Configuring NEOSYS Generally: Difference between revisions

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=== Configuring letterhead ===
==System Configuration File==
[[Configuring Letterhead]]


=== Configuring fonts and colors for all users ===
See [http://userwiki.neosys.com/index.php/System_Configuration_File System Configuration File]


Current latest version of NEOSYS software allows choice of font for all columnar reports and documents produced by NEOSYS.
==Clearing files in database==


The default for all NEOSYS reports and documents unless you follow this procedure is a dark and light buff yellow.
This is to be done if you want to clean an old database or clean a training database so that a client can enter fresh data.


ED DEFINITIONS SYSTEM
These commands DO NOT reset the data to "factory settings" so for new installations you need to download a fresh BACKUP.ZIP file from the NEOSYS website.


line 46 then press Ctrl+E to edit multivalues (sublines)
*Clear transactions F5 - CLEAROP (only clears transactions not reference files)


mv 1: color for table column heading rows
*Clear all F5 - CLEARALL (rather nasty command because it clears all reference files as well)


mv 2: color for table body rows
*Clear finance transactions F5 - CLEARACC


mv 3: font
REINDEXALL SHOULD be done after CLEAROP or CLEARACC in order to reduce the size of the index files to reflect the reduction in size of data, by rebuilding them from scratch, since index files don't reduce in size automatically when the data is cleared or reduced.


Press F9 to save, then Esc to get out of editing multivalues
==Clearing selected files in database==


Users can override the above the colors and fonts in their user details after login.
This can be done if you want to reimport selected files.


=== Changing the signatory ===
WARNING This procedure must not be used if there are any transaction in the system that might use the files being cleared.


In Maintenance mode, press F5 and the following command:
WARNING Clearing individual files is error prone because other files might refer to the records you are clearing (referential integrity is not applied so dangling references may be created). For example, clearing suppliers without clearing vehicles in advance results in vehicles which have supplier codes that do not exist. Even if you reimport the suppliers, some supplier codes in the vehicles file may not be reimported leaving vehicles with problems.


ED DEFINITIONS AGENCY.PARAMS
WARNING The opportunity to create problems that have no solution and that may only surface when the system is in operation is endless unless you think through the implications very very very carefully.


<i>Be careful not to insert lines except at the end. Moving other lines down will totally screw NEOSYS!</i>
*Flush Index F5 FLUSH.INDEX (this command MUST be performed immediately after any data clearing, because CLEARFILE does not clear the related indexes immediately and it will be done later on access, causing random stopping later on)


Than go to the bottom of the page (Ctrl+Page down). Once you reach at the bottom, ENTER enough times to add additional lines if required, than search for '''line 61''' (Ctrl+G) and edit the document / add this code:
*Clear suppliers F5 CLEARFILE SUPPLIERS


&lt;br&gt;&lt;br&gt;&lt;br&gt;Name of General Manager&lt;br&gt;General  Manager&lt;br&gt;
*Clear vehicles F5 CLEARFILE VEHICLES


=== Clearing files in database (done when you want to clean an old database) ===
If a particular field needs to be cleared from a file then get the exact field name defined in the file.


Clear data F5 CLEAROP (only clears transactions not reference files)
To list the various fields in a file  F5 LD CLIENTS  (for Client and Brand file)


Clear suppliers F5 CLEARFILE SUPPLIERS
*Clear Payment Instruction from Client and Brand file F5   CLEARFIELD CLIENTS PAYMENT_INSTRUCTIONS (only clears the payment instruction defined in all the Client & Brand file)


Clear Vehicles F5 CLEARFILE VEHICLES
*Clear Agency fee % from Client & Brand file F5 CLEARFIELD CLIENTS FEE (only clears the agency fee defined for all Client & Brand flies)


Flush Index F5 FLUSH.INDEX
==Mass updating database without data entry==


Clear all F5 CLEARALL (rather nasty command because clears all reference files as well)
Warning: It is advisable that you take the approval of NEOSYS DBA or programmers before doing any of the following procedures. There is no protection whatsoever from damaging the database if you do not appreciate all the implications of any particular update. Common sense and caution must be used. If you damage a database then it may be, or with operation become, irretrievably damaged and require reconstruction from a backup causing possibly extreme finance damages to the owner of the data and consequences for yourself. You have been warned.


=== Configuring which days the backup will be done on ===
There are many commands in maintenance mode that allow you to amend the database directly and without any record and without any ability to reverse changes.


F5
Normally, no record of the changes is made. All changes will appear to have been done by the last user at the time and date of the last normal user interface amendments.


ED DEFINITIONS BACKUP
===Available fields to clear or set===


Line 5 should a list of digits indicating desired days of week 1-7 where 1 is Monday
#Client & Brand File: CLIENTS MARKET_CODE
#Client & Brand File: BRANDS MARKET_CODE


e.g. 23456 to backup on Mon-Fri night
===How to clear a database field===


NB Assuming the backups are at the default time of 2am then you must put "2"
Assuming that a particular database field may be blank (i.e. not required for data entry) then you may clear a field as follows.
for Monday night since it actually takes place on Tuesday at 2am.


Warning: There is nothing to stop you clearing a field that is mandatory and doing this may cause irrecoverable damage to the database.


=== Configuring email backup alerts ===
In the following example we wish to change all clients with market code “UAE to have market code blank.


F5
First, if you don’t want to clear all records, “select” the required records.


  ED DEFINITIONS BACKUP
  SELECT CLIENTS WITH MARKET_CODE “UAE”


You can change the email addresses and the Drive to backup.
After a period of time, depending on the number of records in the file, it should briefly state the number of records selected and then return to the command prompt.


WARNING: If no records have been selected then ALL records will be updated by the following command!


Any lines in the following overrides the above and affects all datasets in the current neosys installation. Useful to control many datasets.
CLEARFIELD CLIENTS MARKET_CODE


ED DOS BACKUP.CFG
===How to set a database field===


Any any lines in the following overrides the above and affects all datasets in parallel neosys installations in the same folder. Useful to control many installations.
In the following example we change all the clients where the market code is blank (has not been entered) to become “UAE”.


ED DOS ..\..\BACKUP.CFG
Warning: You can set the market code to a market code that does not exist. This will cause various problems in the operation of the system but is probably not irrecoverable.


What each line does is as follows:
First, if you don’t want to set all records, “select” the required records.


  *backup params
  SELECT CLIENTS WITH MARKET_CODE “”
*1=date last attempted
**2= not used ... was workstation for backup (blank defaults to server)
*3=min time of day for backup to start (defaults to 02:00)
*4=max time of day for backup to start (defaults to 02:05)
*5=days to do backup 1234567 1=sun NIGHT!!! EG 2AM
*2/3/4/5 could be multivalued in parallel (to be programmed)
*6=tech support email addresse(s) separated by ';'
*7=backup disk letter
*8=mv list of datasets NOT to backup (press ctrl+E)
*9=1 disable both backup and shutdown completely
*10=email addresses to send backup.zip to OR replacement for 6 if 6 missing
*backups@neosys.com is excluded in NET from backup.zip recipients
*11=1=suppress backup but do shutdown (testdata)


==== Excluding TEST, historical or other databases from backing up every night ====
After a period of time, depending on the number of records in the file, it should briefly state the number of records selected and then return to the command prompt.
Database backup is automatically skipped if the last four characters of the database code are TEST or the word TESTING or TRAINING is found in the database name or if the database code is found in the list of database codes (ctrl+e) not to be backed up in line 8 of BACKUP.CFG or if line 11 is set to 1.


==== Backing up multiple databases on one installation ====
WARNING: If no records have been selected then ALL records will be updated by the following command!
There is no way to backup multiple databases on the same night but you can arrange for one database to be backed up on days 1357 and another on days 246. Three databases could be backed up every third day eg the first database on days 147, the second on 25 and the third on days 36.
 
CLEARFIELD CLIENTS MARKET_CODE/UAE
Assuming backups are done at 2am then the day 1 backup is done at 2am on Monday night and therefore is the backup of work done on '''Sunday'''. If the working week starts on Sunday then the above numbers should be reduced by 1. If on Saturday then by 2. Reducing day 1 by 2 days makes it day 6. The reason is that backup over the weekend is less important and therefore the extra backup for the first database should be aligned on a less important day of the week.
 
=== Configuring automated emails in NEOSYS ===
 
Login to NEOSYS Maintenance
 
Press F5


ED DOS SMTP.CFG
==Backup to other media (i.e. not to USB)==


and press enter (F9/Esc to save and exit)
[[Backup and Restore#Backup to other media (i.e. not to USB)|Backup to other media]]


Lines are fixed (only first two lines are required)
==Reordering databases in maintenance mode==


#sender email (must be acceptable to the smtp host name following)
#Open NEOSYS in maintenance mode
#smtp host name (domain name or ip number)
#General > Backup & data management > Reorder databases
#smtp port number (blank for 25)
#Press the Enter key to select/deselect the databases in the required order.
#smtp timeout in seconds (blank for 60?)
#Press F9 once and confirm that the databases are in the required order, if not go back to Step 3.
#smto use ssl (1=yes, blank for no) ssl is secure connection
#Press F9 again and select Yes to save the reordered list.
#smtp authorization type ()
#smtp user
#smtp pass


=== Copying a single record from one database to another ===
==Copying a single record from one database to another==
   
   
You need to know the file name and record key of the record to be copied.
You need to know the file name and record key of the record to be copied.
Line 140: Line 117:
  F5
  F5
  COPY DOS C:\AGP.DAT (ON) TO: (DEFINITIONS AGENCY.PARAMS)
  COPY DOS C:\AGP.DAT (ON) TO: (DEFINITIONS AGENCY.PARAMS)
 
The (O) option is required to force overwrite of the existing  
The (O) option is required to force overwrite of the existing  
   
   
The (N) option means only copy if the target already exists. It is advisable to use it when you know that the target already exists to avoid misspellings in the command. It must be omitted if the target doesnt exist.
The (N) option means only copy if the target already exists. It is advisable to use it when you know that the target already exists to avoid misspellings in the command. It must be omitted if the target doesnt exist.


== NEOSYS Authorisation File ==
==Allowing users temporary login as NEOSYS in maintenance mode==
#Get them to login with any name even NEOSYS
#Get them to enter "?" for the pass without the quotes
#NEOSYS will give them a lock like "NEOSYS 123456" which they must give you. You should not log out until the next step is completed
#Follow the NEOSYS lock/key procedure using the full contents of the lock including the user name
 
(to allow access EXCEPT access to authorisation screen use a special number (not documented here) as the last number of the initial command)
 
#Give them the key and get them to enter and proceed
 
==Configuring upload of photoshop "cs2" jpg files==
 
Photoshop version "cs2" produces jpg files that cannot be viewed in Internet Explorer.


=== Preventing users from assigning their own passwords ===
A solution is to rename the files extension from .jpg to .psjpg before uploading.
The task AUTHORISATION INVENT OWN PASSWORDS should always have the lock NEOSYS to prevent users from creating their own passwords. Most users create unsafe passwords given the choice.
People nearly always ask to give their own passwords but you should tell them that NEOSYS always assigns random passwords for security reasons. It is not worth arguing and discussing the point with most people since they don't usually grasp the importance and soon learn their NEOSYS password anyway.
NEOSYS support staff who login as NEOSYS are still authorised to create their own passwords but it is better not to leak this information to clients immediately since people will grasp on to it and be disappointed or even offended that you are not granting this privilege to them.
Unfortunately there is no general way for people to change their own passwords at the moment. Only the few people who have access to the Support Menu and Authorisation File can do it. Changing your own passwords should be on the NEOSYS Help menu so everybody can do it.


== Configuring payment instruction text ==
"psjpg" files are an invention of NEOSYS and IIS must be configured to handle .psjpg files as follows:


NEOSYS picks up the first available payment instructions from the following locations and ignores any instructions in the later files.
Windows Server 2003 (doesnt work on XP)


#Client file
#Computer Management, Internet Information Server, Properties
#Currency file
#Click MIME Types
#Company file
#Click New
#AGENCY.PARAMS field 38
#Extension: psjpg
#MIME Type: application/photoshop
#Click OK,OK,OK
#Restart IIS (Right click, All Tasks, Restart)


If, following the normal rules, the payment instructions are "NONE" then the instructions are blank.
==Configuring next Media Booking Order No.==


There is a manually edited flag in the company file on one NEOSYS client (cannot remember which) which makes the company file payment instructions take precedence over any currency file payment instructions. This may be added to the Client File u/i as "For all currencies"
It is not possible to edit the next booking order number, as done with other document sequences, within the Invoice Number screen.


The usual way of configuring payment instructions is to put it in the Company file under Finance. However this does not allow for different payment instructions per currency. If you put the payment instructions in the currency file however, then these instructions apply to all companies unless you edit the manual flag in the company record to say that the company file instructions take precedence over. There is no way at the moment in NEOSYS to have different instructions per company AND per currency.
The CURRENT booking order number is defined in the below definitions record.


Tip: Since the rules of getting payment instructions are not simple, if you are *changing* payment instructions, locate where the old instructions are and simply change them without worrying about the rules.
EXO_DATA=<dbcode> edir definitions BOOKING_ORDERS.SK

Latest revision as of 08:20, 20 May 2022

System Configuration File

See System Configuration File

Clearing files in database

This is to be done if you want to clean an old database or clean a training database so that a client can enter fresh data.

These commands DO NOT reset the data to "factory settings" so for new installations you need to download a fresh BACKUP.ZIP file from the NEOSYS website.

  • Clear transactions F5 - CLEAROP (only clears transactions not reference files)
  • Clear all F5 - CLEARALL (rather nasty command because it clears all reference files as well)
  • Clear finance transactions F5 - CLEARACC

REINDEXALL SHOULD be done after CLEAROP or CLEARACC in order to reduce the size of the index files to reflect the reduction in size of data, by rebuilding them from scratch, since index files don't reduce in size automatically when the data is cleared or reduced.

Clearing selected files in database

This can be done if you want to reimport selected files.

WARNING This procedure must not be used if there are any transaction in the system that might use the files being cleared.

WARNING Clearing individual files is error prone because other files might refer to the records you are clearing (referential integrity is not applied so dangling references may be created). For example, clearing suppliers without clearing vehicles in advance results in vehicles which have supplier codes that do not exist. Even if you reimport the suppliers, some supplier codes in the vehicles file may not be reimported leaving vehicles with problems.

WARNING The opportunity to create problems that have no solution and that may only surface when the system is in operation is endless unless you think through the implications very very very carefully.

  • Flush Index F5 FLUSH.INDEX (this command MUST be performed immediately after any data clearing, because CLEARFILE does not clear the related indexes immediately and it will be done later on access, causing random stopping later on)
  • Clear suppliers F5 CLEARFILE SUPPLIERS
  • Clear vehicles F5 CLEARFILE VEHICLES

If a particular field needs to be cleared from a file then get the exact field name defined in the file.

To list the various fields in a file F5 LD CLIENTS (for Client and Brand file)

  • Clear Payment Instruction from Client and Brand file F5 CLEARFIELD CLIENTS PAYMENT_INSTRUCTIONS (only clears the payment instruction defined in all the Client & Brand file)
  • Clear Agency fee % from Client & Brand file F5 CLEARFIELD CLIENTS FEE (only clears the agency fee defined for all Client & Brand flies)

Mass updating database without data entry

Warning: It is advisable that you take the approval of NEOSYS DBA or programmers before doing any of the following procedures. There is no protection whatsoever from damaging the database if you do not appreciate all the implications of any particular update. Common sense and caution must be used. If you damage a database then it may be, or with operation become, irretrievably damaged and require reconstruction from a backup causing possibly extreme finance damages to the owner of the data and consequences for yourself. You have been warned.

There are many commands in maintenance mode that allow you to amend the database directly and without any record and without any ability to reverse changes.

Normally, no record of the changes is made. All changes will appear to have been done by the last user at the time and date of the last normal user interface amendments.

Available fields to clear or set

  1. Client & Brand File: CLIENTS MARKET_CODE
  2. Client & Brand File: BRANDS MARKET_CODE

How to clear a database field

Assuming that a particular database field may be blank (i.e. not required for data entry) then you may clear a field as follows.

Warning: There is nothing to stop you clearing a field that is mandatory and doing this may cause irrecoverable damage to the database.

In the following example we wish to change all clients with market code “UAE to have market code blank.

First, if you don’t want to clear all records, “select” the required records.

SELECT CLIENTS WITH MARKET_CODE “UAE”

After a period of time, depending on the number of records in the file, it should briefly state the number of records selected and then return to the command prompt.

WARNING: If no records have been selected then ALL records will be updated by the following command!

CLEARFIELD CLIENTS MARKET_CODE

How to set a database field

In the following example we change all the clients where the market code is blank (has not been entered) to become “UAE”.

Warning: You can set the market code to a market code that does not exist. This will cause various problems in the operation of the system but is probably not irrecoverable.

First, if you don’t want to set all records, “select” the required records.

SELECT CLIENTS WITH MARKET_CODE “”

After a period of time, depending on the number of records in the file, it should briefly state the number of records selected and then return to the command prompt.

WARNING: If no records have been selected then ALL records will be updated by the following command!

CLEARFIELD CLIENTS MARKET_CODE/UAE

Backup to other media (i.e. not to USB)

Backup to other media

Reordering databases in maintenance mode

  1. Open NEOSYS in maintenance mode
  2. General > Backup & data management > Reorder databases
  3. Press the Enter key to select/deselect the databases in the required order.
  4. Press F9 once and confirm that the databases are in the required order, if not go back to Step 3.
  5. Press F9 again and select Yes to save the reordered list.

Copying a single record from one database to another

You need to know the file name and record key of the record to be copied.

In this case the file is DEFINITIONS and the key is AGENCY.PARAMS

You can invent any old style 8.3 filename instead of C:\AGP.DAT in the following example

On the source computer:

F5
COPY DEFINITIONS AGENCY.PARAMS TO: (DOS C:\AGP.DAT)

On the target computer:

F5
COPY DOS C:\AGP.DAT (ON) TO: (DEFINITIONS AGENCY.PARAMS)

The (O) option is required to force overwrite of the existing

The (N) option means only copy if the target already exists. It is advisable to use it when you know that the target already exists to avoid misspellings in the command. It must be omitted if the target doesnt exist.

Allowing users temporary login as NEOSYS in maintenance mode

  1. Get them to login with any name even NEOSYS
  2. Get them to enter "?" for the pass without the quotes
  3. NEOSYS will give them a lock like "NEOSYS 123456" which they must give you. You should not log out until the next step is completed
  4. Follow the NEOSYS lock/key procedure using the full contents of the lock including the user name

(to allow access EXCEPT access to authorisation screen use a special number (not documented here) as the last number of the initial command)

  1. Give them the key and get them to enter and proceed

Configuring upload of photoshop "cs2" jpg files

Photoshop version "cs2" produces jpg files that cannot be viewed in Internet Explorer.

A solution is to rename the files extension from .jpg to .psjpg before uploading.

"psjpg" files are an invention of NEOSYS and IIS must be configured to handle .psjpg files as follows:

Windows Server 2003 (doesnt work on XP)

  1. Computer Management, Internet Information Server, Properties
  2. Click MIME Types
  3. Click New
  4. Extension: psjpg
  5. MIME Type: application/photoshop
  6. Click OK,OK,OK
  7. Restart IIS (Right click, All Tasks, Restart)

Configuring next Media Booking Order No.

It is not possible to edit the next booking order number, as done with other document sequences, within the Invoice Number screen.

The CURRENT booking order number is defined in the below definitions record.

EXO_DATA=<dbcode> edir definitions BOOKING_ORDERS.SK