Reform Archive

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Reform Archive is a powerful document repository that can store common document types. It comes with features that make it easy to adapt to any type of business, and will integrate with other Reform technologies in order to store and retrieve documents. A primary goal of Reform Archive is to "webify" an existing folder structure. In addition to web access, it will OCR and index existing documents, while leaving them unaltered in their current folders.

Software & Hardware Requirements

For system requirements, see Reform Software and Hardware Requirements.

Installation

From the downloads section, download and run the Reform Archive installation file, then proceed through the installation process.

Mstsc 2018-08-08 11-33-50.png

After the installation has finished, the Reform Archive web page will open automatically and you can begin using it. To change settings on the Reform Archive web page, the account you are visiting the page from must be an Administrator Account

Pictogram voting info.svg.png  Note: It is highly recommended that the computer you are installing Reform Archive onto is joined to a Windows Domain/Active Directory, as this will allow for easier security configurations and user management.

Administrator Account

In order to create folders, change permissions, or create Document Types, your account must be a member of the "Administrators" group on the computer/domain from which the Reform Archive is installed and running on.

Pictogram voting info.svg.png  Note: If you are able to see the Settings section at the top of the Reform Archive web page, this means you are part of the Administrators group.
Example: In the picture below, two local accounts named "Administrator" and "TestUser1" are in the Administrators group, along with the group "Domain Admins".
2018-08-08 11-56-29.png

Uploading Documents

Video tutorial - Adding Documents

To upload a document, first open a web browser and navigate to the Reform Archive web page (https://<reform server address>/Archive/).

  1. Use the navigation bar on the left side of the web page to browse for the folder where you want to upload the document to.
  2. There is a section on the web page with a cloud icon Dropzone.png where files can be uploaded from. You can either drag and drop a file onto this section, or click the cloud icon and browse for the file to upload.
    2018-08-08 13-12-40.png
  3. 15px-Yes check.svg.pngDone. Your file has been uploaded and is now viewable from the Reform Archive web page.

Sharing Documents

Sharing documents is a good way to allow other people to view and edit a document without having to log into to the Reform Archive website. For example, you can paste this location into an email so that the recipient can simply click on the link to view the document.

To share a document:

  • Right click on the file name (or click the menu 2018-08-08 13-55-21.png icon), then click 2018-08-08 14-01-06.png Share.
    2018-08-08 13-58-21.png
  • You can share either the URL or UNC path with the recipient
    ArchiveShareFeatures.PNG
    • URL: this link can be used in a web browser and is read-only.
    • UNC: this path can be used in Windows. If the recipient has the correct permissions on the folder where the file resides, then they will have the ability to modify the file (change/rename/delete).

Document Types

Video - Creating and using document types

A Document Type is a name which can be associated to a group of index fields that are applied to an uploaded document. For example, a Document Type might be named Invoice, and the index fields associated with it might be InvoiceNumber and CustomerName.

Example:
  • Document Type Name: Invoice
    • (Field) InvoiceNumber: contains the invoice number
    • (Field) CustomerName: contains the name of the customer

Every document which contains a Document Type can be searched using the field value. For example, an uploaded document named Invoice_2018-06-20.PDF might have the field InvoiceNumber with a value of 1270. Searching for "1270" in Reform Archive will show that file as a result.


Create a new document type

  • Click on Document Types near the top of the web page.
    2018-08-08 14-45-30.png
  • Click on Create a new document type.
  • Enter a Name and Description for the new Document Type
  • Click Save.
  • Click on the wrench icon Chrome 2018-08-08 14-49-22.png (Modify) to the right of the new Document Type.
  • Select Add a new field to add an index field for which the document will be searchable on, then enter the appropriate information.
    • Name: This will be displayed in the Reform Archive, and is the primary identifier of the field. Example: CustomerID.
    • Description: This can be a phrase which describes the Document Type in more detail or makes it easier to understand.
    • Type: The type of data being stored in the index. This can be a number (numeric), a date, or text.
    • Format: Changes how the data is displayed on the page. Applies to Date and Numeric types. (see Format Codes for examples)
  • Click Save, then click Close.
  • 15px-Yes check.svg.pngDone. You have successfully created a new Document Type and have given it an index field.


Apply a Document Type to a folder

  • Right click on the folder from the navigation menu (on the left side of the page) and select Properties.
  • Click on the wrench icon Chrome 2018-08-08 14-49-22.png (Modify).
  • Select the Document Type from the drop down menu you want to add.
  • Click Save, then Close.
  • 15px-Yes check.svg.pngDone. The selected folder will now have the Document Type assigned to it.
Pictogram voting info.svg.png  When a Document Type is applied to a folder, each document in the folder can have an index value added to it (i.e. CustomerID, CustomerName, etc.). This can be done manually via the web page, or through one of the automated technologies (Reform VDP -> Reform Archive).


Add index value to a document (from web page)

  • Select on one of the files in the directory right click over the menu and select Properties. Select "modify" next to the index name it and fill in a value.
  • Select save and close.
  • 15px-Yes check.svg.pngDone. Documents which have a document type can now be searched by their fields' values from the upper right Search box.

Folder Permission

In each folder you need to add users and assign security rights, right click over the folder and select Permissions then "Add a new permission" and the Active Directory name of the user or Group to assign the permission to.

ArchiveAddPermissions.PNG

Relocating main storage Location

In some cases, you might want to change the storage location to another hard driver or another server. To change this location select Setting from the top of the Archive webpage. This will copy all the files to a new location.

ArchiveRelocateStorage.PNG

Moving the default storage location

These features allow the Archive solution to either start new from a new location or it can be pointed at an existing folder structure. You may already have shared folder that contains files that you would like to use this archive solution with. So by pointing at this existing location, all the files will become searchable and available on the archive website.

ArchiveStartOver.PNG

Moving the default storage location

The backup location will maintain a copy of the files and index information in another location.

ArchiveBackupLocation.PNG

Website Certificates

Video - Installing on IE

During the Reform Archive installation, a self-signed certificate is installed, this is usually secure enough for most processes. If you need to install a certificate from a signing authority you would follow the installation directions that come with the certificate and install directly on the IIS website.

Miscellaneous

Format Codes

Date
Format Example
(empty) 8/8/2018 15:07
d 8/8/2018
D Wednesday, August 8, 2018
f Wednesday, August 8, 2018 3:07 PM
F Wednesday, August 8, 2018 3:07:35 PM
g 8/8/2018 15:07
G 8/8/2018 15:07
M 8-Aug
O 2018-08-08T15:07:35.1370000
R Wed, 08 Aug 2018 15:07:35 GMT
s 2018-08-08T15:07:35
t 3:07 PM
T 3:07:35 PM
u 2018-08-08 15:07:35Z
U Wednesday, August 8, 2018 7:07:35 PM
Y Aug-18
yyyy 2018
yyyy-MM 2018-08
yyyy-MM-dd 8/8/2018
yyyy-MM-dd HH:mm:ss 8/8/2018 15:07
yyyy-MM-dd HH:mm 8/8/2018 15:07
yyyy-MM-dd h:mm:ss tt 8/8/2018 15:07
yyyy-MM-dd h:mm tt 8/8/2018 15:07
MM/yyyy Aug-18
MM/dd/yyyy 8/8/2018
MM/dd/yyyy HH:mm:ss 8/8/2018 15:07
MM/dd/yyyy HH:mm 8/8/2018 15:07
MM/dd/yyyy h:mm:ss tt 8/8/2018 15:07
MM/dd/yyyy h:mm tt 8/8/2018 15:07
MM/yyyy Aug-18
dd/MM/yyyy 8/8/2018
dd/MM/yyyy HH:mm:ss 8/8/2018 15:07
dd/MM/yyyy HH:mm 8/8/2018 15:07
dd/MM/yyyy h:mm:ss tt 8/8/2018 15:07
dd/MM/yyyy h:mm tt 8/8/2018 15:07
Numeric
Format Example (postive number) Example (negative number)
(empty) 12345.6789 -12345.6789
C $12,345.68 ($12,345.68)
C0 $12,346 ($12,346)
C1 $12,345.70 ($12,345.70)
C2 $12,345.68 ($12,345.68)
C3 $12,345.68 ($12,345.68)
C4 $12,345.68 ($12,345.68)
E 1.23E+04 -1.23E+04
E0 1.00E+04 -1.00E+04
E1 1.20E+04 -1.20E+04
E2 1.23E+04 -1.23E+04
E3 1.24E+04 -1.24E+04
E4 1.23E+04 -1.23E+04
F 12345.68 -12345.68
F0 12346 -12346
F1 12345.7 -12345.7
F2 12345.68 -12345.68
F3 12345.679 -12345.679
F4 12345.6789 -12345.6789
G 12345.6789 -12345.6789
G0 12345.6789 -12345.6789
G1 1.00E+04 -1.00E+04
G2 1.20E+04 -1.20E+04
G3 1.23E+04 -1.23E+04
G4 1.24E+04 -1.24E+04
N 12,345.68 -12,345.68
N0 12,346 -12,346
N1 12,345.70 -12,345.70
N2 12,345.68 -12,345.68
N3 12,345.68 -12,345.68
N4 12,345.68 -12,345.68
P 1234567.89% -1234567.89%
P0 1234568% -1234568%
P1 1234567.90% -1234567.90%
P2 1234567.89% -1234567.89%
P3 1234567.89% -1234567.89%
P4 1234567.89% -1234567.89%