DocMinder Support Guide

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Technical Reference

DocMinder

^®

Support Guide

Version 56XX

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Table of Contents

Technical Reference Guide ... 3

Installation Process ... 4

System Configuration ... 5

Hardware / Software Requirements... 6

Implementation Services ... 7

Additional Systems ... 8

Hosted Environments ... 9

General Requirements ... 9

Configuration Requirements ... 10

Monitoring ... 10

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WORD-TECH, INC. DocMinder Support Guide: Technical Reference 56XX Page | 3

Technical Reference Guide

Word-Tech’s professional services team has successfully completed customer implementations for a number of diverse environments and is ready to ensure that your project will be implemented quickly to your satisfaction.

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Installation Process

The installation process is initiated by a pre-install meeting, which is primarily for IT or System Managers; the meeting lasts approx., 30 mins. via web-meeting.

A pre-installation questionnaire is sent out to your team at the time of scheduling and is required to be completed before your scheduled meeting which allows us to establish verification of the

environment DocMinder^® will be installed in.

During this meeting our DocMinder^® support team will discuss the installation procedures in detail while going over target objectives that apply to your environment and information your team has provided in the pre-install questionnaire.

After your pre-installation meeting is complete the installation is scheduled. The install lasts one (1) hour in length and takes place via web-meeting.

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System Configuration

DocMinder^® installation software is provided through a secure download site – included are all files necessary to create a silent install for broad distribution.

The server portion of installation is low impact and does not require a dedicated server – DocMinder^® can be installed on an existing web or file server.

It is required to have any individual who has access rights and/or permissions to your SQL server, along with logon credentials – server must use SQL authentication.

*S.A. account is preferred however; any account with database creation rights*

During installation an SQL account for DocMinder^® is created and is used from that point forward – the S.A. account is no longer needed.

For Windows Only Integration – a user account with at least ready only access to the documents server in order to allow for users to attach documents to reminders.

System Requirements

(1) Workstation To install the client, with the proper logon credentials with rights to install software.

.NET Framework 4.72 Required for all servers and workstations

(1) Web/File Server Install on an existing web/file server; does not require a dedicated server.

SQL (‘08 or later) Credentials

Required an individual with access rights and permissions to your SQL server and logon credentials. For the SQL database to be used for database and user creation.

Server must use SQL authentication.

*S.A. account is preferred; any account with database creation rights*

*We Do Not Require Visibility to Admin Passwords to any Servers, or Desktops*

DMS/File-Share Access to your document management system (DMS), file-share utility or file server and permission to install software.

SQL/Email Server

DocMinder^® and its monitoring service require access to your SQL and email server or email relay host to locate and send out reminders which are then forwarded to your email server.

SMTP Relay Server must have ability to relay email by way of SMTP to email server.

IIS with DOT Net 4.72 Server requires IIS with DOT Net 4.72 with ASP .NET v2.0X Web-Service Extensions enabled using anonymous authentication.

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Hardware / Software Requirements

Server:

• RAM: 4Gb minimum; 8Gb Recommended

• 2Ghz Processor (Intel, AMD or compatible) Dual or multi-core

• Windows 2008/2012/2016

• IIS with DOT NET enabled extensions

• MS SQL 2008 or above

• DOT NET Framework 4.72

• TCP/IP Access MS-SQL (‘08/’12 and TCP/IP access SMTP compliant mail relay)

Desktops/Workstations:

• RAM: 4Gb minimum; 8Gb Recommended

• 1GHz Processor (Pentium, Celeron, AMD or compatible)

• 50MB disk space

• Windows 7/10 (64bit or 32bit)

• IIS with DOT NET enabled extensions

• DOT NET 4.72

Document Repositories:

• Windows Shared Drive or Windows File System(s)

• Microsoft SharePoint

• Document Management Systems (e.g., OpenText, WorkSite, iManage, NetDocuments, etc.)

• Windows 2003/2008/2012

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Implementation Services

WordTech will assist client staff with the installation and configuration of DocMinder^® to connect to your currently running systems (e.g., email, document repositories) on end-user workstations.

On-Premise Only: Customer will be responsible for constructing and furnishing database

maintenance along with backup and restore plan for your SQL server; including creating SQL server backups to recover data.

Requirements Description

End-User Workstation To install the DocMinder^® client (not required when using web client) Login Credentials Rights to install software.

Access to SQL ‘08 or Later

For the SQL database to be used for database and user creation. Server must use SQL authentication. The ‘SA’ account is preferred, but any account with database creation rights is acceptable.

Access to Document Repository

Document Management System, Utility or File Server, with an account that has rights to install software

DocMinder^® Server All servers and workstations require DOT Net framework 4.72 installed with ASP.Net v2.0x Web Service Extensions enabled using anonymous authentication.

Installation Package Software provided by a secure download site. All files necessary to create silent install package for broad distribution.

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Additional Systems

Active Directory

DocMinder^® looks at the current logged in user to determine security to prevent users logging into another system. This method allows you to utilize Active Directory for your security. This does not modify or directly access Active Directory. (when using the desktop client).

Single Sign On

DocMinder^® supports Single Sign On using Azure Active Directory.

DocMinder^® Server

DocMinder^® functions on a small database, generally located on an existing database server.

(Current measurements show over the course of five (5) years the database is no more than 5GB depending on organization size).

SMTP

DocMinder^® interfaces with Exchange and Mail Systems (e.g., Outlook, GroupWise and Gmail). This method does not require any plug-in or direct integration. Emails are sent using SMTP and then forwarded to any available SMTP host similar to internet email message.

Microsoft Outlook

DocMinder^® can pull email address information through the Outlook client. One dll is registered to allow DocMinder^® to communicate with the Outlook client to retrieve these addresses and setup appointments (meeting invites) into the Outlook Calendar. This is achieved externally without any invasive plug-ins to Outlook which is part of the Standard Client Install. (when using the desktop client).

Drag-and-Drop

DocMinder^® allows you to save emails directly into the system by dragging and dropping to the attachments section of a reminder. A copy of the document is saved to a location designated by the Administrator on the Web-Server in a Server Share to retrieve later and attach to an email.

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Hosted Environments

General Requirements

All servers deployed at hosting operations must be owned by hosting group that is responsible for system administration.

Approved server configuration guides will be established and maintained by hosting operational group, based on business needs and approved by Chief Information Officer.

Operational groups should monitor configuration compliance and implement an exception policy tailored to their environment. The following items must be met:

• Servers must be registered within the corporate enterprise management system. At minimum, the following information is required to identify the point of contact:

a. Server contact(s) and location, and a backup contact b. Hardware and Operating System/Version

c. Main functions and applications, if applicable

• Information in the corporate enterprise management system must be up to date.

• Configuration changes for hosted servers must follow the appropriate change management procedures

For security, compliance, and maintenance purposes, authorized personnel may monitor and audit equipment, systems, processes, and network traffic per the audit policy.

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Configuration Requirements

• Operating system configuration should be in accordance with approved guidelines.

• Services and applications that will not be used must be disabled where practical.

• Access to services should be logged and protected through access-control methods (e.g., web application firewall).

• The most recent security patches must be installed on the system as soon as practical, the only exception being when immediate application would interfere with business

requirements.

• Trust relationships between systems are a security risk, and their use should be avoided.

Don't use a trust relationship when some other method of communication is sufficient.

• Always use standard security principles of least required access to perform a function. Don't use root when a non-privileged account will do.

• If a methodology for secure channel connection is available (e.g., technically feasible), privileged access must be performed over secure channels, (e.g., encrypted network connections using SSH or IPSec).

• Server based virus protection will be provided at the hosting customer’s request.

• Web applications will be tested for intrusion vulnerability on a semi-annual basis or whenever a new release is installed. Testing will be via www.ssllabs.com

Monitoring

All security-related events on critical systems must be logged and audit trails saved as follows:

o All security related logs will be kept online for a minimum of 1 week.

o Daily incremental disk backups will be retained for at least 1 month.

o Weekly full disk backups of logs will be retained for at least 1 month.

Security-related events will be reported to Chief Information Officer, who will review logs and report incidents to IT management. Corrective measures will be prescribed as needed.

Security-related events include, but are not limited to:

o Port-scan attacks

o Evidence of unauthorized access to privileged accounts

o Anomalous occurrences that are not related to specific applications on the host.