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Nolij Web Frequently Asked Questions
Nolij Corporation
Web-Based Enterprise Content Management
Nolij Web
Frequently Asked Questions
Version 1.03.040327
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Nolij Web Frequently Asked Questions
Nolij Corporation
Nolij Web Support ............................................................................................................. 3
Supported Environments (Platform/DB etc) .................................................................. 3
Tech Support Contact Info ............................................................................................ 3
Installation & Upgrade....................................................................................................... 3
General ......................................................................................................................... 3
Desktop ......................................................................................................................... 4
Database.......................................................................................................................5
Network ......................................................................................................................... 6
Login ............................................................................................................................. 7
Upgrade and Migration Specific .................................................................................... 8
Scanners .......................................................................................................................9
Network and Storage Setup .......................................................................................... 9
Administration .................................................................................................................10
General ....................................................................................................................... 10
General Security ......................................................................................................... 11
Adding Tables ............................................................................................................. 12
System and Users....................................................................................................... 13
Objects, Storage and Sharing ..................................................................................... 14
User Permissions and Rights...................................................................................... 16
Queries........................................................................................................................17
Workflow ..................................................................................................................... 19
Forms .......................................................................................................................... 20
Reports........................................................................................................................22
Maintenance................................................................................................................ 22
User Mode....................................................................................................................... 23
Scanning ..................................................................................................................... 23
Indexing....................................................................................................................... 24
Query/Searching ......................................................................................................... 25
Workflow ..................................................................................................................... 26
Display ........................................................................................................................27
Annotations ................................................................................................................. 27
Oracle Database Errors .................................................................................................. 28
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Nolij Web Frequently Asked Questions
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Nolij Web Support
Supported Environments (Platform/DB etc)
What back-end would you say most of your customers use?
Oracle is the most popular and is in use at over 95% of our customers. Of the
remaining few, SQL Server is the most popular choice.
Is your imaging system proprietary, or can the data be moved (fairly easily) to another
system if needed in the future?
Our system is completely open. All Nolij Web information indexes/images/documents/etc. - can be moved to any other system at any time.
All scanned images are stored as industry standard TIFF objects.
Tech Support Contact Info
What sort of support options are available?
Nolij customers can call our toll free technical support at 888.818.6654, send
email to [email protected], or visit the support page at www.nolij.com.
Nolij also has several list servers for customers to join for collaboration and
information sharing with other members of the Nolij community.
Installation & Upgrade
General
Can our staff access Nolij documents we put on our server from anywhere in the world?
Yes. Authorized users can access documents in Nolij Web using the Internet
from anywhere in the world.
How long is a typical Nolij Web installation visit?
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You should plan on 3-4 days for the initial Nolij Web installation, configuration
and testing visit. To help you get a head start please review all setup and
planning related documents.
When opening Nolij Web we receive a security warning, is this something we should be
worried about?
No, there are no negative issues with the security warning. Our certificates all
renew in February of each year and (depending on your security settings) may
generate a prompt when they expire. Starting in 2004, each new version of Nolij
Web is signed and time-stamped. The addition of the time stamp allows
certificates to continue to be valid even after the expiration date, thus
eliminating the warning prompts.
Why does Nolij Web not make use of BIND VARIABLES within the application and do
you plan on using them in a future release?
The simplest answer is that Nolij Web is not an Oracle-only application.
Everything Nolij Web does must work seamlessly with all of the major databases
including Oracle, SQL Server, Sybase, Informix, DB2, Ingres, Unidata, and
MySQL. We try to avoid adding features not supported by at least a majority of
the major databases.
Desktop
Do I have to log into the local Windows XP desktop with administrative rights in order to
install Nolij Web?
Yes. Nolij Web requires administrative rights for the initial installation only. All
subsequent upgrades can be done by the end user.
After the initial Windows XP installation, if we remove the administrator privilege from
the user, will the software continue to work?
Nolij Web will continue to work after removing administrator privileges.
I sometimes receive a pop-up window with "APP_BK_038" across the top and
"Connection timed out (Error #10060)". Sometimes it goes away when you click OK and
sometimes it doesn't.
This has been determined to be a memory issue that occurs when multiple
sessions of both SCT Banner and Nolij Web are open on the Desktop. The
solution is to upgrade the machine memory.
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Database
How are database connections/communication handled by NolijWeb (when the app
starts and someone logs in does it hold the DB connection open for the entire time the
app is open or does the connection open/close for each request?).
Nolij Web utilizes OLE DB to communicate with Oracle and implements dynamic
connections. When a Nolij Web end user requests data from Oracle – either in
the form of a query against Banner or to update a Nolij Web table – a connection
is opened, data is requested and retrieved, and the connection is closed.
How is the Nolij Web database setup?
Most customers begin by creating a NolijWeb schema within their existing test
and production Banner databases. This allows you to leverage your existing
backup and maintenance methodologies as well as avoid purchasing dedicated
server hardware and software right from the start. If you find that you’d like to
migrate to a separate Nolij instance at a later point, migration is trivial.
What size is the Nolij Web schema?
The size of the Nolij Web schema is proportional to the number of documents
stored within the system. The Nolij schema contains roughly 45 tables, the vast
majority of which are of validation type. For planning purposes, you should
anticipate roughly 50 MB of table space and another 50 MB of index space per 1
million documents stored.
How will the Nolij Web data grow over time?
We have a number of customers with over a million documents in Nolij Web and
the average NolijWeb schema size – when exported – is around 100 MB.
Relative to your existing Banner database, the impact of Nolij Web is quite
small. When you factor in index storage, you should plan on twice that number
(although the index space averages 10% - 15% smaller).
Since the bulk of the Nolij Web data is related to managing documents, the
number grows in a linear fashion according to the total number of documents in
the system. For general planning purposes, you should anticipate 20 - 25 MB of
total database space per 100,000 images added.
What are the particular tables to monitor for data growth?
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Nolij Web has three primary tables that can grow large; kw_wfdocs, kw_newidx,
and kw_wfhistory. The kw_wfdocs table contains one row for each document
added to the system. The kw_newidx table can grow somewhat large when you
use the more advanced sub-indexing for invoices, PO’s, etc., but it won’t
approach kw_wfdocs. The kw_wfhistory table is the final (potentially) large
table, and is designed to store one row for each folder stop during workflow
routing. Obviously if you process 10,000 invoices, and each invoice makes 5
workflow stops, then you’ll add 50,000 rows to the table. Until you’re heavily
into workflow, this table will remain quite small. You can also trunc() this table
periodically or delete historical information older than x months, etc.
Is Nolij Web user security set up in it’s own table schema? Would it be possible to use
sql to either help build or report on Nolij security?
Nolij Web passes each username/password directly through to the database for
initial authentication. If Nolij Web can connect to the database using the
supplied username/password, then the user has passed the initial screening
process and Nolij Web extracts a 'super' username/password - created by and
known only to the DBA or other Nolij Web system administrator for all
subsequent database communication. In other words, users connect to Nolij
Web as themselves, and Nolij Web connects to the database using the 'secret'
super-user/password. In this manner, you only need to manage and control a
single user account. Additional security, managed through the Nolij Web
administrative interface, controls what each connected user can do within Nolij
Web.
Can Nolij be installed on multiple production database instances?
Nolij doesn't recommend running more than one instance of the Nolij Web tables
as it's unnecessary and could potentially lead to duplicate file names. Nolij Web
is designed to be installed in a single production instance only, while providing
seamless access to any number of additional databases/instances. Sharing
storage locations from 2 or more instances could potentially result in images
from one instance being overwritten by images from another.
Network
Who (Novell or Network username) will need rights to the files and what rights will they
be?
Each Nolij Web user needs rights to files belonging to, or owned by, their
department - just like in the paper world. If you follow a model where the
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parent folder of each storage tree is basically the name of the department in
question, it becomes much simpler to allow/disallow access to files by Novell
username.
Who will administer changes and additions to the pool or group of users, at the Novell/
NDS level?
This is, and should remain, the responsibility of the Novell group. Nolij
recommends keeping control (at the Novell level) where the expertise is.
Under Novell, I can browse to the Nolij Web program files through the network directory
tree but when I try to open the software I receive a ‘File not found’ error.
This appears to be an issue with some Novell installations. If you encounter this
error, you should map the network drive where the Nolij Web software is located
to the local PC. Access the software through the mapped drive rather than the
directory tree.
Login
When I try to log into Nolij Web, I receive a prompt to download a file.
Windows XP users:
Make sure you’ve applied the Nolij Web XP patch. This is a required plug-in for
using Nolij Web under Windows XP. Contact Nolij technical support for the
patch.
Windows XP and Windows 2K users:
Verify that the browser version is IE 6.0 SP 1 or later. Verify that the Microsoft
Data Access Components (MDAC) is version 2.7 or later. If the problem persists,
try logging in as Administrator on the machine in question. If you still receive
the download message, try selecting Tools->Internet Options->Security and for
each of the Internet and Local Intranet options, select Default and move both
sliders to the bottom (reduces browser security). You can reset the browser
security to default after the install completes.
Why do I receive a prompt for loading tables, views and stored procedures when I log
into Nolij Web?
Anytime a user logs in and receives a prompt to load tables, views and stored
procedures, it's because that database user account cannot see the Nolij Web
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kw_connect table. Either a public synonym does not exist or the user doesn't
have ‘select’ privileges on the kw_connect table.
Are there any problems with logging into Nolij Web simultaneously from multiple
locations?
Multiple logins from different locations using the same account will not cause any
problems. More than one login on the same computer with the same account
should be avoided.
The following error occurs when logging in to Nolij Web: [Microsoft][ODBC Driver
Manager] Driver’s SQLAllocHandle on SQL_HANDLE_ENV failed
You are trying to connect to the database using an ODBC Data Source that is not
available or no longer exists; try again by selecting another data source from the
dropdown list.
I receive two different errors when logging into Nolij Web: ‘Drivers SQL SetConnectAttr
failed’ and ‘Invalid user name/password, logon denied’.
The user name or password you typed is incorrect or does not have access to
the system. Retype the user name and password correctly. If this does not fix
the problem, contact your DBA for assistance.
Upgrade and Migration Specific
There has been multiple software releases since our last Nolij Web upgrade. Do we
have to apply each incremental version of Nolij Web or is the latest version cumulative?
All releases of Nolij Web are cumulative – just apply the latest version. You are
free to skip as many interim versions as you like.
When an upgrade to the Nolij Web software is rolled out, does each user require
administrator privileges to apply the update?
Most non-administrator accounts should be able to access and update existing
registry keys and thus be able to apply updates after the initial install.
What are the steps required to move Nolij Web from a pre-production environment to a
production environment?
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Nolij Web Frequently Asked Questions
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The following are the essential steps involved in migrating from a pre-production
environment to a production environment:
1. Export the Nolij Web schema from pre-production and import into
production.
2. Update kw_locnval->locnval_unc_share to point to the new production
share.
3. Truncate tables kw_wfdocs and kw_wfcurrent in production.
4. Truncate kw_wfcurrent and kw_wfhistory in production.
5. Reset locnval_cur_entries and locnval_cur_mb to NULL.
Scanners
What are Nolij’s suggestions for purchasing scanners?
Nolij always recommends purchasing a single medium to high speed scanner to
start with. Since scanners are a fairly simple retail purchase, it’s best to avoid
over-buying. Purchasing just one scanner also allows you to see how it fits into
your current process. In other words is it too big, not fast enough, to noisy, etc.
A decent mid range scanner (50 ppm, $5,000) can safely scan 50 * .33 = 16.5
ppm * 60 = 990 pph * 8 = 7920 ppd or roughly 8,000 pages per day at only 1/3
of its rated capacity. The addition of lower end scanners is often a good idea
since it allows you to decentralize the scanning process. Having more than one
entry point becomes more advantageous when processing a large number of
documents. As with the higher end scanners, it’s always a good idea to get one
in house for testing to make sure it fits your processing needs before buying
others.
How do I set up a shared scanner?
In general, scanners are installed on PCs that are accessible (physically) to
individuals needing to scan documents. In other words, it is important to make
sure that any scanning devices are located near or at the computer of the
person(s) doing the scanning. As such, you'll need to make sure that Nolij Web
is also running locally in such a way that it can 'see' the local scanning device.
Network and Storage Setup
What are the document storage requirements and related costs?
In general, you should plan on a typical scanned image being roughly 75K in
size. If you have an average of 10 documents for each of 10000 individuals,
you'll need around 75 * 10 * 10000 or roughly 8 GB of disk space. For
budgeting purposes, you should anticipate spending an average of $150.00 per
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100GB of disk space – EIDE, USB, Firewire are a bit less, SCSI, SAN, NAS, etc.
are a bit more.
What formats are scanned documents stored?
All Nolij Web scanned images are stored and viewed as industry standard
(Tagged Image File Format) TIFF images.
Will images be stored in a common space, regardless of origin or do we need to setup
unique folders for different groups?
You have the option of storing images in any number of physical locations. Nolij
customers most often break down image storage by department, and then by
document type per the following example:
Suppose the Admissions department needed to scan and store Applications,
Essays and Transcripts. A typical scenario for file storage would be to either use
a central image storage device or a local (switched or similar) file server. In the
local scenario, Admissions would keep all Admissions documents within their
workgroup - and thus off the backbone - while allowing access from any location
outside their area. In the centralized scenario, Admissions would utilize a portion
of the central server. In both cases, Nolij recommends setting up file storage in
a manner similar to the following:
\Admissions
\Applications
\Essays
\Transcripts
Where each of the above are unique folder structures on the files server. Using
this approach, you can control access to Admissions as a whole, and
subsequently by document type.
Administration
General
How do I set up a user to scan documents?
In order for the typical user to be able to scan, make sure each user has Use
Workflow checked under General Privileges. Next verify that each user has a
default Workflow assigned as well as an associated query. Each Workflow must
have at least one step, and each user owning that Workflow step must
have Scan/Acquire checked in addition to the other required privileges (e.g.
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View, Edit, Rename, etc). Once logged in as a user, retrieve one or more folders
using the displayed database query OR using a batch query if available.
Remember that a batch query is built from the kw_newidx table and is assigned
to users in addition to their primary database query by building and assigning a
second Workflow - not set as default - and attaching the batch query to it.
Continue by selecting any displayed folder so that it is 'opened', displaying any
attached items and activating the Acquire Image button on the main Nolij Web
toolbar. Most users choose to scan a collection of unrelated documents into one
or more Batch folders, and then label and drag/drop the documents into the
proper person folders.
How do I prevent one or more displayed folders from clearing with each new database
search?
You can prevent folder clearing by making sure the ‘Show Query Results’ button
on the main Nolij Web toolbar is pressed in. You can also lock one or more
folders by pressing Ctrl+Alt and left-clicking on the SQL Query line just above the
folder list.
We have documents that are year specific. What is the best way to set up something
like subfolders to keep groups of documents separate?
Nolij Web has a sub-folder configuration interface located under the Rights tab to
solve exactly this problem. Select the Rights tab and click on either a
department or role to begin sub-folder setup. In the database objects window,
browse to and double-click on any table containing information you’d like to use
to label the sub-folders. As soon as you highlight a unique column within a
selected table, the 'Add sub-folders' check box enables. Checking 'Add subfolders' activates the Configure button. Pressing this button displays the subfolder configuration dialogue box from which you can create sub-folder 'tabs'
within each folder. Try adjusting some of the features to see what effect it has
on the folder display. Note that when sub-folders are activated, you’ll always
have the 'show all' tab to display everything in the folder.
General Security
Can a generic login be created for work-study students or other temporary users to
share the scanning of incoming documents?
You always have the option of creating a general purpose login that multiple
users could share. The only problem with using a shared account is with
auditing - you won't be able to differentiate one user's activities from another.
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Will all authorized users have the same rights to files? If not, will that be managed via
network security or through database security?
Authorized Nolij Web users will have varying rights to files (view, edit, etc.)
depending on their individual needs. Nolij Web rights are established and
managed through the Nolij Web interface. However, outside of Nolij Web, you
also need to control access to files at the network level. Using Admissions as an
example, you should avoid granting network view and edit rights to users outside
of the Admissions office unless they have a specific need to see an individual
document or documents. Nolij recommends creating a detailed file storage plan,
first and foremost by department, and then by document type for better control
at the network level.
Does the database handle the actual call to the file server or does this happen at the
desktop level?
The Nolij Web software (running in the browser) handles all calls to and from the
file server.
When documents are sitting in a batch after being scanned, but haven't been indexed
yet, what is the security on them? Can any Nolij Web user get to any documents that
are still in a batch, or only the user who scanned them?
Batch file security can mimic whatever you need. You can allow multiple users
from different areas access to the same batch file, you can restrict access to just
users from a single area, and you can restrict access to users within a specific
role (e.g. payroll clerk).
How are file permissions handled on the document files?
First and foremost, file permissions are handled at the file server level. With
Nolij Web, file servers do not have to be - and should not be - mapped drives,
and thus will generally be unknown to end users. Nolij Web controls all file
access by user, role, department, etc. as well as by workflow and even document
type. All file server permissions are established and managed by your network
group. Individual access to documents stored on the file server is controlled
through Nolij Web's administrative interface.
Adding Tables
ORA-00959: tablespace ‘PK_TABLESPACE’ does not exist (AddTable)
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Description: This error is due to the nonexistance of the pk_tablespace in your
target database.
Solution: Click on the Primary Keys button under the Tablespace Assignments
pane. You can assign an existing tablespace name here or clear the
pk_tablespace value out of this window to use the database default.
Click Update to include these changes in the create table script and try to
add the table again.
ORA-00959: tablespace ‘N_TABLESPACE’ does not exist (AddTable)
Description: This error is due to the nonexistance of the n_tablespace in your
target database.
Solution: Click on the Normal Indexes button under the Tablespace Assignments
pane. You can assign an existing tablespace name here or clear the
n_tablespace value out of this window to use the database default. Click
Update to include these changes in the create table script and try to add
the table again.
ORA-00955: name is already used by an existing object (AddTable)
Description: The table you are trying to add is already in the database.
System and Users
How exactly do I change the password for a user within Nolij?
You don't change end user passwords within Nolij - only the nolijweb super-user
password. When first connecting, Nolij Web passes the each user's name and
password off to the database for authentication, denying access if the
username/password is not valid. If it is valid, Nolij Web attempts to locate the
kw_connect table and extract the proper nolijweb super-user name and
password from the table. If the kw_connect table is not found, Nolij Web
automatically enters Administrative mode.
How can I encrypt the nolijweb super-user name and password information stored in the
kw_connect table?
Changing the super-user password within Nolij Web is a very straightforward
process. Begin by creating a backup of the kw_connect table (e.g.
kw_connect_040311 or similar) in case you run into any problems during the
encryption process and need to rollback. On the system tab check the Encrypted
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check-box in the System Connection pane and click the Update button as shown
below:
a message box appears asking you to verify the new password as follows:
Select a few rows from the kw_connect table to see what the data looks like.
Verify that administrative and end users alike can login without any problems.
Objects, Storage and Sharing
How do I setup Nolij Web to automatically load balance the number of images stored in
each folder?
To activate automatic load balancing, begin by clicking on the Storage tab and
then selecting the document type you wish to load balance. Enter an upper limit
to the number of files, total size, or date until and check the Auto box to enable
automatic folder replication.
How do I update the UNC folder properties? When I click the Refresh button on the
Nolij Web toolbar nothing happens.
To update the UNC folder properties, click the button labeled Refresh, which is
located on the Storage tab next to the UNC Properties window.
I have set the increment number to 10,000 entries. What happens once the actual
number exceeds the 10,000 limit?
As soon as any folder reaches a specified limit (e.g. number of entries, total MB,
date until), the system automatically closes the current folder, creates a new
folder and make the new folder active. All previously stored documents remain
in the previous folder and are fully accessible. Each incremented folder is
created by appending a unique index number to the original folder name.
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The UNC properties display 10000 as the number of entries, but Auto is unchecked and
all edit boxes are empty is there something I need to do?
To enable automatic folder replication, you must check Auto and then click
Update. If Auto is unchecked, Nolij Web expects to find a pre-specified
locnval_locn_code in the Next box.
How do I change a pre-defined storage location to a different folder after it’s been in
use for a period of time? When I select the new location the update button under the
storage tab is not active for me to choose.
To change storage locations - or establish new ones - you need to make sure to
click the 'Knowledge Base/Storage Setup' button on the main Nolij Web toolbar.
First browse to the new folder you wish to use, and then select the document
type on the Storage tab. The Update button activates once you’ve selected both
a path and a document type.
If I need to remove a document after I have assigned a location, the remove button
doesn't work. It seems to be active but nothing happens if I select it.
To maintain referential integrity, Nolij Web doesn’t allow you to remove
documents currently in use. Any documents not yet being used can be removed
using the Remove button on the Objects tab. Earlier versions of Nolij Web
required document removal to be done through SQL only.
Are changes to documents or images being logged using an audit trail or database
table?
Nolij Web tracks folder-based activities through a collection of Nolij Web audit
tables. Individual document edits are not automatically tracked, however you
can use Nolij Web's built-in Workflow engine to automatically collect and store
additional audit information as needed.
How do I delete a document type I no longer need or use?
Begin by selecting the Objects tab and highlight the document type you wish to
remove. Click the Remove button to delete the document.
When a user is assigned multiple roles in more than one department - how can we make
documents available to that user under another role?
Access to documents is controlled at the department level (one level above the
role). As such, all roles under a specific department have default access to that
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department's documents. If you need to share documents between two or more
roles that aren’t under the same department, you’ll need to enable document
sharing. To do this, click on the Objects tab and highlight the role that you wish
to give document access to and select the ‘Current’ radio button. Selecting any
document from the ‘Current’ list automatically provides access to that document
regardless of the parent department.
Are other users within the same role able to view documents that were scanned by
different users under the same/different roles?
Yes. Document access is controlled at the department level and all documents
scanned under a specific department are visible by all users under that
department. Individual document viewing rights are further controlled by
enabling or disabling rights to each document type on the Rights tab.
What is the best way to set up documents so that other offices can see them?
In version 4.3.71 we added the ability for one department to 'share' any or all of
its documents with other departments. You don't need to do anything special as
far as creating roles is concerned, such as putting numerous unrelated roles
under the same department so they can see each other's documents. Instead,
on the Objects tab, you'll see two radio buttons under the Available Objects
window. Selecting Current allows you to pick from a list of existing
departments/documents. Simply highlight the department that a document is to
be shared with and pick from the existing document list.
User Permissions and Rights
On the Rights tab under Workflow Privileges, what is the Activate checkbox for?
In a nutshell, when you select activate you tell Nolij Web to apply that workflow’s
privileges whenever its associated query is being used. If you don’t check it,
only the privileges from the default workflow are used.
What are the Capture Partial Rename and Capture Full Rename privileges for?
These privileges trigger the insertion of indexing data – typically in the form of
document name and sub-index value – into the Nolij Web kw_newidx table. Use
of Capture Partial and Capture Full Rename allows you to see whether or not an
image has been indexed to a particular sub-item.
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I am trying to add sub-folders to a department, however the ‘Add Sub-Folders’ option is
not selectable. What can I do to enable this option?
Make sure to highlight a unique column in a table within the Database Objects
window (same place where you build a query). This column provides the values
needed to properly configure the sub-folder tabs.
Can we easily remove the subfolder tabs? If so, how is this done?
Yes. Log in as Administrator and go to the Rights tab. In the Enterprise
Hierarchy window, select the department in question (the icon should be a filing
cabinet with a folder being extracted). After selecting the correct department
name, the Add Sub-Folders check box enables and is checked. Simply un-check
the check box and when prompted, you can choose to keep or permanently
remove the configuration. Keeping the configuration simply takes it off-line and
allows you to re-activate it at any point in the future.
I have rights for a given user set to View only, yet they are allowed to rename, drag &
drop etc. for which they have network rights on that server. Why doesn't Nolij prevent
them from doing that?
Nolij Web rights are tied to workflow steps instead of queries. Nolij Web can be
configured to prevent certain activities provided Workflow is configured correctly.
In general, when it appears that you’ve correctly configured the default workflow
rights, the problems typically involve an incorrectly configured secondary
workflow. Verify that you have the correct Rights assigned under all workflows
and then be sure to enable the Activate option to apply each workflow’s rights to
the associated query.
Queries
When I created a query, I added a specific field and a where clause was automatically
added. Is this normal?
Yes. Where clauses are added automatically during query construction and are
perfectly normal.
I would like to delete a query but can not remove it due to existing user associations. Is
there a script that can be used to remove user associations to queries and workflows?
Any query can be deleted once all associated users are removed. Associated
users can be detached from a query by deselecting the query name for each user
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in the Workflow section of the Rights tab. The same result can be achieved
through the use of SQL as described below:
delete from kw_spowval
where exists
(select 'X'
from kw_userval
where userval_user_code=spowval_user_code
and userval_deleted='Y');
The above query also works to remove a workflow from the kw_wfowval table.
Individual users are creating their own Nolij Web batch folders. Is there a way to allow
only the administrative account to do that.
Users will always be able to create batches as long as the batch query is built
against the kw_newidx table. If you want a static set of batch folders for users
to use, you can simply create a new table (unique ID, folder name) and add a
few records to be used as batch folders. Since it’s not linked to kw_newidx,
users won’t be able to add or delete them. You will also need to create a unique
ID that doesn’t conflict with anything else they’re using.
How do I delete a batch folder?
Batches must be empty of all objects before they can be deleted. To delete a
batch, first retrieve it from the batch list so it is displayed under Query Results.
Next, left-click on the batch folder in Query Results using the mouse, and press
the Delete key on the keyboard. A prompt appears asking to confirm the delete
operation.
Is it possible to change the format so a user can enter the date as day-month-year
rather than month-day-year?
Currently, only the month-day-year format is supported. This item is already in
our development plan and you'll soon be able to select from a variety of date
formats when building a query.
Is there a way to remove and/or edit a where-clause once it has been added to a query?
Not through the query designer as of yet. This item is on our to-do list. You can
remove or adjust part or all of a where clause through SQL by examining the
kw_spflval table. You'll notice that each query is described by multiple rows
having the same spflval_spma_code (for that particular query as detailed in
kw_spmaval). Each complete line in the where condition is described by two
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rows in kw_spflval. The matching rows have the spflval_join_index in common
and a flag set in either the spflval_left_join or spflval_right_join columns. Simply
find the correct line and delete the matching pair. Make sure to update the
join_index column if your delete(s) leave a gap.
When constructing a query, how do I perform a table join so I can search from multiple
tables?
Begin by selecting the driver table and picking the field(s) you want displayed.
Simply browse to the next table you wish to add and double-click on the field
you want to add to your query. If there’s no foreign/primary key relationship
already defined in your database, you’ll be prompted to join the two tables with
the Join Table dialog. Simply select the unique ID field from the driver table on
the left, select the matching field in the new table on the right, select the Add
button and hit OK. You can add additional fields from the second table without
matching further. Repeat the above process to add a third table, etc
Knowledge Base
What exactly are the Content Indexing objects and where are they stored?
'Content Index: Word' and 'Content Index: Excel' objects are system objects that
have been tested and certified for use with the embedded content indexing
engine. The Nolij Web Content Indexing engine is designed to extract and store
keywords from electronic documents in the Knowledge Base. Stored documents
can be subsequently located by keyword search.
The Knowledge Base is one the more complex parts of Nolij Web and requires a
sufficient amount of training and planning prior to implementation.
Does the Knowledge Base allow for different levels of security?.
Yes. You can control access to different parts of the Knowledge Base repository
by user. You could, for example, create your own document repository that
others would not have (or need) access to.
Workflow
Is there a link to the database that allows for the updating of fields during the indexing
process?
Yes. Nolij Web allows for the automatic updating of fields (such as those tied to
a requirements checklist) after documents are scanned and indexed in Nolij Web.
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This is a very simple process that utilizes the Nolij Web workflow engine and
requires the creation of an appropriate database stored procedure to perform the
actual table update.
Are Workflows stored in the database or on the file server?
All workflow configuration and related information is stored in the database.
Is there a standard setup for users who don't really have a role in a particular workflow
other than for scanning documents?
All users belong in a role. Someone who just scans documents should be in a
scanning role or similar. Scanning is most often the initial step in any workflow.
You don’t typically assign the scanning operators' rights to other workflow steps;
just the scanning step.
How can I learn what the checkbox permissions do on the workflow in-boxes?
Nolij Web displays help text in the browser status bar when you click any of the
in-box permissions.
Forms
After changing the background color on a particular field, the color changes back to
white as soon as any record is selected and the form data is filled in. Is there a way to
make the green color stick until the field is modified, changing it to the bluish color
representing updated field?
Right now you can’t adjust the field colors (permanently) since Nolij Web uses
light blue to indicate a changed field (must contain Save button) and white to
indicate unchanged/un-editable data. The Nolij Web form designer always resets
the form fields to white. The best way to highlight editable fields for your end
users is to change the font color for the associated text or frame label OR
change the background color of the frame holding the editable field OR do both.
Is it possible to recover frames that were deleted from a form?
If you have (or make) a backup of the kw_grmaval and kw_grdeval tables, you
can recover any deleted items. When a frame is deleted, it, along with all
associated objects are permanently removed from the database
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Is it possible to copy a frame from one form to another form?
Indirectly yes. You can always load one form into another. What we tell
customers to do is create a library of basic components that can be added to
new forms as needed. To load one or more frames into an existing form, begin
by creating a form with the frame or frames you’d like to add to another form.
Load the main form first, and then – without clearing it – load the other form
containing the frame(s) you want to copy in. The result is a merged form
containing both sets of frames. Make sure to save changes before exiting.
How do you delete an object from a frame without deleting the whole form? This is
what I was attempting to do and I lost all objects on my master form.
Make sure to select the object so that you can see the 8 selection squares
around it before pressing the Delete button. Nolij recommends creating and
saving a practice form with a few objects to test this out.
Is there a database that holds form information somewhere?
Yes. All Nolij Web setup and configuration information is stored within your
database in one or more of the 45 baseline Nolij Web tables, most likely under a
NOLIJWEB (or similar) schema. You can verify the schema by looking at the
System tab and you can see and read comments for all Nolij Web tables under
the Tables tab.
After a form save event is fired, how do I refresh another object on the form?
Any refresh object on a form can be called by including the REFRESH command
and a reference to one or more refresh objects as shown below:
REFRESH: 360, 364
Can I utilize the REFRESH option from within a Function button?
The function buttons are not designed to call the refresh buttons. Their purpose
is to perform calculations using standard operators and incorporating existing
form->field values, with the end result of the calculation placed into another
form->field. The following example describes how to add a series of numbers
and then move the total to another field on the form.
57:1+58:1+59:1+60:1>33:1 - which translates into fields 57, 58, 59, and 60
(decimal precision = 1) summed and placed into field 33 (also with decimal
precision = 1)
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The Refresh and Save buttons are not viewable when a form is run in user mode.
The form buttons are not designed to be visible in user (run) mode. Each button
is, in effect, a visual tag used to store code to be run when needed. Each object
on the form is automatically refreshed when a folder is selected or form changes
are saved using the Save button on the main Nolij Web toolbar.
Is it possible to set different permissions for multiple users on the same form?
All form capabilities are available to each user with access to that form. The best
approach to delivering different form functionality to different users is to clone
the form (i.e. load it into the designer and save it under a new name) and
modify it as necessary for each new group of users.
Reports
Does Nolij provide sample statistic reports or do we have to create our own?
Nolij Web comes with several sample statistical and auditing reports. You can
also use SQL to create additional or custom reports.
Maintenance
We discovered that an indexed image could not be located on the file server. Is there a
way to check for other missing files?
Nolij provides an audit utility to assist you in determining if any documents are
missing or corrupt in your system. The utility allows you to analyze each
department separately and also checks each image for consistency in case a
system restore or other event caused data corruption.
Using the audit utility we have found orphaned records is there a way to clear these out
of the database?
Yes. To remove orphan records, simply delete the corresponding rows from the
kw_wfdocs table. The log file generated by the audit utility includes each
missing file name. Since the file name is unique within Nolij Web, simply delete
any rows from the kw_wfdocs table that match.
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User Mode
Scanning
When attempting to scan, I receive the following error: “Bad File Name
(Toolbar1_ButtonClick)…” and nothing seems to happen.
The most common reason is the account you used to log on to the network does
not have write access to the network location where the scanned images are
stored. Contact your Network Administrator to discuss your individual access to
the network drive where the scanned images are stored.
I am able to scan using the scanner supplied software, but within Nolij Web I receive
the following error in the browser status bar: “Scanner or Scanner handler error
(ToolBar1_Button Click)”.
The first thing to check is that you have the proper scanner selected. Click the
down arrow next to the Acquire Image button on the main Nolij Web toolbar and
choose ‘Select Device…’ to verify that the proper scanner name appears and is
selected. If the scanner name does not appear, then you may not have a
properly installed TWAIN driver. Nolij Web requires a TWAIN compatible
scanner. If the scanner name appears and is selected, then you should verify
that you have proper write permissions on the file server where the scanned
images are stored.
How do I scan a stack of documents not related to one particular person?
The primary mechanism for utilizing a high speed scanner or to capture a group
of documents not related to each other is the batch folder. Batch folders are
user defined temporary folders that can be used to scan large groups of
documents for later indexing.
Is there a way to avoid having to reselect the scan button on the scanner dialog after
selecting the scan button on the main Nolij Web toolbar?
The pop-up dialog is scanner dependant and Nolij Web has only limited control
over its use and appearance. However, selecting the down arrow on the Acquire
Image button on the main Nolij Web toolbar allows you to show or hide the popup dialog. The ‘Show/Hide Dialog’ selection is a toggle that turns the
appearance of the pop-up interface either on or off. Keep in mind that turning
the dialog off means you cannot adjust settings on the fly.
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How do I delete or remove one or more pages from a multi-page image?
On the main Nolij Web toolbar, select the 'Show/Hide Imaging Toolbar' button so
that the Imaging toolbar appears above the image window. The fourth button
from the left is the 'Extract Page' button, which when clicked, extracts the
currently displayed image from the multi-page document and places it into the
current folder. You can then delete the page from the folder if not needed.
Indexing
I tried to index an Outlook email message today and received an error message. There
are Workflow System objects for Outlook Express Mail Message (.eml) as well as an
Outlook Email (.msg) system object.
The problem might be with the length of the message name. Nolij Web attempts
to insert the document name - in this case, the message name - into the
wfdocs_doc_name column. If it turns out that the size of the message name is
longer than the wfdocs_doc_name column, then you can either shorten the
message name or consider increasing the size of wfdocs_doc_name column to
allow for the larger message names.
Make sure you first drag the message to the desktop or other folder so that it
obtains a proper file extension prior to dragging it into Nolij Web. Nolij Web
controls document access and usage based on the extension.
I receive an error when I try to drag and drop an object from my desktop or system
objects area to a sub-folder.
Make sure that you drag/drop all objects into the Folder Objects window and not
onto the sub-folder tabs. If you need to drop something under one of the subfolders, simply click that sub-folder first and then drag/drop into the window
below.
Does copying a document create a link or make a copy of the physical document?
Copying a document from one folder to another creates a copy of the original
document. Since all documents can be shared without the need to create a
copy, Nolij Web assumes that you’re copying a document to have separate
workable versions.
How do I set up a default document type when I do a batch scan?
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Nolij Web does not currently support assigning a default document type prior to
scanning. You can however select all recently scanned objects and easily assign
a document type to the group as a whole.
When attempting to drag/drop a document from the System Browser into a Nolij Web
folder, I receive the following error: “Unable to add file ‘x’ to the current folder. Please
contact your system administrator for assistance.”
The most common cause for this error is a lack of permission to work with this
file type. Contact your system administrator for assistance.
When I drag/drop a document in the folder objects window, I receive the following
error: “(Bad file name or number) encountered in module [AddDocToFolder]”.
The most common cause for this error is the account used to log on to the
network does not have proper write access to the image file server.
Query/Searching
How do I rename a Batch Folder?
When you have a batch folder open (selected) and you type in another batch
name (without clearing the search fields first), you get prompted to either
Update the current folder or Add the new folder. If you select Update, the batch
folder is renamed accordingly.
Can I search using wild card characters?
Yes. All Nolij Web queries support the native wild card characters (e.g. %, _) of
the host database.
My queries take an unusually long time to return results. Is there any way to increase
the response time?
If the timing value on the query results header is large, this is often due to
database slowdown or network traffic. Contact your DBA or Network
Administrator for assistance in troubleshooting. If the timing value is relatively
small, this is sometimes due to memory issues on the local machine. Try closing
other programs that are running to free up some additional memory.
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If I run a query that returns over 100 records, I get the following message in the status
bar: "Your search returned too many records. Displaying first 101 only." Can this limit
be changed?
Currently, Nolij Web limits search results to the first 101 records. At the present
time, you cannot change the maximum number of records returned. From a
usability standpoint, more than 50 records starts to become unmanageable.
Nolij recommends adjusting the query to return a more focused selection set.
Is it possible to view a group of students who are in a specific population selection?
The point of the Nolij Web search interface is to allow the end user to select
populations of students, alumni, employees, vendors, etc. directly through Nolij
Web. Different users can be equipped with different search interfaces as
needed. The built-in query designer (for system developers/administrators)
allows you to quickly and easily build whatever type of search interface your end
users’ need to pull back the information they're looking for.
Folder Objects are not being displayed and I receive an error in the status bar ‘Cannot
find: \\NetworkPath\Image000xyz.tif.’
The account you used to log on to the network does not have read access to the
network location where the images are stored. Contact your Network
Administrator about getting proper access to the network file server.
When trying to drag & drop a document, the document opens and Nolij closes.
The document was dragged and dropped onto an active part of the browser
instead of into a folder. If Microsoft Internet Explorer is configured to
automatically open dropped documents, then you have to be careful not to drop
anything onto an exposed part of the IE browser.
Workflow
How do you easily switch roles without logging out of Nolij Web?
If you assign more than one workflow/query to an individual and check the
activate box for each, when the user selects a different query, Nolij Web clears
the currently displayed in-boxes and rights and loads the new in-boxes and
rights.
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Display
Documents in the folders do not seem to display.
Make sure the 'Show Documents' button on the main Nolij Web toolbar is
pressed in.
Are there keyboard functions or shortcuts that can be used in place of the mouse?
No. Nolij Web does not currently support function keys.
Is there a way to get multiple workflow queries to begin on new lines instead of having
them start one after another on the same line?
A quick solution is to move the last field in a query all the way to the right
margin before updating. This causes the field to be saved at the displayed width
(trailing space is trimmed during save). The only problem with this method is
the varying screen resolutions on the user desktops. You'll need to design the
queries to best fit the target screen size (e.g. 800x600 or 1024x768).
The Nolij web session will sometimes shut down unexpectedly when I click a link in a
different browser.
If you visit Tools->Internet Options->Advanced and uncheck 'Reuse windows for
launching shortcuts' from the browser menu, it will prevent new shortcuts from
recycling currently open windows.
Annotations
Are the colors used for annotations changeable?
All colors are adjustable. Simply right click on the appropriate annotation (be
patient if the Properties dialog doesn't appear on the first try) and select the
properties dialog.
Is a history of Annotation changes kept in Nolij Web?
No, Nolij Web does not track Annotation changes or modifications.
Can I create an annotation stamp that looks like my University’s letter head?
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Yes. Annotation stamps are customizable and can be created from existing
graphics or pictures.
Oracle Database Errors
ORA-00001: Unique Constraint (Nolijweb.pk_kw_wfdocs) violated.
This error typically involves the Nolij Web sequence object. If you’ve recently
exported and imported the Nolij Web schema, it’s possible that the sequence
needs to be recreated. The following syntax describes how to recreate the Nolij
Web sequence:
CREATE SEQUENCE seq_kw_wfdocs START WITH [X] INCREMENT BY 1 CACHE
20;
where [X] is the max(wfdocs_document_id) value from kw_wfdocs. Please make
sure all users are logged out of Nolij Web before recreating the sequence.
ORA-00020 maximum number of processes (%s) exceeded.
This Oracle error is tied to the database usage and not to Nolij Web. Contact
your DBA for assistance.
ORA-12545 connect failed because target host or object does not exist.
This error is most often network related. It typically occurs when the target
machine does not respond. Contact your Network Administrator regarding any
network traffic or machine specific issues.
ORA-00904: invalid column name
This is most often due to one or more recent Nolij Web table modifications being
missing. Verify that all recent table updates have been properly applied.
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