Please return this completed document to your Proposal Software Client Services Representative or [email protected].

Indexer Installation Guide Overview The PMAPS® WebPro Indexer (“Indexer”) is an integral part of the installation process for the full functionality of the PMAPS® WebPro application. The Indexer must be installed on at least one client controlled server which meets the required specifications. Once installed, the Indexer, running as a standard MS Windows service, serves several roles.

Searching Outside the WebPro Database The main role of the Indexer is to synchronize non-PMAPS Q&A content from a local environment to the WebPro “Cloud” via secure Web Services (SOAP, SSL Port: 433). This allows clients to point to any folder(s) where the Indexer has permission, indexes and uploads the following file types: doc, docx, xls, xlsx, ppt, pptx, and html and pdf. This role could be used to upload a folder called :\Marketing\Presentations with hundreds of PowerPoint documents that can be searched and used to create pitch books for final presentations. (See the “PMAPS WebPro Administrator Manual” for more details on using the Indexer).

Unattended Verification The Indexer launches and runs the scheduled verifications that are setup by a PMAPS Administrator within the application.

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Upload Reviewed Documents The Indexer bulk uploads reviewed Word documents from your local environment to the WebPro Smart Cart “Inbox”. There are two workflows available, one using POP3 and the other using a shared drive. 1. For Clients Allowing POP3 Connection: Hosted Clients: By default, the default POP3 email account is created and controlled on our mail server. You will need to allow your proxy or firewall settings to access this IP address: 216.205.107.12. If you would rather use your own POP3 email account we will need the following information to setup: POP3 Server name, POP3 Username, POP3 Password, POP3 Port. 2. Using Shared Drive: Users send, via their email, reviewed documents to the PMAPS Administrator who places them in a folder on a shared drive where the Indexer has access. More details for using the Shared Drive method: http://www.proposalsoftware.com/PMAPSWebPro/Documentation/PMAPS%20WebPro %20Indexer%20POP3%20Email%20Alternative.pdf

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Primary Indexer Requirements The Indexer minimum requirements are Windows XP/2003 Server/2008 Server. Vista and Windows 7 are not currently supported.

Please provide the following information for the person responsible for completing this installation: Responsible IT Contact Name Date Completed:

Ref P1 P2 P3 P4 P5 P6 P7 P8 P9 P10 P11 P12 P13 P14 P15

P16

Requirement

Details

Windows XP or Windows 2003/2008 Server Computer Name Computer Domain Name Computer IP Address All Service Packs Installed Processor Type Microsoft .NET 2.0 and 3.5 Framework Installed .Net 2.0 Service Packs Installed (minimum SP2) .Net 3.5 Service Packs Installed (minimum SP1) All windows high priority updates installed using Windows update Internet Explorer 7.0 (or higher) Access to all directories (and websites) that are going to be indexed. Ability to connect to Web Server Adobe Reader Version 8.0 or higher Microsoft Office (must have the highest used Office version (in your organization) installed with all office applications and service packs for office installed. The minimum requirement for WebPro is Office 2003.) All office services packs to date

PMAPS WebPro Indexer Installation Guide and Checklist Rev: 1/08/2011

OS Computer Name Domain Name IP Address Service Pack Number 32 or 64 bit Confirmed

Value

Yes

Service Pack Number Service Pack Number Verified Date IE Version Confirmed Confirmed Version of Reader Version of Microsoft Office

Service Pack Number

3

Yes Yes

Verified By

Ref

Requirement

P17

Contact Person for Indexer. This person should have permissions to add/remove/start/stop services on the Indexer Computer. They will be contacted for installation and troubleshooting of the indexer. Domain account and password that the indexer will run under. This service account must have sufficient access to the Indexer machine. It must be able to logon to the desktop. The account must be able to run Office. The account must have access to all shares to be indexed. The account may need to be added to the local “Distributed COM User” group or the local “Administrators” group. If installed on a local PC use your login account/password for this information. UNC Path's for any folders that you wish to setup for initial indexing Firewall settings: All communication from PMAPS WebPro is using port 443. If using POP3 solution also make sure to allow access to this IP address as this is the email POP 3 on our server: 216.205.107.12:110. WebPro Account Name for Indexer to Run.

P18

P19 P20

P21

P22

WebPro Password for user name from P21. For hosted customers please make sure you have received this information from Proposal Software.

P23

Proxy Settings: Do you require a proxy setting to access the Internet? If yes, type the hard coded proxy in this field.

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Value

Name

Domain/Service Account and Password to run this Windows Service

Account: Password:

Path List (optional) Port 443

Configured

This WebPro user account name will be used for the WebPro Indexer service to run. This WebPro user account password will be encrypted in both SQL (using “Hash” and during any Web Services. Require specific proxy settings to access Internet

WebPro_Indexer

Verified By

PMAPS® WebPro Indexer Installation Instructions If you are upgrading to a new version of the Indexer follow steps 1-5 below, if it is a new install go to the Installation Instructions. 1. Stop the current Indexer in the Services.msc. 2. Go to your Windows Start menu and then go to Control Panel. 3. Double click on Add or Remove programs. 4. Locate the PMAPS Indexer application. 5. Click to Highlight it and then uninstall the Indexer.

Installation Instructions 1. Depending on which operating system you are running, download and run the correct version of the PDF iFilter. This small file allows WebPro to index PDF files. Windows 32 bit Systems www.proposalsoftware.com/webprosoftware/ifilter60.exe Windows 64 bit Systems www.proposalsoftware.com/webprosoftware/pdfifilter64installer.zip 2. Test the connection to your WebPro by pasting the following link into your IE browser on the computer where you will be installing the WebPro Indexer. For Hosted clients: Replace {clientname} with the appropriate client name. https://www.login.pmapswebpro.com/{clientname}/DataServices/IndexedData.asmx For Installed clients: Replace {websiteofWebProServer} with the appropriate web site. https://{websiteofWebProServer}/DataServices/IndexedData.asmx If the following screen appears, it means you were successfully able to communicate with the PMAPS WebPro application from the Indexing computer.

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3. Run the appropriate .msi file sent to you by Proposal Software (if you do not have the Indexer msi file, please contact your Proposal Software Representative). 4. By default, the Indexer is installed under c:/program files/proposal software/PMAPS WebPro Indexer Server {version number}. The following screenshot is from version .75.

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5. Double click the Config file which will open the following window: (If the ‘Save’ button is disabled make sure to Run as ‘Administrator’).

Field Description and Values: a. Base URL (Data Services): Type the full URL of your WebPro site making sure to end the line with a forward slash “/” b. Proxy: By default PMAPS WebPro Indexer is proxy aware but if you receive errors once running the Indexer see the troubleshooting section. c. User: This needs to be a PMAPS WebPro user. We recommend WebPro_Indexer (this WebPro user should already be added as a user to your WebPro application). (Ref: P21). If Proposal Software is hosting your application, please contact us for your User and Password: (encrypted) fields and use that information for the User and Password fields. Once received, paste the exact information into these fields and skip step “D” below as the password is already encrypted from Proposal Software.

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d. Password (encrypted): (Ref: P22) Double click the Encrypt file in the Index folder and type in the WebPro user account password in the field and click Encrypt.

Copy the encrypted password and paste it into the Password field in the WebPro Indexer Settings window. e. Indexer ID: Add a unique ID that describes the computer. Example: The computer you install this is named E521. (Ref: P2) f. POP3 Queue: Select a folder on the computer where the Indexer can store temporary files. This folder must allow read and write permissions to the service account the Indexer will be running under (Ref: P18). The Indexer uses this folder only for temporary files needed during the process of uploading reviewed documents to the WebPro Inbox. g. Primary: Change this field to True if this is the ‘Primary’ Indexer. The Primary Indexer runs the Verification scheduler and updates the SmartCart Inbox by accessing the POP3 account. h. Log Detail: Keep this value to the default as False. This field logs additional details in the PMAPS WebPro Status and Errors tab. i.

Is Data Bridge: Change this field to True if this is the ‘Primary’ Indexer to run the Data Bridge module.

j.

Is Sales Doc Builder: Change this field to True if this is the ‘Primary’ Indexer for the Mobile phone module.

You can install the Indexer on multiple computers but make sure to give each its own unique Indexer ID. Only one computer can act as ‘Primary’, ‘Is Data Bridge’ and ‘Is Sales Doc Builder’.

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6. Run the ‘Debug’ file from the root folder which runs the Indexer in a debug mode and note any errors. The errors also get logged in the Windows Event viewer Application window. (See later in documentation on accessing this log). If there are no errors you can close the Debug window and proceed to the next step in setting up the Indexer using the Windows Services. If errors are reported see Troubleshooting later in the documentation for resolutions. 7. Log out of the Server and log back in using the Service Account created to run the Indexer (Ref: P18). 8. Open MS Word to update the necessary files on that server for that service account. 9. Go to your Windows Start menu and to the Run command and type: services.msc This opens your Windows Services. 10. Find the PMAPS WebPro Indexing Service. Right mouse click and go to Properties. Click the Log On tab and run this service under the Windows domain account PMAPS_WebPro (Ref: P18) and add the password then click Apply and Ok. 11. ‘Start’ the service. Once the indexer is started it will run automatically every 5 minutes. 12. Figure out which folder you would like to have content accessible for the WebPro (including sub folders, if desired Ref: P19). Example: \\server1\proposal software\marketing\ Make sure this account (Ref: P18) has appropriate access to these folders. The following steps require access to the WebPro application 13. Log in to your WebPro website. 14. Go to the Admin tab and select the Indexed Directories tab then click the ‘Add New Directory’ button. 15. In the first field, UNC Directory, simply place the location of the folder on your server which you would like to be indexed. Example: \\server1\proposal software\marketing (Ref: P2). You must use a UNC path, not a mapped folder. 16. Make sure to check Store Files on Web Server to allow those files to be uploaded into the “Cloud” which is the PMAPS WebPro server. 17. You will need to select the Indexer attribute (first attribute which is highlighted in Yellow). The Unique name you listed in the config settings when installing the Indexer should show in this drop down. Select it. If the field is empty, please see troubleshooting later in this document. 18. Complete any other Attributes deemed appropriate. PMAPS WebPro Indexer Installation Guide and Checklist Rev: 1/08/2011

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19. Click the Save button. 20. Click the Security tab next and go down to the last box labeled Directory. 21. Highlight the file location you just created and then click the Edit Directory text above that box. 22. Click the Add button (although it looks disabled you can click it) and then find the group(s) or individuals that you want to have access to that file location. Check the box and click Add. 23. Make sure to select the Group(s) or individuals then click the Full under document rights then Save.

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Indexer Troubleshooting Tips 1. Some combinations of Office and Windows have problems running Office as a service, which is needed to parse documents. If you get errors with the office automation, follow these steps. a. Open up the Microsoft Management Console (Run
mmc) b. Add the Snapin for Component Services if you do not already have a shortcut.

c. Drill down to DCOM Config as shown elow d. Open the properties for Microsoft Office or Microsoft Office Document as shown below

and go to the Security tab. Check Customize for all three and give the user that is running the service local control of all three iems.

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If this still does not work, try making the user a member of the local administrators group. 2. If you still get errors you may need to login to the computer interactively as the account that is running the service. It is highly recommended that you use a domain account for this. Using the Local System account, you will not be able to log in. Once logged in open up word. If it prompts you for anything click OK to get past the prompts. Now close word and reopen it. If you get no prompts then try restarting the service. The problem is that the first time any user opens word on a machine it brings up the prompts and won’t respond until you click OK. 3. Try adding the account that the Service is running under into the Distributed COM group. The machine may also need to be added to that group.

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4.

If you receive the following error message:

Check the Config file from the location where you installed the Indexer and make sure you have the correct fields completed including the Indexer User (which must be a named user in WebPro) along with the Indexer Password which is encrypted per the instructions for installing the WebPro. Also make sure the DataServices value is typed in correctly.

If you are getting a Proxy Error or 407 Error: a. Start by typing ‘IE’ in the Proxy field which will try to use your local IE proxy detection settings and clicking Save. Run the Indexer. If that does not work go to the next step. b. Type in your hard coded proxy in the Proxy field. The format should be: http://proxyname.com:portnumber. Try to repeat the command that caused the error. If the error reported is an authentication or credentialing error change the Proxy Default Credentials field to “True”. PMAPS WebPro Indexer Installation Guide and Checklist Rev: 1/08/2011

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