Jobs: Printshop Print Job: Document Options: XJT: paper_color .........B-10
Jobs: Printshop Print Job: Document Options: XJT: page_sides..........B-11
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Jobs: Printshop Print Job: Document Options: XJT: paper_weight.......B-11
Jobs: Printshop Print Job: Document Options: XJT: stapling................B-12
Jobs: Printshop Print Job: Document Options: XJT:
front_cover_paper_color.......................................................................B-12
Jobs: Printshop Print Job: Document Options: XJT:
back_cover_paper_color.......................................................................B-13
Index ...................................................................................... Index-1
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1. Introduction
This chapter describes Documents Xpress — Xerox Web Document
Submission Software Version 2.0 and how to use this manual.
Documents Xpress — Xerox Web Document Submission Software
Documents Xpress allows end users to submit print jobs electronically
using industry standard browsers. Once submitted, production personnel
efficiently update job status as documents move through the production
cycle, providing users with information about their jobs. Web-based
printing generates cost savings and improvements in quality, productivity,
and turnaround time.
The system uses several services that can be loaded on one or more
servers, depending on the print shop configuration.
Intended Audience
This manual is intended for use by personnel who are responsible for the
administration of the Documents Xpress 2.0 system.
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NTRODUCTION
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Assumptions
Conventions
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The person administering Documents Xpress should have experience in
the following areas:
• Documents Xpress 2.0
• Windows NT server and / or Windows 2000 server administration
• Applicable workstation operating systems experience
• Hypertext Markup Language (HTML)
• Extensible Markup Language (XML)
• JavaServer Pages (JSP)
• Structured Query Language (SQL)
This guide uses the following conventions:
2.0
• Menu items and buttons appear in bold text.
• Screen, text box, and drop-down list titles are spelled and punctuated
exactly as they appear on the screen.
• Document titles appear in italics.
• Content representative of text that is displayed on a computer monitor
is displayed in Courier New font and enclosed in a shaded table as
shown in Table 1-1.
Table 1-1. Example of text displayed on a computer monitor
INSERT INTO Field {field_name,custom_name}
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Related Documentation
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2.0 I
The following manuals provide further information on the
Documents Xpress system:
• Documents Xpress — Xerox Web Document Submission Software
Version 2.0 Product Overview Guide – 701P37980
• Documents Xpress — Xerox Web Document Submission Software
Version 2.0 Installation Planning Guide – 701P37977
• Documents Xpress — Xerox Web Document Submission Software
Version 2.0 Installation and Configuration Guide – 701P37978
• Documents Xpress — Xerox Web Document Submission Software
Version 2.0 Product Overview Training – 701P37981
Note: Operator / Administrator and User instructions are available as
online help while using the Documents Xpress system.
NTRODUCTION
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2. Product Overview
Documents Xpress is a web-based application used to submit and track
jobs.
System users access the software via three web interfaces:
• A User interface for submitting print jobs
• An Operator interface for printing jobs
• A Printer Administrator interface for setting up printers and templates,
customizing the user interface, and establishing pricing
Responsibilities
System Administrator
The System Administrator manages user, operator, and print shop
administrative permissions for a print shop installation. Specific tasks
include:
• Managing Documents Xpress software
• Customizing the Documents Xpress user interface
• Managing user / operator permissions for a single print shop
The System Administrator will have a detailed understanding how the
Documents Xpress software works.
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Print Shop Administrator
The Printer Administrator is a user who manages a print shop. Specific
tasks include:
• Establishing specific print shop policies
• Configuring printers
• Generating reports using Documents Xpress tools
• Load pricing data into Documents Xpress
The Print Shop Administrator must understand how to configure a printer
and how printer communications work.
Print Shop Operator
The Print Shop Operator is a user who manages the printing workflow in
a print shop. Specific tasks include:
• Printing jobs sent by end users
• Modifying the job status as jobs move through the workflow
• Distributing printed materials
2.0
The Print Shop Operator must have detailed knowledge of scheduling
and prioritizing print jobs as well as a solid understanding of the
capabilities and capacities of the print shop.
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User
The User submits documents and jobs to Documents Xpress over the
Internet using a web browser, the Xpress Print Driver (XPD), or through
DocuShare. Specific tasks include:
• Using Documents Xpress as the interface to the print shop
• Uploading documents into Documents Xpress
• Requesting printing and conversion services using
Documents Xpress
• Converting documents to PDF format using Documents Xpress
The User must be knowledgeable about basic web browser use, general
Internet use (downloading, uploading, and navigation), and printer driver
installation.
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3. Installation Requirements
Documents Xpress requires a specific combination of hardware, software,
and information to ensure a successful installation. These requirements
are documented in the Documents Xpress — Xerox Web Document
Submission Software Installation Planning Guide.
These installation instructions assume that the Documents Xpress server
has had the proper operating system installed and has a working
connection to the Internet.
Hardware Requirements
Server Requirements
• One Windows NT 4.0 or Windows 2000 server
• 9-GB hard disk
• 512-MB random access memory (RAM)
• One 10 / 100 MBPS network interface card (NIC)
• One available drop on a 100-MBPS network
• Simple Mail Transfer Protocol (SMTP) server supporting Anonymous
SMTP connections for outgoing mail
• An uninterruptible power supply (UPS) for the server
Client Requirements
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• Workstation capable of using a supported operating system and a
supported browser
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NSTALLATION REQUIREMENTS
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Software Requirements
Server Requirements
Client Requirements
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• Microsoft Windows NT Server 4.0 or Microsoft Windows 2000 Server
• Microsoft TCP / IP Printing service (LPR service) installed (Windows
NT Server 4.0 only)
• Microsoft Office XP
• Adobe Acrobat Reader
• Documents Xpress software
• Internet Explorer 5.5 (or later) or Netscape Navigator 4.75 (or later)
• WinZip or equivalent
• Any one of the following operating systems:
• Windows NT Workstation 4.0
• Windows 2000 Professional
• Windows 95 / 98 / ME
• Adobe Acrobat Reader
• Internet Explorer 5.5 (or later) or Netscape Navigator 4.75 (or later)
• WinZip or equivalent
Information Requirements
• See the Documents Xpress — Xerox Web Document Submission
Software Version 2.0 – Installation Planning Guide for a complete list
of the information requirements.
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4. System Administration Tasks
This chapter outlines tasks that must take place after installation. Most of
these are ongoing System Administrator tasks. Figure 4-1 shows the post
installation process.
Figure 4-1. Post installation process
Post installation
process
1. Add users to the system
2. Customize the User
Inte rface
3. Establish back up
procedures
4. Set / modify system
parameters
5. Maintain XDX system
6. Install XPD on clie nt
workstations
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Adding users to the system (Chapter 6 – Managing Users)
Customizing the User Interface (Chapter 7 – Customizing the User Interface)
Establishing a backup strategy (Chapter 9 – System Backup)
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2.0
Users must be added to the system and assigned proper Group
Memberships and Permissions. These tasks are accomplished through
the User Group Directory (UGD) Admin tool in the Xerox Documents
Xpress (XDX) Control Center.
As installed, Documents Xpress has a generic user interface. The existing
interface can be customized by using the User Interface (UI) Config tool
in the XDX Control Center.
It is important to establish a backup strategy to protect the system and the
customers using Documents Xpress. The instructions given in the System
Backup chapter are generic, but provide enough information to back up
the correct files.
Setting or modifying system parameters (Chapter 10 – Configuring System Parameters)
The Configuration Manager tool in the XDX Control Center allows system
parameters must be modified should the need arise. The Configuring
Parameters chapter details how to make these changes.
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Creating or Modifying Templates (Chapter 12 – Modifying Job Templates)
The Template Manager tool allows the System Administrator to create or
modify cover sheet and delivery sheet templates. The templates can be
modified at any time to meet the needs of a customer
Maintaining the Documents Xpress System
There is no chapter dedicated to this topic, as everything in this guide
relates to the care and maintenance of the Documents Xpress system. It
is the responsibility of the System Administrator to ensure the system is
operating properly.
Installing the Xpress Print Driver on client workstations (Chapter 8 – Installing the Xpress Print Driver)
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Instructions are available online for users to install the Xpress Print Driver
(XPD) on their own client workstation. For users that are uneasy with the
process, it is repeated here for the System Administrator.
The XPD driver for Windows 95 / 98 / ME must be updated on the
Documents Xpress server before any of these clients can use the driver.
See Chapter 8 for more details.
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5. Starting Up and Shutting Down
The XDX Control Center application is used to start and stop the various
Documents Xpress components. When starting Documents Xpress it is
necessary to go the server and run the Control Center.
A tab appears in the Control Center for each component as it is
accessed. Tab names are red if the component is loading, black if the
component is waiting to be loaded, and blue if the component has loaded
properly. An example of the Control Center appears in Figure 5-1.
CAUTION: After using the Control Center to start Documents Xpress
services, minimize the Control Center but DO NOT close it.
Closing the Control Center shuts down Documents
Xpress.
Figure 5-1. XDX Control Center as it appears on the Documents
Xpress server
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TARTING UP AND SHUTTING DOWN
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Starting Documents Xpress
Starting Documents Xpress requires using the XDX Control Center
application on the Documents Xpress server.
Note: Documents Xpress checks for the status of the current license at
Starting Documents Xpress
Perform the following to start Documents Xpress:
1. On the Documents Xpress server, double-click My Computer. Go to
2. Once the Control Center has started, click
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startup. The system will warn the System Administrator if the
license is within one month of expiring.
C:\xdx\scripts and double-click ControlCenter.
1 : Database Server > 2 : Web Application Server > 3 : Services.
2.0
Note: After starting the processes, wait approximately one minute before
starting access from any client machines.
The following figure, Figure 5-2, describes the components started with
the Control Center.
Figure 5-2. Description of components started with the Control Center
Component Description
RMID (Remote Method
Invocation Daemon)
MySQL (Database Server) The database management system that tracks
Tomcat (used by Web
Server)
Apache (Web Server) The web server for the Documents Xpress system
A utility that XDX services use for activation
users and jobs in the system
Tomcat is a servlet container with a Java Server
Pages (JSP) environment. A servlet container is a
runtime shell that manages and invokes servlets
on behalf of users.
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Shutting Down Documents Xpress
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To shut down the system, first close the Documents Xpress components
from the Control Center and then close the Control Center.
Shutting Down Documents Xpress
Perform the following to shut down Documents Xpress using the
Control Center:
1. On the Documents Xpress server, click in the following order:
1 : Database Server > 2 : Web Application Server > 3 : Services.
2. Close the Control Center by clicking X.
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6. Managing Users
Once the Documents Xpress system has been installed, users
must be added. This chapter describes the processes for:
• importing users
• adding users
• modifying user information
• deleting / inactivating users
• setting permissions and group memberships
User Group Directory Administration Tool (UGD Tool)
All user management is done through the use of the UGD tool, which is
found in the XDX Control Center. The tool is shown in Figure 6-1.
Figure 6-1. User Group Directory Administration Tool
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ANAGING USERS
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Importing Users from an External User Data File
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Users are added to the Documents Xpress system in two ways:
• By importing an external user data file.
• By entering users on a one-by-one basis through the UGD Admin tool.
Users may be imported from an external data file. This data file can be
used to initially place users in the Documents Xpress system, and then to
keep the system updated. Using the Update Users, Synchronization
Mode, and Create Batch File functions of the import module, an external
file can be set up to automatically add, update, and inactivate users.
Importing an External User Data File
The following instructions assume Documents Xpress has been installed
and is operating correctly.
2.0
Note: When importing a customer data file for Documents Xpress users,
work on a small sample of the file if possible. This allows for rapid
error detection without the delay of a long user file load.
Perform the following steps to import a user data file:
1. Modify or build the user file
2. Modify the User Field Configuration to add required user fields to
those that Documents Xpress uses.
3. Modify or build the User Import Mappings to either add additional
fields from the user file that are not already present in the Documents
Xpress fields or to create mappings from scratch.
4. Import the user data.
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