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If you want to use the “server” version of WorkFlowSoft

The cloud version of WorkFlowSoft provides clients with an excellent data management service; access to data is available from any device with Internet connectivity. All data backup and storage procedures are delivered by the cloud provider (Amazon) without involving the client in the process. Furthermore, there is no need to purchase and maintain your own servers and data storage.

However, in cases where you are unable to use the cloud version for whatever reason, we suggest using the “server” version.

System requirements for installing WorkFlowSoft on your server

Software

To activate WorkFlowSoft, your server requires a non-proxy Internet connection.

You can create accounts for employees manually, or import a list of employees and the Org chart from your existing Active Directory (in which case your server must be part of a Windows domain).

To connect mobile applications to your WorkFlowSoft server, create a record in your DNS:

workflowsoft.YourDomainName TXT "URL=https://YourServerAddressWorkFlowSoft"

This is an example of such a record: workflowsoft.yourdomain.ru TXT "URL=https://task.yourdomain.com"

Also check that on the mobile device the WorkFlowSoft login page opens in the browser when you specify the address https://YourServerAddressWorkFlowSoft.

If your employees specify email addresses in process cards (for automatically starting processes from messages), the catch-all function must be configured on your mail server. This function should forward all messages to a specially created mailbox for tasks; for more details, see the Configuring task creation from mail section.

The following operating system configurations are possible:

  1. Microsoft Windows Server 2012 R2
  2. Microsoft Windows Server 2016
  3. Microsoft Windows Server 2008 R2 х64

PostgreSQL version 9.5.8 is supported as the database server.

Follow the link to see PostgreSQL requirements for Windows: https://www.postgresql.org/download/windows/—64-bit Windows Platforms 2012 R2 & R1, 2008 R2 under Platform support in the Interactive installer by EnterpriseDB section.

If the server with the database is located separately from the WorkFlowSoft server, PostgreSQL can be installed on a 32-bit server (minimum Windows 2008 R1).

Hardware

To configure Microsoft Windows Server 2012 R2 (or 2016), the hardware requirements for Microsoft Windows Server 2012 R2 (or 2016) and the server requirements for the PostgreSQL 9.5.8 database must be met.

For Microsoft Windows Server, you need to select the optimum amount of RAM experimentally, since Microsoft Corporation writes the following: “It is impossible to give universal recommendations on system requirements. Perform a test deployment to determine the system requirements for the scenario in question.”

For PostgreSQL, there are no specific recommendations as to hardware requirements; according to our tests, the minimum RAM is 1 GB.

You can get an initial feel for WorkFlowSoft with these minimum values:

Brief instructions for installing WorkFlowSoft on your server

Collecting required information

1. Check that your system meets the hardware and software requirements.

2. In Active Directory, create a new account or use an existing account for which WorkFlowSoft services will be installed and started.

3. Add the account (2) to the group of local server administrators, enable login for this account as a service in the local security policy settings for the server, and disable control of user accounts on the server.

4. In your organization’s email system, create a dedicated IMAP or POP3 mailbox from which the system will send task notifications, collect user responses to these notifications, and create tasks from messages.

5. Collect the following information required for installation:

DNS name

FQDN is the name of the host used to generate the URL address by which users will access WorkFlowSoft. Usually this name matches the NetBIOS name of the server—for example, SERVERNAME. However, you can specify another, more user-friendly name—for example, WORKFLOW. To do so, on the DNS server for the zone of your domain, an A record must first be created with the new name that will point to the server where WorkFlowSoft is to be installed.

PostgreSQL address and Port

The full instance name and the PostgreSQL server port where WorkFlowSoft stores task data. If PostgreSQL is installed with the default settings on the same server as WorkFlowSoft, the full instance name is generally localhost. The default port is 5432. The exact instance name and the port can be discovered when connecting to it using the pgAmin III program.

PostgreSQL user name and password

The login and password of an account with permission to create databases in the previously specified PostgreSQL instance. When installing PostgreSQL, an account is created with these permissions; this account can be specified. In this case, enter the login postgres and the password that you specified during installation.

Windows account user name and password.

The account created at step (2) under which the web application pool and the WorkFlowSoft service will run.

SMTP Server address SMTP Port Login Password From address

Settings for connecting to an SMTP server for sending mail.

Configuration is the same as for an account in your email client. You need to know the FQDN of your organization’s mail SMTP server, the port (usually 25), the login and password of the account for sending mail, and the mail address from which the WorkFlowSoft system will send notifications by mail.

IMAP/POP3 Server Address IMAP/POP3 Port Login Password Email

Settings for connecting to an IMAP server or POP3 mailbox for receipt by the system of responses to task notifications.

Configuration is the same as for an account in your email client. You need to know the FQDN of your organization’s IMAP or POP3 server, the port (usually 143 or 110), the login and password of the account for reading mail via this protocol, and the mail address (matches the address specified in the SMTP settings) to which responses to task notifications will be sent.

Domain controller connection settings

Settings for connecting a domain controller for importing (synchronizing) user data from Active Directory. You need to know the IP address of the domain controller, its full name (FQDN), and the login and password of the account from which the request to Active Directory is to be made (the same details as for the installation are sufficient).

6. Check the validity of all the information that you have collected using ping commands (for verifying the name of resources) and the test logon to the database server (if already installed) by configuring an account in the mail client for sending mail and receiving it via IMAP or POP3—for example, on your workstation.

Enabling Windows Server components

1. Log into the server under the account (2) under which the installation is to be performed.

2. On Windows Server, enable the IIS server role with default settings. *

3. To ensure that no error occurred during the installation of SQL Server, enable .NET Framework 3.5 (may require access to the operating system distribution package). *

4. Configure the regional settings and time zone of the server.

(*) Steps 2 and 3 are not required if the database server and WorkFlowSoft are on different servers.

Installing the database server (general installation with default settings)*

(*) This section is not required if the organization's existing PostgreSQL server is used as the database server and it matches the technical requirements.

1. If necessary, download the distribution package for PostgreSQL version 9.5.8.

2. Right-click on the name of the PostgreSQL distribution package and run it as an administrator.

3. Step-by-step instructions for the PostgreSQL installer:

  • On the initial screen, click Next.
  • Specify the path for installing the PostgreSQL files (the files of the program itself; the data storage location is specified separately during the next step).
  • Specify the directory where data is to be located.
  • Set the password for the super-user account (postgres). Make a note of this password, since it will be required later for using the PostgreSQL server and installing WorkFlowSoft.
  • Specify a port for the new PostgreSQL instance.
  • Select a locale for the database cluster to be created. See https://www.postgresql.org/docs/9.5/static/locale.html for information about locales.
  • All data required for installing PostgreSQL are specified at this step. Click Next and wait for the installer to finish.
  • When the installation is complete, deselect the Launch Stack Builder at exit? option, and click Finish.
Installing WorkFlowSoft

1. Download the WorkFlowSoft distribution package at https://www.workflowsoft.com.

2. Right-click on the file name of the distribution package, and run the installation as an administrator.

3. The installer prompts you to install the required software. Click the Install all components button.

4. When installing the required software, use all the default component installation settings.

5. After installing the required components, the installer prompts you to continue the installation. Click the Continue button to start the WorkFlowSoft installation wizard.

6. After reviewing and accepting the terms of the license agreement, proceed to the next step of the installation.

7. Using the information from line 1 of Table 1, fill out the data required to create the WorkFlowSoft site. Do not change the location of the site files.

8. Using the information from line 2 of Table 1, fill out the data required to connect to the database server.

9. At the final step, a summary report is displayed with a list of the data you entered, where you can check its correctness and begin the installation.

10. Оpen the browser and in the address bar enter the URL of the site, which will start with http:// and the information that you specified at step 7 in the DNS name field.

11. If the system requires authorization, enter the details for the account under which you performed the installation, in the format domain\login. This account is the system administrator and (currently) the only user that can connect to the newly created site.

12. After successful authorization and login on the site, you will see a form in which you should fill out the fields with information about your organization. When these fields have been completed, WorkFlowSoft is activated and available for further use.

13. After filling out the form, go to the Settings menu.

14. Using the information from line 3 of Table 1, fill out the data for connecting to a SMTP mail server.

15. Using the information from line 4 of Table 1, fill out the data for connecting to an IMAP or POP3 mailbox, or specify that you will not be using the feature to create comments and tasks from email messages.

16. On the Settings page, check the status of WorkFlowSoft services—all services should have Running status. If a service is not running, start it.

17. Configure synchronization (import) of domain users. Using the information in line 5 of Table 1, specify the domain controller connection settings (IP address of the controller) and the domain name and settings of the account that has permission to read data from Active Directory.

18. Perform synchronization of Active Directory users. All synchronized users will be able to use the WorkFlowSoft system.

Installation and basic setup are now complete. Ask your colleagues to go to the site, create a task, and designate you as an Assignee, or create tasks yourself and specify your colleagues as Assignees. Check the operation of notifications and responses to notifications from the mail client. Enjoy!

Active Directory attributes

The following employee attributes are imported from Active Directory:

First name

Last name

Job title

business unit

Email

Telephone number

Country/Region

Office

thumbnailPhoto (accessible through ADSI Edit or other AD editing tools)

Manager (used to build the Org chart)

Synchronization of users and business units

You can import a list of employees and the Org chart together with managers from Active Directory. In this case, in order to change employees, business units, and managers, you will need to modify the information in Active Directory.

When importing, you can specify the Organizational Units in Active Directory from which you need to synchronize users.

WorkFlowSoft synchronizes domain users and all subdomains by default. For this, in the IP address field in the synchronization settings section, specify the IP address of the domain controller, and in the Full domain name field specify the domain name. If you want to synchronize users from a domain forest, in the IP address field specify the IP address of the controller at the domain forest level performing the Global Catalog role, and port 3268 via “:” (for example, 192.168.1.254:3268), and in the Full domain name field specify the name of the domain forest.

Login input format

Employees are authenticated by the Internet Information Services (IIS) server, using the authentication provider Windows NTLM. Therefore, the login must be specified in the format domain\login.

If the browser is Internet Explorer, login is not required if WorkFlowSoft is located in a local intranet zone and the browser settings allow user login under the current name and password.

For an employee to be able to log into WorkFlowSoft, the following conditions must be met:

  • The server on which IIS and the WorkFlowSoft site are installed must be part of the same Active Directory domain that provides user credentials.
  • The account from which WorkFlowSoft services are launched must be in the domain.
  • Synchronization of employees in WorkFlowSoft is complete, and the employee is visible in the WorkFlowSoft employee list - the Employees section in the Settings menu (in the top-right corner of your profile).

Configuring task creation from mail

Check that your newly created mailbox is accessible via IMAP or POP3. To verify this, connect to the mailbox using any mail program.

Next, in WorkFlowSoft in the Settings menu on the mail server connection page, specify the settings of this mailbox (IMAP or POP3). Check that you have already configured SMTP mail server settings for sending mail (if not, do so now). After that, click the Test connection button.

If all actions are performed correctly, employees will be able to send messages to the address of the mailbox that you created. Tasks will be created automatically according to the information in these messages.