Configuring NEOSYS Generally: Difference between revisions

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


=== Configuring Client Security mark ===
See [http://userwiki.neosys.com/index.php/System_Configuration_File System Configuration File]
All client installations are hardcoded with the name of the NEOSYS client allowed to use the software. This client mark is generated by the programmer and given to Technical Staff during installation and is a mandatory feature and cannot be removed. This Client security mark is printed on all documents generated out of NEOSYS and appears as below:


[[Image:clientsecuritymark.jpg]]
==Clearing files in database==


This can be changed incase the client's legal name changes.  
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.


The client security mark is configured by editing:
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.


ED DEFINITIONS AGENCY.PARAMS
*Clear transactions F5 - CLEAROP (only clears transactions not reference files)
Line 1
 
This client mark can be displayed as an email hyperlink for all the reports generated (such as Media Diary, List of Ads Pending Booking, List of Invoices etc.) and this hyperlink can be configured by editing:
 
ED DOS SYSTEM.CFG
Line 10
 
=== Configuring fonts and colors for all users ===
 
Current latest version of NEOSYS software allows choice of font for all columnar reports and documents produced by NEOSYS.
 
The default for all NEOSYS reports and documents unless you follow this procedure is a dark and light buff yellow.
 
ED DEFINITIONS SYSTEM
 
line 46 then press Ctrl+E to edit multivalues (sublines)
 
mv 1: color for table column heading rows
 
mv 2: color for table body rows
 
mv 3: font
 
Press F9 to save, then Esc to get out of editing multivalues
 
Users can override the above the colors and fonts in their user details after login.
 
=== Changing the signatory ===
 
In Maintenance mode, press F5 and the following command:


ED DEFINITIONS AGENCY.PARAMS
*Clear all F5 - CLEARALL (rather nasty command because it clears all reference files as well)


<i>Be careful not to insert lines except at the end. Moving other lines down will totally screw NEOSYS!</i>
*Clear finance transactions F5 - CLEARACC


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:
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.


&lt;br&gt;&lt;br&gt;&lt;br&gt;Name of General Manager&lt;br&gt;General  Manager&lt;br&gt;
==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.


=== Clearing files in database (done when you want to clean an old database) ===
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.


This is to be done incase you want to clean an old database or clean a training database so that a client can enter fresh data. These commands DO NOT clear down the whole database and hence for new installations you need to download a fresh BACKUP.ZIP file from the NEOSYS website.
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.


Clear data F5 CLEAROP (only clears transactions not reference files)
*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 suppliers F5 CLEARFILE SUPPLIERS


Clear Vehicles F5 CLEARFILE VEHICLES
*Clear vehicles F5 CLEARFILE VEHICLES


Flush Index F5 FLUSH.INDEX
If a particular field needs to be cleared from a file then get the exact field name defined in the file.


Clear all F5 CLEARALL (rather nasty command because clears all reference files as well)
To list the various fields in a file  F5 LD CLIENTS  (for Client and Brand file)


=== Configuring which days the backup will be done on ===
*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)


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


ED DEFINITIONS BACKUP
==Mass updating database without data entry==


Line 5 should a list of digits indicating desired days of week 1-7 where 1 is Monday
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.


e.g. 23456 to backup on Mon-Fri night
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.


NB Assuming the backups are at the default time of 2am then you must put "2"
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.
for Monday night since it actually takes place on Tuesday at 2am.


===Available fields to clear or set===


=== Configuring email backup alerts ===
#Client & Brand File: CLIENTS MARKET_CODE
#Client & Brand File: BRANDS MARKET_CODE


F5
===How to clear a database field===


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


You can change the email addresses and the Drive to backup.
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.


Any lines in the following overrides the above and affects all datasets in the current neosys installation. Useful to control many datasets.
First, if you don’t want to clear all records, “select” the required records.


  ED DOS BACKUP.CFG
  SELECT CLIENTS WITH MARKET_CODE “UAE”


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.
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.


ED DOS ..\..\BACKUP.CFG
WARNING: If no records have been selected then ALL records will be updated by the following command!


What each line does is as follows:
CLEARFIELD CLIENTS MARKET_CODE


*backup params
===How to set a database field===
*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 ====
In the following example we change all the clients where the market code is blank (has not been entered) to become “UAE”.
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: 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.
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.


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


==== Backing up the Images folder ====
SELECT CLIENTS WITH MARKET_CODE “”


The Images folder under the NEOSYS installation is used to upload images/artworks/files from the Job File section and hence needs to be backed up. NEOSYS will automatically backup this Images folder to the USB drive or other location (specified for the usual data backup) once a week. To configure this backup, RSYNC needs to be installed. Incase of old installations, please follow the Cygwin re-installation procedure at [[Setting_up_and_using_remote_support#Upgrading_SSHD_.2F_Cygwin]].  
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.


Incase we need to configure the Images folder backup at another location other than the usual daily backup location than we need to edit:
WARNING: If no records have been selected then ALL records will be updated by the following command!
 
ED DEFINITIONS BACKUP
   
   
  line 12 - and specify the Drive of the location to be backed up to. eg. E or F
  CLEARFIELD CLIENTS MARKET_CODE/UAE


=== Configuring automated emails in NEOSYS ===
==Backup to other media (i.e. not to USB)==


Login to NEOSYS Maintenance
[[Backup and Restore#Backup to other media (i.e. not to USB)|Backup to other media]]


Press F5
==Reordering databases in maintenance mode==


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


and press enter (F9/Esc to save and exit)
==Copying a single record from one database to another==
 
Any lines in the following overrides the above and affects all datasets in the current neosys installation. Useful to control many datasets.
 
ED DOS SMTP.CFG
 
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. Available in NEOSYS versions dated 24/4/2007 onwards.
 
ED DOS ..\..\SMTP.CFG
 
Lines are fixed (only first two lines are required)
 
#sender email (must be acceptable to the smtp host name following)
#smtp host name (domain name or ip number)
#smtp port number (blank for 25)
#smtp timeout in seconds (blank for 60?)
#smto use ssl (1=yes, blank for no) ssl is secure connection
#smtp authorization type ()
#smtp user
#smtp pass
 
Typical configuration
 
in DOS SMTP.CFG
 
clientname@neosys.com
mailout.neosys.com
2500
 
Note that neosys mail server will accept email from anywhere as long as the sender email is @neosys.com
 
=== 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 191: 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==
 
=== Preventing users from assigning their own passwords ===
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.
 
== Allowing users temporary login as NEOSYS in maintenance mode ==
   
   
#Get them to login with any name even NEOSYS
#Get them to login with any name even NEOSYS
#Get the to enter "?" for the pass without the quotes
#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
#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
#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 132456 as the last number of the initial command)
#Give them the key and get them to enter and proceed


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


The Support Menu in NEOSYS enables users to access the following:
#Give them the key and get them to enter and proceed


# List of Database processes
==Configuring upload of photoshop "cs2" jpg files==
# List of Documents in use
# Stop/Restart NEOSYS service
# Backup
# Log
# Authorisation file
 
This menu is locked with the task SUPPORT MENU ACCESS and has the LS key. To give any user/I.T. administrator access to this menu, you have to give him the LS key.
 
== Configuring payment instruction text ==
 
NEOSYS picks up the first available payment instructions from the following locations and ignores any instructions in the later files.
 
#Client file
#Currency file
#Company file
#Configuration File
 
If, following the normal rules, the payment instructions are "NONE" then the instructions are blank.
 
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"
 
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.
 
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.
 
== Configuring upload of photoshop "cs2" jpg files ==


Photoshop version "cs2" produces jpg files that cannot be viewed in Internet Explorer.
Photoshop version "cs2" produces jpg files that cannot be viewed in Internet Explorer.
Line 264: Line 150:
#Click OK,OK,OK
#Click OK,OK,OK
#Restart IIS (Right click, All Tasks, Restart)
#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

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