Manual Cas Genesis World Administrator

Administrator Manual Version x6

Copyright

The particulars and data contained herein may be altered without prior notice. The names

and data used in the examples are fictitious, except where otherwise stated. No part of

this document may be reproduced or transmitted for any purposes whatsoever without

the express written consent of CAS Software AG, irrespective of the manner or the means,

electronic or mechanical, by which this occurs.

© 1999 - 2014 CAS Software AG. All rights reserved.

CAS-Weg 1 - 5, 76131 Karlsruhe, Germany, www.cas.de/en

All trademarks are the property of their respective owners.

Disclaimer

No guarantee can be made for the accuracy of the content. Notification of errors would

be appreciated.

September 2014

Administrator Manual • Contents

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Contents

1 Before you start... ......................................................................................................... 6

1.1 CAS genesisWorld architecture ................................................................................................... 6

1.2 Editions, modules and extensions .............................................................................................. 8

1.2.1 Premium Edition functions ............................................................................................... 9

2 Configuration and requirements .............................................................................. 10

2.1 Client/Server configurations ...................................................................................................... 10

2.2 Multiple users in a network ........................................................................................................ 10

2.3 Hardware and software requirements ................................................................................... 11

2.3.1 Hardware requirements .................................................................................................. 11

2.3.2 Software requirements ................................................................................................... 12

2.3.3 Software ............................................................................................................................... 13

2.4 Database management systems .............................................................................................. 13

2.5 Installation folders ......................................................................................................................... 15

3 Installing CAS genesisWorld ..................................................................................... 16

3.1 Starting the installation process ............................................................................................... 17

3.2 What setup types are available? .............................................................................................. 18

3.2.1 CAS genesisWorld application server ....................................................................... 18

3.2.2 CAS genesisWorld client ................................................................................................ 19

3.2.3 User-defined ....................................................................................................................... 20

3.3 Languages ........................................................................................................................................ 20

3.4 Selecting the target path ............................................................................................................ 21

3.5 Registering the application server ........................................................................................... 21

3.6 Proxy settings .................................................................................................................................. 22

3.7 Database management systems .............................................................................................. 23

3.7.1 Choosing the database system ................................................................................... 23

3.7.2 Installing Microsoft SQL Server Express Edition .................................................... 24

3.7.3 Database access ................................................................................................................ 24

3.8 Product licensing ........................................................................................................................... 25

3.9 The Document Archive ................................................................................................................ 25

3.10 Component services ..................................................................................................................... 27

3.10.1 COM settings ...................................................................................................................... 28

3.10.2 I cannot activate the Application server ................................................................... 32

3.11 Summary of settings ..................................................................................................................... 34

3.12 Distributed installation with update mechanism ............................................................... 34

3.12.1 Rights, installation and updates .................................................................................. 35

3.12.2 Procedure for users .......................................................................................................... 35

3.12.3 Multiple application servers .......................................................................................... 36

3.12.4 Service-controlled installation ..................................................................................... 37

3.12.5 MSI installations ................................................................................................................ 39


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3.12.6 Setting up the update mechanism at a later time................................................ 40

4 Setting up and customizing CAS genesisWorld ...................................................... 40

4.1 Management Console: procedure ........................................................................................... 41

4.1.1 Database area .................................................................................................................... 41

4.1.2 Creating users and groups ............................................................................................ 42

4.1.3 Data protection measures ............................................................................................. 46

4.1.4 Administrator settings .................................................................................................... 47

4.1.5 Activation ............................................................................................................................. 49

4.2 Central defaults .............................................................................................................................. 49

4.2.1 Navigators ........................................................................................................................... 49

4.2.2 One navigator for many users ..................................................................................... 52

4.2.3 View formats ....................................................................................................................... 55

4.2.4 Dashboards ......................................................................................................................... 57

4.2.5 Full-text search .................................................................................................................. 58

4.2.6 Defining defaults for users ............................................................................................ 59

4.2.7 Defining system messages ............................................................................................ 59

4.3 Little helpers for users .................................................................................................................. 60

4.3.1 Central e-mail settings .................................................................................................... 60

4.3.2 Dossier settings ................................................................................................................. 61

4.3.3 Input assistance ................................................................................................................. 61

4.3.4 Display tabs ......................................................................................................................... 65

4.4 Address properties ........................................................................................................................ 65

4.4.1 Unicode ................................................................................................................................ 67

4.4.2 Privatizing addresses ....................................................................................................... 68

4.5 Primary links..................................................................................................................................... 69

4.5.1 Settings for primary links ............................................................................................... 73

4.6 Settings for rules ............................................................................................................................ 75

4.6.1 Creating rules ..................................................................................................................... 76

4.6.2 Notifications and actions ............................................................................................... 77

4.6.3 Special considerations .................................................................................................... 79

4.7 Editing print definitions ............................................................................................................... 81

5 Rights ........................................................................................................................... 82

5.1 Assigning rights as administrator ............................................................................................ 82

5.1.1 Key terms for right settings .......................................................................................... 83

5.1.2 User sensitivity: authorizing user rights ................................................................... 84

5.1.3 Creating users and groups ............................................................................................ 85

5.1.4 Administration rights ....................................................................................................... 85

5.1.5 Setting external access ................................................................................................... 86

5.1.6 Access rights through group membership ............................................................. 87

5.1.7 User and group rights to data record types ........................................................... 88

5.1.8 Rights, filters and details ................................................................................................ 90


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5.2 User rights ........................................................................................................................................ 91

5.2.1 Owner rights: selecting participants for data records ......................................... 92

5.2.2 External access rights ...................................................................................................... 93

5.2.3 Owner rights and external access rights .................................................................. 94

5.2.4 External access rights through group membership ............................................. 96

5.2.5 Delegating data records ................................................................................................. 96

5.2.6 Shared calendar view ...................................................................................................... 96

5.2.7 Interdependence of rights ............................................................................................. 97

6 CAS genesisWorld e-mail integration ...................................................................... 99

6.1 E-mail server .................................................................................................................................. 100

6.1.1 Supported e-mail protocols........................................................................................ 100

6.2 Integrating e-mail using other programs ........................................................................... 101

6.3 Logging on to the e-mail system .......................................................................................... 102

6.4 E-mail settings in the Management Console .................................................................... 103

7 Backing up data ........................................................................................................ 103

7.1 Backing up databases ................................................................................................................ 104

7.2 Backing up documents .............................................................................................................. 104

7.3 Backing up portals ....................................................................................................................... 104

7.4 Backing up e-mails ...................................................................................................................... 104

7.5 Database access protection ..................................................................................................... 105

8 Important tools ........................................................................................................ 106

8.1 Database Wizard .......................................................................................................................... 106

8.1.1 Multitenancy ..................................................................................................................... 107

8.1.2 Functions ............................................................................................................................ 107

8.2 Server Manager ............................................................................................................................ 109

8.2.1 How do you set up load balancing? ........................................................................ 111

8.2.2 Effects of the load balancing feature ...................................................................... 113

9 Passwords in CAS genesisWorld ............................................................................. 114

10 Index .......................................................................................................................... 116

Administrator Manual • Before you start...

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1 Before you start...

If you have any comments or questions, please contact us:

At www.cas.de/FAQ.htm, you will find the most frequently asked questions including

the corresponding answers (FAQ).

If you cannot find an answer to your question there, then please contact your partner

for more assistance.

Alternatively, you can click Support request in the Help menu in the CAS

genesisWorld Windows Client or in the Management Console. When you have done

this a window will open, in which you can enter your question as well as any other

necessary data to support your question, once completed this information is sent

automatically to your support contact person.

1.1 CAS genesisWorld architecture

The diagram above shows the architecture of a CAS genesisWorld installation. CAS

genesisWorld is based on a client/server model and comprises several programs.


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To avoid ambiguity, in this manual computer will always refer to hardware and server to

software.

Database management system/Database: Database management systems allow

users to store and retrieve data. All data records for CAS genesisWorld are stored in

the database. You can use different database systems.

The Document Archive is a folder stored on a chosen computer. The Document

Archive is used to store archive files such as Microsoft Word documents, Microsoft

Excel spreadsheets and image files.

Application server: the application server is the heart of CAS genesisWorld. It

executes the user's actions such as searching for, saving or deleting data records. Only

the application server has direct access to the database and the Document Archive.

Management console: the administrator uses this CAS genesisWorld program to

create users and groups, assign access rights and carry out other management tasks.

Clients: users work with a client. Clients log on to the application server with a user

name and a password. The application server then verifies these credentials.

The Windows client runs on a Windows operating system. The program for the

Windows client is usually installed on each user's computer.

You should ensure that the following components are always installed: database systems,

application server and at least one Windows Client.

Depending on your requirements, these CAS genesisWorld elements can be shared

between several computers and therefore define your CAS genesisWorld configuration.

We advise you to plan this configuration before you install the software.

Communication between the Windows Clients and the CAS genesisWorld application

servers takes place via the RPC service with the DCOM protocol. Please refer to the

chapter on "COM settings" on page 28.


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1.2 Editions, modules and extensions

There are currently different editions of CAS genesisWorld available: the Standard and

Premium editions as well as the Suite. A range of modules is additionally available for all

editions. CAS genesisWorld can therefore easily be adapted to the individual

requirements of your company and industry sector.

In this manual you will find information on the fundamental principles used in all editions.

A few key features of the Premium Edition are also included. These will be highlighted in

the relevant chapters of this manual. For information on all the features of all the

editions, see the online help.

User guides are available for all these modules. For links to these user guides, see the

online help.

CAS genesisWorld is available in different languages for which the corresponding

language packages have to be installed. Please contact us for further information. CAS

genesisWorld has various features that enable it to be deployed internationally. For more

information, see the online help.

Using the Standard and Premium Editions simultaneously

You can deploy the Standard and Premium editions simultaneously in your company and

select which users are allowed to use which version. As a rule, only the functions that

users can access will influence their work. This means, for example, that mandatory fields

linked to the Type and Status fields will not be displayed for Standard Edition users

because the Type and Status fields are only available in the Premium edition.


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1.2.1 Premium Edition functions

The following functions are only available in the Premium Edition.

The Mobility module is included in the Premium Edition and enables you to work on

the move. Predefined elements are:

Data replication in CAS genesisWorld makes it possible to synchronize the data stocks

of several CAS genesisWorld databases. As a result, different sites or departments can

work with the same data.

SmartDesign offers a special Web client. The Web client functions can be compared to

those of the Windows client. The advantage of the Web client is its flexibility, users are

no longer bound to their workstations, but can work just as easily from home.

The Premium version of Mobile sync enables the bidirectional synchronization of

addresses, tasks and appointments with mobile devices.

Mobile CRM for iPad/iPhone/Android clients allow you to work with CAS

genesisWorld CRM data on mobile devices such as the iPhone, iPad or Android

devices.

Link search

Primary links

The Tree view and the Tree tab in the data record window

Automatic field maintenance for addresses with primary links in the last contact

The Group structure tab in addresses shows a graphical representation of the

company structure

The Type and Status fields in data record windows and two-stage input assistance

also for your own data record types

Mandatory fields dependent on the Type and Status fields

Using the Type field to determine which tabs can be displayed in data record windows

Hierarchical input assistance

The Project status field for projects

For more detailed information on extended functions of the Premium Edition, please

contact your CAS genesisWorld partner.

Administrator Manual • Configuration and requirements

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2 Configuration and requirements

The chapter shows you which client/server configurations are possible and gives you

explanations to support your decision making so that you can plan the best configuration

for your needs.

You will need both administrator knowledge and administrator rights for installation.

2.1 Client/Server configurations

With a single-user installation all CAS genesisWorld components are installed on the

same computer. Select this option when you want to install, for example:

CAS genesisWorld on a laptop or home office computer.

You want to configure a test installation to get a quick overview of CAS genesisWorld.

A multi-user operation is more complex. You will need to answer a number of questions

before you can proceed with a multi-user installation:

How will you distribute the database management system, application server(s) and

clients and on which computers?

How intensively do you intend using CAS genesisWorld - will you need more than one

application server?

The answers to these questions depend very much upon, the size of your company, the

amount of data you work with and the required system performance. At this stage, we

can only make recommendations.

2.2 Multiple users in a network

You can install the database and application server on one computer or on more than

one computer. It could well be possible that you will need more than one application

server. The following benchmarks may help your decisions:

If less than 50 users are expected to work with the Windows clients, then both the

database and application servers can be installed on one computer. However, if these

users are expected to use CAS genesisWorld very intensively, then we recommend the

following configuration.

If more than 50 users are to work with the program, then you should ensure that the

database and application servers have a computer each.

For every additional 40 to 50 users install another application server on a separate

computer.

Please note that in the last two scenarios we take typical averages of usage as a baseline,

for example, around 20% of users who are expected to use CAS genesisWorld very


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intensively, with the rest of the users expected to use CAS genesisWorld for

approximately 10% of their working day.

Please look up the current system requirements at http://hilfe.cas.de for more detailed

information about the hardware structure and example configurations.

Contact us if you are interested in a tailor-made CRM system for your company; you can

either contact us directly or alternatively speak to one of our partners. For information

about CAS genesisWorld partners, partner solutions and partners in your area, go to our

website at http://www.cas-crm.com/.

2.3 Hardware and software requirements

At this stage, it is difficult to specifiy any definite information with regard to usage

requirements and so on, without explicit knowledge of operational characteristics. The

following sections outline the minimum requirements for a standard teamWorks

installation.

The requirements may be higher, for example, when using terminal servers.

2.3.1 Hardware requirements

The following factors will influence your hardware choice for CAS genesisWorld:

What is the extent of the data in your company, that is the number of saved addresses,

appointments, tasks and documents and so on?

How many users will be working with CAS genesisWorld?

How intensively do you expect to work with CAS genesisWorld?

As a rule, you can use today's standard average computer with the latest operating

system. For more information, see "Database management systems" on page 13.

The CAS genesisWorld application server

The hard disc capacity you will require depends on your data quantity, for example,

the number of addresses, appointments, tasks and so on. The program components of

the application server will use about 150 MB.

The RAM's speed and size is important for the application server.

We recommend that you do not run applications that take up a large amount of memory

and processor capacity on the same computer on which the CAS genesisWorld

application server is running. This also applies to other programs such as e-mail servers

and ERP software.


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The application server and database system can be distributed over several computers

and you can also run several application servers simultaneously to aid load balancing.

If you work with mobile clients or use replication functions or intensively use the

notification and action service, we recommend to set up a separate application server.

Please look up the current system requirements at http://hilfe.cas.de for more detailed

information about the hardware structure and example configurations.

Windows client

If a number of users is working with CAS genesisWorld, then we recommend that you

install the Windows clients on each workstation that uses CAS genesisWorld.

A distributed installation with an update mechanism enables you to easily deploy a new

version across a whole network, see "Distributed installation with update mechanism" on

page 34.

Our clients can run on all Windows operating systems from Windows XP or later. You will

find more information on required and existing Service Packs as well as on known

restrictions in the current release notes available to download from http://hilfe.cas.de.

You will need the Microsoft Internet Explorer for views in the Windows client such as the

dashboard and for displaying the online help.

2.3.2 Software requirements

We support the latest operating systems and their predecessors. However, we cannot

guarantee that we will be able to support operating systems that have just been

launched. We may also support older versions if they are still widely used by our

customers. The same applies to all third-party software used with CAS genesisWorld

(especially databases, Office applications and so on). We also support the latest and

previous versions of our products. We offer support for these versions, fix errors and

implement important requests.

For more information about third-party software or released service packs as well as

known restrictions, please look up our current release notes at http://hilfe.cas.de.

Your network must support TCP/IP.

You will need Microsoft Internet Information Services (IIS) if you want to set up and run

portals, for example teamWorks. For some operating systems, IIS is not installed by

default and must be installed manually. Microsoft does impose license restrictions with

respect to how many users can access IIS at any one time.

And if users wish to import and export they will require ADO on the Windows client

computer.


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If several users wish to access the application server simultaneously, the correct server

versions for the Windows operating system have to be used.

The CAS genesisWorld application server must be configured as an "application server"

on the corresponding computer's operating system.

All the same software requirements also apply to laptop installations. The only exception

in the case of laptops being that the server version for a Window operating system is not

required.

Make sure you always download the latest security updates for the Web browsers used.

We recommend always using the latest version to reduce the risk of vulnerability.

2.3.3 Software

The following table offers you an overview of the supported operating systems, database

systems and other components.

Operating systems Windows Vista

Windows 7

Windows 8

Microsoft Windows 2008 Server

Microsoft Windows 2008 Small Business Server

Microsoft Windows Small Business Server 2011

Microsoft Windows 2012 Server

Network Your network must support TCP/IP.

Database Management

Systems

Microsoft SQL Server 2008, 2008 R2, 2012

More databases on request

CAS genesisWorld Web server Microsoft Internet Information Services (IIS)

Apache HTTP Server on Windows

Browser Internet Explorer version 8 (or later)

2.4 Database management systems

CAS genesisWorld requires a database system in order to function as all CAS

genesisWorld data records are saved in a database. Using the Microsoft SQL Server

database systems, you can create a CAS genesisWorld database.


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The SQL Server Express edition and the Microsoft SQL Server can be managed using

Management Studio, however, this is not always automatically installed in all versions. We

recommend to install this application. For further information, please go to

www.cas.de/FAQ.htm.

You can install the database management system on a separate computer.

SQL Server Express Edition

The size of this database is limited. For the scope of delivery and limitations, please see

the manufacturer's specifications.

You can back up this database using the CAS genesisWorld Server Manager, see "Server

Manager: Backup/Restore tab" on page 111.

You can run this database management system on a single-user computer or a laptop,

which you can then replicate with a main installation, see "Multiple application servers"

on page 36.

The SQL Server Express Edition can be installed from the CAS genesisWorld USB stick.

Microsoft SQL Server

There are different versions of Microsoft SQL Server available. For more information on

required or released versions and service packs as well as known restrictions, see the

latest release notes at http://hilfe.cas.de.

You can purchase a runtime version of Microsoft SQL Server from CAS Software.

You can install Microsoft SQL Server with a case-sensitive sort order. When using the

database wizard during installation, the database is created with the same font, however

it remains case sensitive.

Please note that in order to create a database and access it via CAS genesisWorld, you

must enable mixed mode authentication. If you do not enter a specific information, a

Windows authentication is created at installation.

CAS genesisWorld requires a database account with administration rights for the CAS

genesisWorld database. When you install Microsoft SQL Server, the account sa (system

administrator) is created and you will be prompted to enter a password for this account.

Alternatively, you can create your own respective account using DBO rights on the CAS

genesisWorld database.

You will need the sa account to create either a default or an example database either

during installation or when using the CAS genesisWorld Database Wizard, see "Database

access" on page 24 or "The Database wizard" on page 106.

Do not rename Microsoft SQL Server while it is running. You can only rename the server

when installing it for the first time.


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2.5 Installation folders

The CAS genesisWorld default installation uses the following folder structure:

Application server

The files for the application server are installed to the ...\ Program Files (x86)\Common

Files\CAS Software folder. Once installed you will find the following data in this folder:

..\File server for the CAS genesisWorld application server and the Server manager

..\DBAssistant for the Database assistant.

In the ...\Program Files (x86)\Common Files\CAS Software\Web folder, you will find a

Web server for HTML elements in CAS genesisWorld.

Note

After the installation, the ..\Server folder contains the ..\Archives folder for the

document archive with an example folder _Archives which contains templates.

The recommended folder for the document archive is ...\Archives\Archive.

We recommend to set up the Docment Archive in a local folder, could also be on a

different computer. The Document Archive may become very large and you have to

make backups in addition to the CAS genesisWorld database, see "Backing up data" on

page 103. If you deploy several application servers, all application servers must be able

to access the same Document Archive.

You can specify any folder during installation when creating the database. The content

of the example folder ..\Archives\_Archive is duplicated in this folder together with the

templates.

If you deploy several databases or tenants, we recommend to set up a separate

Document Archive for each tenant. If you have been using the same document archive

for two or more databases, you will not be able to change this later on.

The folder for the Document Archive will not be changed when installing an update.

Windows client

The..\Program Files (x86)\CAS Software folder is recommended for the Windows client

files. You can designate any folder you wish for this folder.

After installing CAS genesisWorld, you will find the ..\CAS Word AddIn with the

COM-Add-In for the Microsoft Word Integration folder in the Windows client folder.

Administrator Manual • Installing CAS genesisWorld

16

Portals folder

When installing certain CAS products such as teamWorks or Helpdesk, portals are

created.

When installing the first CAS product with a portal, you can select a folder for the portal.

We recommend this CAS product's ..\Portals folder.

As soon as you install an additional CAS product with a portal, the respective portals are

automatically created in the ...\Portals folder. You cannot change this setting.

3 Installing CAS genesisWorld

Once you have decided on the right configuration, you can install CAS genesisWorld. The

installation has been optimized so that you do not have to install the modules separately.

To activate editions and modules, enter the corresponding license key in the

Management Console.

Exceptions to this rule are portals such as Timeclient online or Helpdesk. These portals

have to be installed using a specific setup.

Windows clients are usually installed locally. For this, you can provide the client software

on the application server for remote installation, see "Distributed installation with update

mechanism" on page 34.

Software can also be installed on Windows clients using Windows Installer. This allows

you to automatically distribute and update software across your whole network, see

"Rights, installation and updates" on page 35.

Preparation for installation

During the installation process, you must register the CAS genesisWorld application

server. To do so, you will need to enter a Windows user. You will have to create a specific

user if you want to install CAS genesisWorld on the net. You do not need a special user

for a single workstation installation.

Create a user with local administrator rights in Windows on the computer you wish to

install CAS genesisWorld on.

CAS genesisWorld data will be saved on a database system.

If you have not already installed a database management system, you can install the

SQL Server Express Edition free of charge while you are installing CAS genesisWorld.

If you are using Microsoft SQL Server, you should install the database system before

you install CAS genesisWorld so that you can setup CAS genesisWorld immediately.

During the CAS genesisWorld installation process, you will be asked to enter the name

of the database. This requires the following information:


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the name of the computer on which the database system is running as well as

an existing user name and a password for the database system. When using a

Microsoft SQL server, you require the information for the system administrator

server role.

You can also install the Microsoft SQL Server after CAS genesisWorld, in this case you

should use the database wizard to create the database after the CAS genesisWorld

installation, see also "The Database wizard" chapter on page 106.

3.1 Starting the installation process

Start the CAS genesisWorld installation wizard on the computer you intend to use as

the application server.

Select the language for the installation wizard.

The wizard checks whether other components required by CAS genesisWorld need to

be installed: for example, Crystal Report Viewer or specific drivers for the CAS

genesisWorld application server. Click Install.

Accept the license agreement.

Select the setup type to install CAS genesisWorld.


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In addition to the system requirements, the wizard also checks whether there is enough

space on the hard drive for the selected installation. Please note that CAS genesisWorld

requires additional memory, for example, for portals and for the Document Archive, see

"Document management with CAS genesisWorld" on page 26.

3.2 What setup types are available?

The setup types are described in more detail in the following sections.

3.2.1 CAS genesisWorld application server

Select this option to install all the CAS genesisWorld components on the same computer.

You can also select this option to install CAS genesisWorld as a single-user installation on

your laptop, your home computer; or as a trial version. These cases also require a

database.

If this is a new installation, a CAS Software folder is created in the ..\Program Files

(x86)\Common Files folder. The DBAssistent, Server, Web and UpdateService folder are

created in this folder.

This path cannot be changed. If you are already using CAS genesisWorld, the document

archive folder remains unchanged.

You will find the program files for the application server in the ..\Program Files

(x86)\Common Files\CAS-Software\Server

You will find the folder for the installation of the CAS genesisWorld Windows client in

..\Program Files (x86)\CAS Software\CAS genesisWorld\ClientInstallation.

The program group of CAS genesisWorld will contain the following entries after having

successfully installed the program:


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Using the CAS genesisWorld DocumentPort, you can easily add any documents to

CAS genesisWorld. We recommend to use the DocumentPort if you want to adopt

several documents to CAS genesisWorld.

This entry is also included for users in the program group.

The CAS genesisWorld help entry opens the online help pages for users.


With the CAS genesisWorld Management Console, users are sorted in groups,

access rights are assigned and so on, see "Working with the Management Console" on

page 41.

The CAS genesisWorld Server Manager allows you to control the application server,

see "Server Manager" on page 109.

A CAS genesisWorld Windows client is also installed on the computer with the

application server.


With the CAS genesisWorld Database Wizard, you can create new databases or

update existing databases to a new version of CAS genesisWorld, see "The database

wizard" on page 106.

3.2.2 CAS genesisWorld client

Selecting this option, you install the Windows client and the Management Console.

The entries for the installation wizard are identical to the ones when setting up the CAS

genesisWorld application server, see "CAS genesisWorld application server" on page

18.

In addition, on the Enter application server page, enter the name of the computer or

the application server's IP address.

To install the program on a local computer, you require administration rights and write

rights to the ..\Program Files (x86).

Users can install the Windows clients and updates from the ..\Program Files

(x86)\CAS-Software\CAS genesisWorld\ClientInstallation folder on the application server

with a so-called distributed installation with update mechanism, see "Distributed

installation with update mechanism" on page 34.

The Laptop option is only relevant if you deploy replication, for further information look

up the Replication user guide at http://hilfe.cas.de.

Please note that the Microsoft SQL Servers on all domains must have the same version to

be able to replicate. We only recommend to install the Microsoft SQL Server Express


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Edition on laptops with the CAS genesisWorld installation wizard if you deploy the same

version of the Microsoft SQL server on your main installation.

3.2.3 User-defined

Once you have entered the target path, you can select an individual combination using

this setup type.

When you select an item and click Edit, you will then be able to select sub-components

for this item. These sub-components are described in the previous sections.

If no Microsoft SQL Server has been installed on the computer, the Microsoft SQL Server

Express version is automatically installed when selecting the user-defined installation

mechanism. You will therefore be asked to enter a password for the sa user on the

Microsoft SQL Server Express Installation page, see "Installing the Microsoft SQL

Server Express Edition" on page 24.

The entries for the installation wizard are identical to the ones for the CAS genesisWorld

application server setup type, see "CAS genesisWorld application server" on page 18.

3.3 Languages

Select the language packages you want to install.

The CAS genesisWorld standard version is available in several languages. By installing the

language packages, you will be able to use CAS genesisWorld in any of the available

languages.

Once you have installed the language packages, every time you log on to the client or

the Management Console, the system will check which regions and language options

have been selected in the computer's control panel. If a language package is available for

a particular language, CAS genesisWorld will be automatically launched in this language.

When working with the Web client, the browser language is used if the corresponding

language package has been installed.

When launching the client or the Management Console, you can enter parameters, for

further details go to CAS genesisWorld language in the online help pages for users.

When logging on to the portal, the Windows client or the Management Console, users

can select a language from a drop-down list.

If you do not install the language packages, CAS genesisWorld will only be available in

German.


21

3.4 Selecting the target path

If the installation of the program includes the Windows client and the Management

Console, enter a target path.

3.5 Registering the application server

The CAS genesisWorld application server must be registered for the Windows operating

system. By registering the application server, the operating system will receive important

information. This information is required for running CAS genesisWorld on this computer,

for example: properties of folders and program icons.

On the Registering the application server page in the installation wizard, you must

enter a Windows user. This user must have local administrative rights to the computer

CAS genesisWorld is installed on. You should create a user for this purpose in Windows

(e.g. CAS user).

In the Server Manager, you can change the user that has been entered when you

register the application server, see "Server Manager, Server registration tab" on page

110.

By entering this Windows user, you make sure that the CAS genesisWorld application

server remains active, even if no users are logged on to it. If this user is not entered, then

the application server will shut down as soon as the last user logs off.

Also the application server accesses the document archive via this user, see the chapter

on the "Document archive" on page 25. All other Windows users should not be allowed

to access the Document Archive and its folders, because this is the only way to maintain

the CAS genesisWorld access rights.

If you have installed the document archive on the same computer as the CAS

genesisWorld application server, then no further steps are necessary.

If the Document Archive has been installed on another computer in your network,

then this Windows user and the application server must be able to access the folder

the Document Archive is stored in. You should ensure that you have shared this folder,

so that it can be accessed.

When installing CAS genesisWorld in a network or a workgroup, we recommend using

the This user option.

If your network has different domains, enter the domain names and user names

separated by a backslash: domain\name.


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We recommend only using the Interactive user... option for single-user installations.

3.6 Proxy settings

If you are using a proxy server to access the Internet, you will be now required to enter

the corresponding data. You can change these settings under Connections in the

Miscellaneous module of the Management Console.

If you do not use a proxy server, deactivate Use proxy server and click Next.


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3.7 Database management systems

CAS genesisWorld requires a database. Therefore, you will need to create a database

using a database system.

Important

Once you have installed the database, you can use the Database Wizard to make

changes to it, see "The Database Wizard" on page 106.

Usually, you will have to update your database once a year when a new CAS

genesisWorld version will be released. This is not the case with the more frequent

software updates made throughout the year. We recommend to use the Database

Wizard when updating the database.

All data record types of all modules and industry solutions are integrated into an

installed or updated CAS genesisWorld database. You do not have to adjust the

database if you use a module like Helpdesk or an industry solution like IT Services.

3.7.1 Choosing the database system

Select Create a new database.

If you have already installed a database management system, then select the

corresponding option. A new database will then be created using the already chosen

database management system.

If you have not installed a database management system, you start the installation on

this page. Select Install new database management system and then the database

management system you wish to install.

For more information, see "Database Management systems" on page 13.


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3.7.2 Installing Microsoft SQL Server Express Edition

You will find the Server Express Edition of Microsoft SQL on the CAS genesisWorld USB

stick.

Select the corresponding database from the list.

Now enter the password for the CAS genesisWorld database.

The SQL Express instance is now created.

The database for this database system is protected password protected. During

installation, the user name sa (system administrator) is entered automatically.

For security reasons, we recommend you change this password straightaway. Enter a

password of your choice to prevent unauthorized access to your data.

If you are updating your installation and you have entered the general

saMSDEdb2005 password, you can also change this password at a later time. For

more information, please refer to "Database access protection" on page 105.

Now, the database access page opens.

3.7.3 Database access

On this page, you create a database for CAS genesisWorld. If you want to make changes

to the database once it has been installed, use the Database Wizard, see "The Database

wizard" on page 106.

Name of database computer: the name of the computer the database management

system is installed on.

If you work with Microsoft SQL Server Express Edition, enter 'Computer

name'\'Instance name'.

The name of the database is the name of the database in which those data records

that will later be entered in CAS genesisWorld will be stored.

Each database has a user name and a password. You have already entered the

password on the previous page. The application server then uses this user name and

password to access the database.


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3.8 Product licensing

On the Product licensing page, enter a user and the name of your company.

Select Full Version or Trial Version. If you select full version, you will be asked to

enter the serial number.

3.9 The Document Archive

Select the folder in which you want to display the document archive.


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The Document archive is a folder stored on a chosen computer. Documents, for

example, Microsoft Word documents, Microsoft Excel spreadsheets, and image files,

are stored in the Document Archive, see "Installation folders" on page 15.

Make sure that the drive you choose has sufficient space for the Document Archive.

Managing documents with CAS genesisWorld

Archive files such as Microsoft Word documents, Microsoft Excel tables, PDF documents,

image files, are not edited in CAS genesisWorld but with the respective application.

Archive files in CAS genesisWorld are either saved in the Document Archive or the data

record contains a reference to the respective file.

Referring to a file from the document data record

The files are saved in a folder, for example, in the network and are also available without

the CAS genesisWorld application. The document data record in CAS genesisWorld

contains the reference (path) to the file.

With this method you cannot guarantee the consistency of the data. Archive files can be

opened and edited with or without CAS genesisWorld. However, access cannot always be

guaranteed; because users can save archive files to their own hard drives or move them

to other folders, not all users may have access to them.

If document data records are saved with a file reference, and the archive file cannot be

opened, you should check to see whether the file reference has been created on another

computer.

Is the other computer running and connected to the network?

Are there at least read-only rights on this document?

Are you attempting to access the archive file over a mapped drive that has not yet

been set up or is mapped to a different drive?

Saving files to the document archive

Archive files are saved in a protected folder ‒ the Document Archive, see "CAS

genesisWorld architecture" on page 6. Only the application server accesses this folder.

The archived files are opened via CAS genesisWorld using the respective applications to

edit these files.

This method offers data security, as opposed to file references, because it only allows

access to documents via CAS genesisWorld using the corresponding rights system.

With CAS genesisWorld only the users with sufficient rights are permitted to edit an

archive file. A locking mechanism prevents the simultaneous editing of archive files by

two or more users.


27

Important

Since each user can decide where each file is saved, you should define a standard

company-wide protocol for saving files.

If you are working with Web clients, for example, Smart Design or teamWorks we

recommend to always save your files to the document archive, because file references

cannot be accessed from the Internet.

3.10 Component services

The following settings mainly refer to the defaults of the Windows Server 2008. The

settings for other Windows Server can be slightly different.

In the Component Services window, you can edit the settings for Windows component

services. Click Show Help to open the corresponding online help page.

The connection between the CAS genesisWorld client and the application server is

established via the DCOM protocol using the RPC (Remote Procedure Call) interface.

For the Windows server to be able to connect to the application server, you must install

the Windows application server on the CAS genesisWorld application server. Open

the Windows server administration or the Windows Server Manager and add the

Application Server function. Install the necessary components, especially COM+

network access.

Special features of work groups

If the client computers are not members of a Windows domain or are to be found in

different Windows domains, then you will have to do the following:

Users and computers have to be in the same work group.


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If this is not the case, you will have to setup a trusted connection between the work

groups and the Windows domains.

The Windows users have to be created on both the client computers and also on the

Application server using identical usernames and passwords.

The Windows user passwords cannot be left empty, because COM+ will refuse a logon

if the password field is empty.

3.10.1 COM settings

The default settings on the application server will need to be changed in the component

services for approved operating systems from Windows Server 2008 and later. The

settings will have to be changed in the following cases:

The Management Console is to be accessed remotely and across domains.

Windows clients are to be allowed to access applications servers in other Windows

domains.

If you are using the replication function and you allow data to be replicated via a COM

connection.

Important

Please refer to the current release notes for further information on the released

operating systems for CAS genesisWorld: http://hilfe.cas.de.

Alternatively, for the most frequently asked questions, go to www.cas.de/FAQ.htm.

Procedure

First, enter the Windows user of CAS genesisWorld to the local Distributed COM

users group. Additionally, you must add the user for whom the CAS genesisWorld

application server was registered, see "Registering the application server" on page 21.

You must furthermore adapt the default settings for the distributed COM users on the

application server.

Adding users to the local Distributed COM user group

CAS genesisWorld users must be members of the local Distributed COM users Windows

group on the application server. This enables the access to CAS genesisWorld from your

clients to the application server.

If local users and groups are not available in your computer's administration, proceed as

follows:


29

Click the Windows Start button on the Windows task bar and click All Programs >

Accessories > Run.

In the "Run" dialog box, type mmc and click OK.

Open the File menu and select Add/Remove Snap-in. Select local users and groups

to add them to the console root.

Select then Local users and groups > Groups > Distributed COM users.

With the right mouse key, click Distributed COM users and select Properties in the

context menu. The Distributed COM users properties dialog opens.

Add all Windows users who you want to use CAS genesisWorld.

You can also add a Windows user group, in which the Windows users are members,

for example, the Domain user group.

Furthermore add the CAS Server User to the Distributed COM users group.

Adjusting the default settings in the component services

If Component Services are not available in Administrative Tools, proceed as follows:

Click the Windows Start button on the Windows task bar and click All Programs >

Accessories > Run.

In the "Run" dialog box, type mmc and click OK.

Open the File menu and select Add/Remove Snap-in. Add Component Services to

Console Root and then close the window.


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Now click Component Services > Computer.

Right-click the My Computer icon and select Properties.

The My Computer properties window opens.

For data replication, please define the settings and in the window.

If you want Windows clients to be able to access the application server, you must

adjust the settings to of the window.


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On the COM Security tab, click the Edit Limits button under Access Permissions.

The Access Permission window will appear.

If you want to use the replication function, add the Windows user of the removed

application server of the other domain and allow this user Remote Access.

To enable client access, you add the local Distributed COM users Windows group

and allow this group Local access and Remote access.

Click OK to close the window.

Under My Computer Properties, go to Access Permissions and click Edit Default.

The Access Permissions window opens.

To enable client access, you add the local Distributed COM users Windows group

and allow this group Local acces and Remote access.


In the My Computer Properties window, go to Launch and Activation

Permissions and click Edit Limits. The Launch and activation permissions window

opens.


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Allow the Distributed COM users group the following rights for client access: Local

launch, Remote launch, Local activation and Remote activation.

If you use the replication function, add also the Windows user of the removed

application server and allow him or her Remote Activation.

The setting is only required for replication.

If the remote application server is also to be able to start the local application server

over COM, then allow Remote Launch for this Windows user. Otherwise, you will only

be able to replicate with the local application server over COM if this server has

already been started.


Repeat the above steps for the Edit Default settings and give the local Distributed

COM users Windows group permissions.


Changes to the component services are only applied after restarting the system.

Depending on the operating system, restart the COM components or the computer.

3.10.2 I cannot activate the Application server

The "Application server could not be activated on the ... computer" error message

appears if the CAS genesisWorld application server has shut down or you are unable to

log on.

Please check the following possible causes:


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The application server of Microsoft is not installed.

The Microsoft ADO versions vary between the Application server and the Microsoft

SQL server.

The component service settings are not correct or incomplete.

Microsoft application server

The application server of Microsoft is an extended server role of the Windows server and

includes the following functions:

Microsoft Internet Information Services (IIS) is the HTTP server (Hypertext Transfer

Protocol), which is integrated into the Windows server

Microsoft .NET Framework

ASP.NET

COM+

Message Queuing

Using WCF (Windows Communication Foundation) created Web services

You should take care that COM+ has been installed for CAS genesisWorld, this enables

the clients to connect with the Application server. To do this install the Application server

(Windows role) on the same computer as the CAS genesisWorld Application server.

Microsoft ADO versions

CAS genesisWorld application server and Microsoft SQL server communicate via

Microsoft ADO.

ADO versions for the CAS genesisWorld Application server should not differ from the

ADO versions for the Microsoft SQL server.

You can check the ADO versions as follows:

In the ..\Program Files (x86)\Common Files\System\ado, you can find the

MSADO15.DLL file. The version is contained in the Version tab of the file properties.

Please refer to the current release notes to find out which CAS genesisWorld version

has been released: http://hilfe.cas.de.

Any changes made in this area, will require that you re-start your computer.

DCOM settings

CAS genesisWorld uses the DCOM protocol and the RPC interface. As a result,

component service settings are necessary on the Application server computer.


34

Open component services in the Windows manager on the Application server.

In the Component services window, click Properties for My Computer.

On the Default Protocol tab, Connection-oriented TCP/IP is relevant to CAS

genesisWorld. This protocol should stand at the top of the list, because the order is

important for Windows. You can limit the DCOM port area on the server side via

properties, the DCOM port area is what the server responds to.

When logging on to CAS genesisWorld, a DCOM connection is requested to port 135.

However, the server replies with any port.

This can be prevented in the settings. The server can thus be accessed in spite of a

firewall. Please note that a client may require more than one DCOM connection (i.e.

usually between three and ten).

You have to adapt the access rights and the start and enabling rights on the COM

security tab, see "COM settings" on page 28.

Any changes made to the component services will require you to re-start your

computer.

3.11 Summary of settings

The Summary of settings dialog shows all entered setup information.

3.12 Distributed installation with update mechanism

Once you have installed CAS genesisWorld, the application server and the client software

will be installed on the same computer. We recommend installing the Windows client on

all user workstations.

By setting up a distributed installation with an update mechanism, you can ensure that all

CAS genesisWorld application servers and Windows clients are updated automatically.

You can also set up MSI installation, but only for Windows clients, see "MSI installations"

on page 39.

To update the Windows clients and the Management Console, you can also deploy a

service-controlled installation, see "Installation with the update service" on page 37.

If you would like to use the update mechanism for application servers, laptops with a full

installation of CAS genesisWorld, and Windows clients, then you will need to carry out

once the steps described in the following section.

Once you have installed CAS genesisWorld, you will find the ..\ClientInstallation folder

on the computer on which the application server is installed.


35

Install the Windows clients above this folder by opening the ..\ClientInstallation folder

on the respective computer and double-click Setup.exe.

3.12.1 Rights, installation and updates

In order for users to be able to install, update or update and register the Windows client

on their computer, they will need certain rights.

On their computers, users will usually belong to the Users group.

To install the Windows client on their computers for the first time, users will require

write rights to the ..\Program Files (x86)\CAS-Software folder. The Windows client

must be registered and the registry must be able to be changed because, for example,

the entry for the update mechanism will need to be added to it.

To be able to install the Window client on their computers, users will therefore require

Windows administrator rights to their own computers.

To install a software update, users require write rights to the ..\CAS genesisWorld

folder. Usually, users do only require user rights for software updates.

Therefore, assign users write rights to the ..\Program Files (x86)\CAS-Software\CAS

genesisWorld folder. By default, users are only allowed read rights to the ..\Program

Files (x86) folder.

However, if users need to register CAS genesisWorld in order to receive software

updates, then you will need to give them administrator rights on their computers.

When CAS genesisWorld is registered, a change is again made to the registry.

The described rights are relevant for distributed installations with update mechanism if

you set up and update Windows clients with this mechanism.

If you install or update the full installation of CAS genesisWorld on additional application

servers and laptops, then the Window user will require administrator rights.

Users do not require administration rights for an automatic, service-controlled installation

as the service is started with administration rights, see "Service-controlled installation" on

page 37.

3.12.2 Procedure for users

As user, open the Windows Explorer on your computer.

In the address row of the Windows Explorer, enter the name of the application server

and the ..\ClientInstallation folder.

By double-clicking the Setup.exe file, the installation routine of CAS genesisWorld is

started and the Windows client is installed. The installation is made via the installation

wizard.


36

Software update procedure

CAS provides software updates to fix any bugs that may have occurred.

A software update consists of a HotfixSetup.exe and CAB files. The folder from which the

HotfixSetup.exe is loaded must, apart from this file, only contain CAB files that contain

software updates and conform to a certain name convention.

Run the HotfixSetup.exe file on the computer with the application server. You will then

see all software updates contained in this file; select the desired software update. The

software update's files are then unzipped and copied to the correct folders. The files

that are to be replaced are backed up so that you can reverse the software update if

necessary. The software update is now fully installed.

When users now launch CAS genesisWorld, their Windows clients will be automatically

updated.

Software updates are only installed if they are intended for that particular version of

CAS genesisWorld.

When updating, you run the Setup.exe file on the application server.

Your version of CAS genesisWorld is then updated.

When users now launch CAS genesisWorld, the installation wizard is active and their

Windows clients will be automatically updated.

3.12.3 Multiple application servers

If you deploy multiple application servers, you can update them automatically.

Set up one CAS genesisWorld main installation on one computer.

Users on other application servers require read rights to the ClientInstallation folder

for the main installation via whicht CAS genesisWorld was installed. This folder

contains all files that are necessary for a complete installation of CAS genesisWorld.

You can install further application servers running the Setup.exe file in the

..\ClientInstallation folder of this main installation.

As soon as you have completed a software update on the main installation, the other

application servers will automatically detect that a software update is available when a

Windows client is started.

The software update updates the CAS genesisWorld components on all computers an

application server is installed on.


37

3.12.4 Service-controlled installation

A service installed on the user's computer installs CAS genesisWorld software updates.

This service is registered as local system and thus holds administration rights for

Windows. In this way, software updates can also be installed on computers even if users

do not have any Windows administrator rights.

This service also installs partner solutions which in the past were updated automatically

together with CAS genesisWorld software updates.

The service cannot install a new main version.

Installing the service

The service is automatically installed if CAS genesisWorld is installed with the setup.exe

file on the user's computer who has administration rights.

The update service can be installed on computers on which the Windows client and the

Management Console are installed.

If additionally an application server is installed on the computer, an automatic update

with the update service is not possible. The service can be installed on computers on

which an application server is running, but it is started with the "not active" property.

After installation, the service is started automatically with a default configuration and the

following properties:

Once an hour, the service checks in the ClientInstallation directory on the application

server whether a new update is available.

Any available updates are downloaded immediately.

The service adopts the path that has already been created for the SetupNetworkPath.

These properties can be adapted by creating a configuration file with the configuration

wizard.


38

Configuration wizard

Administrators can adjust the update service. The settings apply to all clients for which

the service is installed and activated.

Start the configuration wizard by clicking on the UpdateConfAssistant.exe file in the

..\Program Files (x86)\Common Files\CAS-Software\Server folder of the application

server.

If necessary, change the service default system settings and properties that come

preset as standard.

The entered user must exist on the users' computers and possess administration rights

for Windows. Furthermore, the user must have access rights to the ClientInstallation

folder and its sub-folders. The company's system settings define how the domain is

used.

At directory path, enter the network path for the ClientInstallation folder. In this

folder, the service checks whether new software updates are available.

Click Save configuration. The configuration file is created in the ini format and saved

in an individually defined location.

The configuration file has to be installed on the users' computers in the \Program Files

(x86)\Common Files \CAS-Software\UpdateService folder. Distribution can be organized,

for example, via group policy.

The active update service checks regularly to determine if the configuration file has

changed and adopts new properties if required. Service properties can be adjusted at any

time by distributing a changed configuration file.


39

Installing software updates

If the service is installed by means of a software update, then all subsequent software

updates will be installed through the running service. New main versions of CAS

genesisWorld are not installed by the service.

Software updates are automatically downloaded. A user can start the installation

immediately or later. Users do not require administration rights for the installation as the

service was started with administration rights.

If multiple software updates are available, then all the updates are installed. A selection of

individual updates is not possible.

If the installation has already been started, users can track the progress of the installation,

and if any problems occur they will be informed immediately.

3.12.5 MSI installations

An alternative for Windows clients is to install and update software using MSI

Installation.

This procedure is only available for Windows clients. To automatically update

databases and application servers, use the update mechanism.

For further information, please refer to the MSI installations user guide on

http://hilfe.cas.de.

Administrator Manual • Setting up and customizing CAS genesisWorld

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3.12.6 Setting up the update mechanism at a later time

After having executed an installation with a distributed update mechanism, the

..\ClienInstallation folder is stored on an application server. All other installations of CAS

genesisWorld will have been installed to this folder with the help of the Setup.exe file:

these can be other application servers, a Management Console, a Windows Client or a

complete installation on a laptop.

The CAS genesisWorld components are automatically updated when a new version or a

software update is installed on the main installation's application server.

In some cases, installations will not use an update mechanism, for example, if CAS

genesisWorld was installed with a different procedure.

The automatic update can be also set up at a later time, by changing an entry in the

registry editor:

On the desired computer, click Start and then Run.

Enter regedit.

Switch to HKEY_LOCAL_MACHINE\SOFTWARE\CAS-Software\Genesis or

HKEY_CURRENT_USER\SOFTWARE\CAS-Software\Genesis.

Double-click SetupNetworkPath.

In the next window, enter the path to the ClientInstallation folder of the main

installation, for example, \\gWApp1\ClientInstallation.

4 Setting up and customizing CAS genesisWorld

Once you have installed CAS genesisWorld, launch the Management Console and set up

and customize CAS genesisWorld to meet your company's requirements. By customizing

the system you can adopt it to your company's requirements.

In CAS genesisWorld you can prevent unauthorized access to data. This can be achieved

by controlling and adjusting users' rights in the Management Console.

CAS genesisWorld allows you to create a standard user interface. By creating, for

example, navigators and view formats, you can enable users to view their most important

data and work with CAS genesisWorld. Input assistance options and drop-down lists, for

example, can also be created to make it easier for users to enter and maintain data.

The font used in CAS genesisWorld cannot automatically be scaled adapting to the

Windows settings. In many CAS genesisWorld locations, individual font types and font

sizes can be defined, like in the view format.

With the Notification and Action Service, you can define rules that determine which event

triggers which actions automatically and that notifications are sent if an event occurs. In

this way, many workflows and standard proceedings in a company are automated.


41

For more information about each step in this chapter, see the online help for the

Management Console and the online help for the Windows client.

4.1 Management Console: procedure

Start the Management Console: click Start > Programs > CAS genesisWorld > CAS

genesisWorld Management Console.

Enter Administrator as the user name. If you are logging on for the first time, leave

the password field blank, see "Database access" on page 24.

One of the first tasks in the Management Console is to set a password for the

administrator, see "Settings for administrators" on page 47.

The Administrator user exists in an empty database and also in an example database.

The left pane contains the administrator areas, the right pane contains the edit area.

4.1.1 Database area

The Database area contains information about the existing data record types.

"User sensitivity" allows users to assign owner rights to a data record. If a data record

type is not user sensitive, each user can see and change the data records of this data

record type.

Decide whether, and if so, which data record types are to be made public.

You can, for example, set address data records to not user sensitive if you want all

users to be able to access these addresse. Or you want all projects to be public (not


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user sensitive) because the organization in your company is structured on a project

base.

4.1.2 Creating users and groups

In the User Management area, you can create users and manage their user names

and passwords. Here, you can also assign certain rights to users to control data access.

CAS genesisWorld allows users to work with each other and access each other's data.

They can do so if:

They are members of a group with full access rights within this group.

They have external access rights to other users' data.

Granting access rights: settings

For users to work together, two basic settings must be made in User Managment >

Access rights.

The following settings are only available if you have selected the Activate external

access option:

The administrator can set external access rights between users.

If the administrator assigns a user corresponding rights, this user can then also assign

other users external access rights to his or her data.

If you have selected the Activate access rights depending on group membership

option, the following applies:

Members with full rights within a group have read access to all data records of the

group members. This applies to all data record types.

This chapter will explain how you can organize rights over groups. The assignment of

rights is described in more detail in "The rights system" on page 82, more settings in the

Access rights folder are described in "User and group rights to data record types" on

page 88.

Creating users

Define access data for users by creating users in the Management Console. The user then

uses this user name and password to log on to CAS genesisWorld. Users can also log on

via the Windows authentication, for information on this see the page on the

Authentication tab in the online help for the Management Console.

For each user, the administrator also defines access rights and specific settings in the

Management Console.


43

Use the Default user so that you do not have to repeat all settings for each user.

Select this user and click the Properties icon.

The Default user has been deactivated so it does not require a license. Before you can

change its properties, you must first activate this user on the General tab.

Define now the settings which will not be changed anymore. On the Rights tab,

remove all rights for data record types because in the next step the rights will be

controlled over groups.

Deactivate the Default user again on the General tab.

Now click the New user icon and then create a new user for each person who is to

use CAS genesisWorld.

By doing so, you apply the Default user's properties.

Adjust these settings: you only need to enter a name. You can leave the password

empty. Each user can then log on to CAS genesisWorld without a password and then

choose their own.

When selecting several users, you can edit the properties of these users at once. You

can, for example, assign all selected users to one or several group(s) on the

Membership tab.

We recommend to enter the user's e-mail address: various functions in CAS

genesisWorld use the e-mail address, for example, the Notification and Action Service.

On the E-mail settings tab, you can create one or more e-mail accounts for each user.

Users with the corresponding rights can also create their own e-mail accounts.

Creating groups

You can assign users to groups. This allows you to organize users according to

department, tasks, and so on.

There are two types of groups:

Organizational groups are created so users can see each other and work together. For

example, users must see other users if they want to make an appointment with several

participants or if several participants are to access one document.

Groups whose design is based on a rights structure, make it easier to effectively create

a group rights structure.

When you create a new group, you can use the Default group as a template and apply its

settings. As with the Default user, if you want to create several groups, enter the default

settings for all groups in the Default group.

In the User Management area, open the Groups folder.

To create a new group, click the New Group icon.


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Select a new group, click Properties and then open the Members tab.

Add opens the Select users/groups window, which allows you to select available

users and add them to a group.

If you select several groups, you can change the settings of this group with one action.

You can, for example, go to the Membership tab and assign one or several user(s) to

all selected groups and also remove them.

Open the Rights tab and remove all rights for all data record types, because in the

next step the rights will be controlled using specific groups.

Organizational groups

Organizational groups represent departments or divisions whose employees work closely

together.

Create, for example, a group called Sales. Now open the Members tab and add users

to this group.

On the Members tab, select the Full rights option for all users.

Each user in the "Sales" group will then be able to see all other members of this group

in the participant selection list and will have read-only access rights to these users'

data records.

No further rights will be assigned to this group because the group is designed as

organizational entity.

Now create all the other groups for your company such as Purchasing, Production,

Human Resources and Management Team. Each user is assigned to at least one of

these groups


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Groups for the rights system

Create another group called Rights: read only addresses.

Enter users to this group. Do not assign user rights for these groups. Users cannot see

this group because this group has only be created to manage rights.

Now open the Rights tab, select Addresses and then select the Read access rights.

Rights are controlled using these groups. You can create rights for different data record

types using this group. For example, the Rights: Activities group could be the group in

which you assign rights to all members for all activities.

In the upper pane of the window, select the desired users. If you now click the

Properties button, you will then be able to define the properties that apply to all

these users. This can be helpful, for example, if you assign a new user to a group or if

you set various rights for a group.

The button opens a window with all settings which can apply to several users.

Create groups for other rights such as Full Rights: Addresses, Rights: Reports, and

Rights: HR Documents. Now assign each user to one or more of these groups,

according to his or her area of activity.

Name the groups for the rights structure with Rights: ... This will allow you a better

overview.

Hierarchical groups

Hierarchical groups are a good way of efficiently managing a large number of users. This

function adds a group as member to another group.

For example, you could assign the "Employees" and "Temporary personnel" groups to the

"Internal staff" group.

Rights in hierarchical groups accumulate. Note that the highest rights always have

priority. If users are members in different groups, they have the right that allows the

most.

External access rights settings

Organizational groups enable read access between all members of a group. This applies

to all data record types.

You should only use external access rights for users:

If you require one-sided access for superiors, for example.

If you require more than read access.

If you want to set individual external access rights for each data record type.


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External access rights from others and to others can also be assigned for groups.

Overview button

In the User Management area, click the Overview button to open a window in which

you can select the properties that you want displayed in the overview. Click OK to view

the overview of the selected user. The properties include:

the user's settings,

an overview of all rights, and

all external access rights from others and to others,

sorted by data record types,

and an overview of all rights from group memberships,

and so on.

You can print out this overview.

Activating functions for users

The modules that are available to CAS genesisWorld users depend on the license they

have purchased. Users with permissions must be entered in the Management Console

with the corresponding license.

By registering a user, you activate this module's features for this user.

Go to the Licenses area in the Management Console and select the respective

licenses.

Activate user opens the Activate for window. If licenses are assigned to a specific

number of users, you can assign access rights to as many users as were registered.

To view a user's licenses, select the user, click Properties and open the Licensed

modules tab.

4.1.3 Data protection measures

You find rights for modules and functions for individual users or groups in the User

Management area.

On the Other rights tab in a user's Properties, you can choose to allow the user to

import or export addresses, copy and paste, and so on, to follow data protection

guidelines.

Most of the settings on this tab prevent addresses in CAS genesisWorld from being

copied, changed or used in mass mailings.


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This applies, for example, when exporting data, also formats like reports, Microsoft Excel

or vCard. This also applies to functions for addresses such as form letters or e-mail

messages for multiple addresses, the address wizard and features of modules such as the

duplicate check from Omikron or the enrichment of addresses by bedirect or YellowMap.

If users have the right to create actions or administer rules, they can define mass changes

of data in CAS genesisWorld and these rights should only be assigned to experienced

users.

For more information, see Data protection measures in the online help.

4.1.4 Administrator settings

Setting the administrator password

The "Administrator" user has already been created; you are logged on with this user

name. This user is always available and always has full access rights.

Define a password for the administrator if you start with the settings.

Go to the User Management area and open the Users folder.

Select the Administrator user and click the Change password icon.


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In the next window, enter and then confirm the password in the appropriate fields.

Users with administrator rights

Other users may also need to execute administrative tasks. For example, one user might

be responsible for portals and another for setting up and administering rules.

Select a user and click the Properties icon.

On the General tab, you will find all the most important settings for administrator

rights.

In the Properties of ... window, open the Administration rights tab.

If you want users to be able to perform specific administrative tasks in the

Management Console, assign the users the corresponding rights in this tab.

The Administration rights tab lists all modules and the corresponding rights. The

modules shown also depend on the CAS products and add-ons you are using. If you have

entered a product license in the Licenses area, this product will be listed here.

If these users log on to the Management Console, they will only be able to see the areas

to which they have access rights and which they can therefore administer.

Select the Miscellaneous checkbox to view this area's settings.

If you have created one or more portals for Web clients in the Portal Administration

module, all portals will be listed when you click this option. Authorized users can then

modify the portals.


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4.1.5 Activation

You have to enter a unique activation key for each installation of CAS genesisWorld. This

key is generated by CAS Software AG and contains customer specific data.

The activation key is essential if you want to activate a software installation with CAS

Software AG. This especially applies to the re-entering and editing of license numbers.

A new or changed license must be activated at CAS Software AG within 30 days.

To activate the license, open the Management Console and go to the Licenses area.

Enter your activation code and click Activate.

A window opens in which you can enter the name of your company, address and

contact person.

Then click Activate now in the window.

4.2 Central defaults

Central default settings defined by the administrator for navigators or view formats

provide users with a standard user interface. You can also decide whether users must

accept these settings or whether they can change them.

Central default settings must be configured in the Management Console and in the

Windows client.

For the settings in the Windows client, log on to the Windows client as an

administrator or as a user with administrator rights.

You will find the settings in the same windows that users can access who do not have

administrator rights. For more information, see the online help in the Windows client,

which you can open by pressing F1.

4.2.1 Navigators

Navigators contain folders and views. The program navigator is shown in the left pane of

the Windows client program window. Link navigators are used in dossiers and show all

linked data records.

Views always display a subset of data, depending on the settings for the view and the

user rights. For more information about navigators, see Navigators in the online help for

users.


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Select a particular user, click Properties and open the Start navigator tab. On this tab

you can set, for instance, whether the user is allowed to create and edit his or her own

navigators or whether he or she is to only use the default navigator.

If you select more than one user, you can then configure the settings for all these users

simultaneously. You can also configure these settings for the Default user.

If a user is not allowed to change a navigator, he or she will also not be able to change

the views in this navigator.

The setting in the first drop-down list on the Start navigator tab applies to all

navigators; that is program navigators, link navigators and document template

navigators.

On this tab, you will only be able to select public navigators. If you, as an administrator,

want to create navigators for users using the Windows client, you will also need the

Create and edit personal navigators right. Only users with administrator rights can

create and edit public navigators. To assign a user administrator rights, select the user,

click Properties, open the General tab and select the Administrator checkbox.

If no other navigator is available or has been set up, then the Autostart (public)

navigator loads when you launch CAS genesisWorld.


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In public navigators for multiple users, filtering by the current user is particularly useful.

The current user is then entered as a variable or place holder. The current user is the user

who is logged on to CAS genesisWorld at that moment.

On the Team tab in a view's properties sheet, there is the Personal and public data

record option. If this option is selected, the personal and public views are displayed for

each user.

Public navigators can contain an e-mail view that automatically accesses the logged-on

user's default e-mail account. This default account is created in the User Management

area, in the user settings.

For more information about e-mail accounts for users and the associated rights, see The

e-mail settings tab in the online help for the Management Console.

A user is not allowed to set up another e-mail account if you do not activate the Allow

user to change administrator setting option.

Document template navigator

The document template navigator contains folders and views for templates. It is available

in the Create document from window and in the Document templates window of the

Windows client.

You can define this navigator as administrator only in the Windows client. The rights that

have been set in a user's properties under the Start navigator tab do also apply for this

navigator. Only one document template navigator can be saved as a public navigator.

The public document template navigator is initially displayed even though users can

create and edit navigators.


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4.2.2 One navigator for many users

You can use business units to assign different users and/or groups of a public folder to

different folders or views depending on their workplace.

In the Business units folder of the User Managment area, you can create different

business units. You can assign one or more business units to each user or group.

Business units can also be administered in the Properties window of each user and each

group, in the Business units tab.

If business units are created in the Management Console, you as administrator open a

public navigator in the Windows client. For certain navigator views, you can define one or

more business units.

Users or members of a user group can then see the folders and views of their business

unit(s) in the public navigator together with the general view. If a new business unit is

assigned to or removed from a user, the public navigator is adapted to the new

workplace.

A user can also be assigned an empty navigator if no business units are assigned.

Business units accumulate: if several business units have been assigned to a user due to

group membership, he or she can see all views that match at least one business unit.

If several business units with identical views have been assigned to one user, these views

are only displayed once.

No business units are assigned to navigator folders. Folders are automatically hidden if all

views of the folder are hidden.

When duplicating users or groups, the assigned business units are also duplicated.

Editing business units in the Management Console

Go to User Management > Business units folder and click the New business unit

button.

Enter a Name for the business unit.

Then the Properties ... window opens.

Select the users or groups that are to see the folders or views of this business unit in

the public navigator.


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Editing the navigator in the Windows client

Open the Windows client and log on as user with administrator rights.

Open a navigator or create a new navigator if you want to make it available as

common navigator for users.

You can, for example, use the Autostart (public) navigator or the Start navigator for

all users, see "Navigators" on page 49.

Save the navigator in the database as public navigator if you have not done it yet.

Select a view and select Properties in the context menu.

Open the Business units tab in the Properties window of the view.

Click Show this view only for the following business units and select the desired

business units.

Do not forget to save the navigator if you create more views.

The setting for business units is only available if the view or the navigator are saved in

the database. Therefore, the setting is not displayed in the view wizard.


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As administrator, you can create and display all views for all business units in a

navigator.

In the context menu of a view, click View and then Preview "business areas". All

business units of this view are displayed next to the view's name.

The Business units button on the right side of the navigator offers checkboxes for all

pre-defined business units with which you can show how a navigator looks like

containing one or several of these business units.

Click on the left Navigator button to undo the preview. All functions for the

navigator are then available again.

What options do users have?

The settings of a user define whether or not users are allowed to create and change

navigators themselves.

With the Create and edit personal navigators setting, users can save the navigator

under their own name. By doing so, the public navigator is transformed to a personal

navigator that can be changed by the user.


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4.2.3 View formats

View formats define the fields that are to be displayed in a list, the order in which a list is

sorted, which font is used, and so on.

Each data record type has a Default (public) view format. For embedded lists, the default

view format is always used, for example, in dossier views.

Select one or several users in the User Management area of the Management

Console.

Open the View formats tab in a user's Properties sheet.

On this tab, you can allow users to create and modify their own view formats and

define default view formats for users.

If you select more than one user, you can then configure the settings for all these

users simultaneously. You can also configure these settings for the Default user.

You as administrator can define the Default (public) view format either here in the

View format tab or in the Settings window of the Windows client in the List tab.

Important

Rights for view formats are only applied if users have rights for navigator views, see

"Navigators" on page 49. If a user cannot change the navigator, he or she cannot edit

view formats either. This also applies if rights for view formats exist.

These rights also apply to the Administrator user. If you, as an administrator, would like

to create view formats for users, you will need rights to navigator views and the Create

and edit personal and public view formats right.

If users are not allowed to create and edit their own view formats, you should provide

them with at least one default view format for each data record type.

The views based on this view format will load faster if you do not select the Notes field

in a view format's displayed fields.


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Do not change view format

If you go to the Rights for view formats drop-down menu and you select the Do not

change view format entry, it will affect users in the following ways:

Users have to use the defined Default (public) view format.

This also applies to embedded lists.

If the Allow user to change administrator setting option is activated, users can

define a different default view format in the Settings window of the Windows client, in

the Lists tab.

Creating and editing own/public view formats

If you select the Create and edit personal view formats entry from the Rights for view

formats drop-down menu, it will affect users in the following ways:

Users may edit or create personal view formats.

The Default (public) view format is used if a user has not defined a personal view

format.


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If the Allow user to change administrator setting option is not activated, the

Default (public) view format is used for embedded lists.

The user can temporarily select a different view format via the context menu of a list.

The next time you open the list, the Default (public) view format is used again.

If the Allow user to change administrator setting is activated, users can define

different default view formats for data record types.

When working with embedded lists, the user can select a different view format from

the context menu of the list. Users can also define a default view format for the

respective data record type with the use as default option.

In the Windows client, a user can define any default view format for all data record

types in Settings > List.

If you select the Create and edit personal and public view formats option from the

Rights for view formats drop-down list, users will be affected in the following ways:

The settings for users for own view formats, mentioned in the previous paragraph, are

also allowed for public view formats.

This setting is also required if you as administrator or other users with administration

rights are to create view formats.

4.2.4 Dashboards

There are three different types of dashboards in CAS genesisWorld:

A dashboard as the first view in the navigator pane.

Company dashboards that users with certain rights can individually create and

configure like any other navigator view.

Data record dashboards that are displayed in separate data record tabs. You can select

for which data records this tab is to be displayed in the Dashboard folder in the

Miscellaneous area in the Management Console.

The Default user's dashboard is used as the default dashboard. This default is used until

a user changes the dashboard. Users can restore this dashboard by clicking Restore

default.

Go to the User management module and activate the Default user in the

Management Console. Normally, this user is deactivated, thus the user will not require

a license.

Log on with the default user account to the Windows client.

Define the default for the dashboard.

You can then deactivate the Default user again in User Management area.


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Public elements

As administrator, you can create public elements for all dashboards in the Windows or

Web client. These elements are displayed for users if they select elements.

Users cannot edit these elements. Any changes made by the administrator to a public

element are applied to elements used by users. If the administrator deletes a public

element, then users will no longer be able to use this element.

4.2.5 Full-text search

With the full-text search, a full-text index is created on all CAS genesisWorld text fields.

Search terms users have entered are then searched for in this index. When searching, the

beginning of a word is taken into account, the order you enter the search terms in no

longer matters, and you no longer have to enter the percentage sign into the search field.

Searching with the full text index, is used for all text field searches in CAS genesisWorld,

for example:

in portals,

in mobile clients,

in the Search window and in the Search register,

in the search field on the toolbar or

when searching via lists.

Defined filters and filter conditions are not included when searching with the full-text

index. You can also use the contains value as equivalent filter criterion.

Search terms that occur frequently such as "and, or, the" and so on, are not included in

the full-text search nor in any search terms that you might enter.

Important

The full-text index search is activated by default for new installations.

You cannot use the full-text search function together with the Microsoft SQL Server

Express Edition database system.

If you use Microsoft SQL Server as database system, the full-text search must have

been installed in the respective database instance. The corresponding service must be

activated for the database.

If you use Oracle as database system, Oracle TEXT needs to be installed on the

database.

If you delete the full-text index, you deactivate the full-text search.


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Activating the full-text search

Open the Database area in the Management Console, and then the General folder.

Click Create full-text index.

Creating a full text index may take some time.

4.2.6 Defining defaults for users

The Fields to search in drop-down list in the Windows client's Search window lists fields

specific to each data record type.

Users can select search fields from the drop-down list. The system then searches the

fields for the search term(s). After the installation of the program, a certain field selection

is available.

Each user can make custom settings in this tab. If the user does not define personal

settings, the settings of the administrator are applied.

As administrator, you may want to enhance or change these entries, for example, to

better support the search using the full-text index.

Log on to the Windows client as administrator, go to the Tools menu of the program

window and go to Settings > Search.

Users adopt the settings of the administrator with the Reset to default button.

Click the Reset to default button to restore the original default settings (defined

automatically after the first installation).

4.2.7 Defining system messages

You can share important system relevant information from CAS Software AG by

displaying it to your users. Once a user has logged on to a CAS product, any relevant

information you want them to have will open in the form of a message. Users can

deactivate the display of theses messages by selecting the Do not display anymore

option.

Likewise, partners or administrators can publish system messages, for example, to inform

users of maintenance windows.

A system message will only open if the message data is valid and if it refers to the current

client.

The messages are currently activated for the Windows client and teamWorks.


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How it works

The system messages published by CAS Software are fetched by the customer's

application servers via a Web service.

System messages are created by administrators in the CustomSystemNews.xml file. This

file has to be saved to the ...\Program Files (x86)\Common

Files\CAS-Software\Server\DotNetData\SystemNews folder on the application server.

System messages can be created in any language and are displayed in a language that

users can understand. When users log on, the application server checks whether any

system messages are present in the language currently being used by CAS genesisWorld.

<?xml version="1.0" encoding="utf-8"?>

<messages>

<message id="1" validfrom="2013-12-01" validthrough="2014-01-01"

client="CAS genesisWorld"

minversion="15.0.0" maxversion="15.0.3" author="CAS Software

AG">

<content language="EN">

<title>English system news</title>

<body>This is the news body.</body>

</content>

<content language="DE">

<title>German System message</title>

<body>This is the message body.</body>

</content>

</message>

</messages>

All system messages are stored in the application server cache and are updated regularly.

Every time a user logs on, any relevant system messages are transferred from the

application server to the client. The transferred data is analyzed by the client and then a

window with one or more messages is displayed.

4.3 Little helpers for users

To configure little helpers go to the Miscellaneous area in the Management Console.

You will find a detailed description on the respective page of the online help.

4.3.1 Central e-mail settings

You can set up a default e-mail account for each user, see "Navigators" on page 49.

To define the update/monitoring intervals for the e-mail accounts (IMAP4 and POP3), go

to the e-mail settings in the Management Console > Miscellaneous.


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With these settings, you also define folders which are not available as offline folders and

you can enter the maximum size of e-mails that are not to be saved automatically in the

database.

Furthermore, e-mail addresses from the global address book of the Microsoft Exchange

Server can be stored in the CAS genesisWorld database. Once you have done so, all these

addresses will then be available for all the users; for example when a user starts typing an

e-mail address, the system suggests possible matching e-mail addresses.

4.3.2 Dossier settings

You define

which data record types the CAS genesisWorld dossier for users will contain,

which fields are to be displayed for each data record type, and

by which field the data records of each data record type are to be sorted.

4.3.3 Input assistance

An input assistance is a pre-defined value for certain fields in the data record window, for

example a selection of values for the industry sector or for countries for addresses.

You can create input assistance options in the Database area of the Management

Console.

You can define input assistance options for almost all fields. Furthermore, you can create

input assistance options for all new fields if they are a varchar data type for text fields, or

if they are for numbers.

Each database field has a certain length. You must not exceed the maximum number of

characters for a field by combining entries.

Select a data record type on the left.

Mark a field and click Input assistance.

In the Create/Edit input assistance options windows, select the input assistance

type, for example, single selection list or checkbox list either with our without input

option.

The special Selection tree input assistance option is available with the Premium

Edition.

You can create specific input assistance options for the Type and Status fields, see

"Input assistance for Type and Status" on page 63.

New and Change opens the same window.


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Group opens the Assign input assistance to group window. Define, for which user

groups an input assistance is to be available. You can assign different input assistance

options to users from different groups or different departments.

The assigned groups will be displayed on the right of the Create/edit input

assistance options window and after each entry in brackets.

Selection tree

The selection tree is a special type of input assistance. These hierarchical input assistance

options are only available in the Premium Edition and offer a tree structure from which

several entries can be chosen in a fixed order.

Examples of a selection tree include parent entries with customers, prospects or suppliers.

The child entries for customers, for example, can be products.

New entry or New opens a window of the same name.

Entry available/ Entry not available indicate whether or not users can select this

entry.

To mark entries as not available is only useful when relating them to a child entry: the

parent entry cannot be selected, only the child entry is available for selection and the

parent entry is automatically entered in the respective field. You can, for example,

define child entries for the parent entry Banks/Insurances: Bank A, Bank B, and so on. If

a user selects the child entry Bank A, the parent entry Banks/Insurances is later

automatically displayed before this entry in the respective field, but the user cannot

select the parent entry.


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Single selection list/ Checkbox list: you can switch from one of these options to

the other if the selected entry contains child entries. Single selection or checkbox lists

always show all the child entries of an entry.

In single selection lists, the options are displayed both in the Management Console

and for users, only one entry can be selected.

In checkbox lists, checkboxes are displayed both in the Management Console and for

users, several entries can be selected.

International input options

You can activate the Use international input assistance option for the Single selection

list, the Checkbox list and the Selection tree. If you then create or change an input

assistance option, enter this input assistance option in different languages.

If you select an input assistance option in the Create/Edit input assistance options

window, you will see that the entries are displayed in the corresponding language.

If you define international input assistance options, users can work with different

languages on the same application server: each user automatically sees the input options

and the entries are displayed in the user's chosen language. This is only possible if users

are not allowed to enter personal text.

If you work with teamWorks or SmartDesign, you can also use international input

assistance options and input assistance options for groups in these Web clients. If you

have created an input assistance list for a field, then the Input assistance selection list

element is available in forms.

Input assistance for the Type and Status fields

This function is only available in the Premium Edition.

You can create input assistance options for the Status field that are dependent on

the Type field. If you select either Type or Status and then click the Input assistance

button, the Administer type and status window will open.

Interdependent input assistance options for the Type and Status fields can be created

for all data record types, except campaigns, opportunities and distribution lists.

The Type and Status fields can also be found in data record types that have been

specially created for your company. Go to Management Console > Database > Create

Type/Status.

In a data record, users can select one option for Type and one for Status.


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Example: consistently storing data records with input assistance

options

Different addresses are consistently entered:

Deactivate the type-independent option for Status on the right side of the window.

Enter the following Type field entries: Customer, Suppliere and Employee.

Select the Customer entry for the Type field and define the following Status field

entries: Lead, A customer, B customer

For the Supplier Type, define the following Status field entries: active, passive

For the Employee type, define the following Status field entries: employed, trainee,

probation

If users select an entry in the Type field, the matching entries are displayed for the Status

field.

Mandatory fields

Click the Mandatory fields button to set mandatory fields. When users then select a

type or status, they will have to complete these fields.

Mandatory fields can be set both for "Type" and for "Status."

For example, you can set up the fields so that when a user selects Customer from the

Type drop-down list, he or she is then required to complete the Sector field.

If you have created mandatory fields via Customize column, then these fields will also

be shown as activated mandatory fields in the Mandatory fields window. You can

only deactivate these mandatory fields by clicking Customize column and clearing

the "Mandatory field" option.


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For more information, see Checking mandatory fields in the online help for the

Management Console.

4.3.4 Display tabs

Type lets you control which tabs are displayed in data record windows.

You do this under Display tabs in the Miscellaneous area of the Management Console.

You can therefore make sure that users only have access to the information they need for

their work.

Mandatory fields on hidden tabs are not checked when the data record is saved. A user

can thus also save a data record if the tab contains a mandatory field that has been

hidden due to the Type setting.

4.4 Address properties

To configure the following settings, go to the Miscellaneous area in the Management

Console and open the Addresses folder.

General tab

Country (default) is the default setting if users create a new address.

Input fields for the address in the data record windows match the standards for postal

addresses in the selected country. Users can individually enter the country for each

postal address of a contact (address).

With Address (default), you define which postal address you want to display when

creating individual contacts.

The Field synchronization tab

Select the Activate/deactivate synchronous field values option to make sure that all

postal address fields for contact partners and companies are always synchronized.

Users must have Edit rights to the Synchronize fields values field to be able to use

this option. If users do not have the necessary rights and they create or save a contact

person, the Activate/deactivate synchronous field values option is set by default

and cannot be changed.

The Duplicate check tab

The Duplicate check checks whether an address has been recorded more than once.

If a user saves a new address that contains data which is similar to an existing address,

this address can be merged manually or automatically. There are various settings

available for identifying such addresses.


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In the Cleaning options tab, you define whether or not duplicates are deleted or

deactivated. If you deactivate found duplicates during duplicate merging, deactivated

addresses are not included when checking duplicates. If you let the system delete

duplicates during merging, deactivated addresses are included when searching for

duplicates.

You will find more information about all settings in the online help pages of the

Management Console, in section Addresses/Duplicate check tab.

Services tab

Addresses are maintained by address service providers such as bedirect or YellowMap.

As administrator, you set up the connections and the respective accounts. In the

Management Console > User management area, you can define who is allowed to

use which services.

The check and enhancement of individual addresses is free with the YellowMap AG

yellow pages. However, bedirect does not provide these services free of charge. For

more information please look up the corresponding user guides at http://hilfe.cas.de.

These features are available to all authorized users, see "Data protection measures" on

page 46. An Internet connection is required. The only settings that may need to be

changed in the Management Console are those under Connections in the

Miscellaneous area.

Georeferencing is a method to enhance addresses with their latitude and longitude

coordinates and with a factor to define the accuracy of the coordinates. To use

map-based services, such as the proximity search, data of the location must be stored

as address coordinates.

The georeferencing is executed via a Web service at CAS Software AG and with an

OpenStreetMap server. This service can therefore be offered for free, but for some

regions, this server may return less accurate coordinates or none at all.

Only the postal address data is transferred to CAS Software. The Web service must be

started in the Server Manager, see chapter "Services tab" on page 113.

If the service is activated, addresses are immediately georeferenced and also

georeferenced if changes have been made. If postal address data is not

georeferenced, or only approximately georeferenced, the software continues to

georeference using intervals.

The initial georeferencing run might take very long if you have many addresses.

The Unternehmensverzeichnis.org directory offers a free directory of German

companies and production facilities. The integration with the

Unternehmensverzeichnis.org directory provides an additional service for the

enrichment of CRM data, and thus increases overall data quality. To use the service

you will have to register at Unternehmensverzeichnis.org; this is currently only possible

in German.


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Using the EBID number that was automatically assigned by the service, the data of

companies saved in CAS genesisWorld can be matched to the information provided by

Unternehmensverzeichnis.org. You can flexibly update or complete the data whenever

needed.

Group structure tab

Different addresses are linked following the parent-child relations model (1:n). Users

can see and edit these types of hierarchies in an address' Group structure tab. You

can make the settings in the Management Console.

On the General tab, select the fields for the top level and those for the sub-levels.

On the Details tab, select a 1:n link to be used for the display. In Field name select a

field with an input assistance list. You can now select a specific color for each input

assistance option of this field. Depending on the value of the input assistance, the

background color for an address changes. The Group structure tab also has a legend

for users.

For example, in the Field name drop-down list, select Sector and then choose the

desired colors for the items in the input assistance list.

4.4.1 Unicode

Unicode is a universal standard encoding scheme for all characters in all of the world's

writing systems.

The conversion to Unicode applies to all data records types in CAS genesisWorld. Once

completed, users can enter in fields any character from any language. For international

addresses, this means that names, places, addresses, and so on, can be entered and

displayed using the "correct" characters.

To convert a database to Unicode, click the Activate Unicode button in the Database

Wizard.

A dialog box then opens prompting you to enter your administrator password. The

conversion to Unicode may take a while and is irreversible.

Now, when you create new fields for addresses in the Management Console, these fields

will automatically be set to Unicode.

Important

Make sure that you back up your database on a regular basis.

To convert to Unicode you will require additional memory: two to three times the size

of your database.


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When you convert an existing database to Unicode, you must install an SQL

Distributed Management Object (SQL-DMO) on the application server's computer.

You must also do so if the database is installed on a different computer.

The conversion to Unicode cannot be reversed.

Converting to Unicode increases the amount of storage space for the database.

The conversion to Unicode may take several hours to complete, depending on the size

of your database.

The performance of live operation can be lower when using Unicode.

If you use the replication function, this setting must be the same in all domains.

teamWorks, CAS genesisWorld, SmartDesign and Mobile Sync support Unicode for

entering and displaying data.

When importing addresses, Unicode is not supported.

When integrating third-party systems such as ERP systems, or using these systems

with mobile devices, you have to ensure that they are compatible with Unicode. CAS

Software does not test these third-party systems.

We recommend to only activate Unicode if you really use it.

4.4.2 Privatizing addresses

The figure shows the options for addresses. The Addresses data record type can be user

sensitive or not user sensitive. If a data record type is not user sensitive, then all

addresses are public.

If you allow that one or several address types are privatized, addresses are user sensitive,

but they are automatically created as public data records.


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Depending on your settings in the Management Console, addresses can be set to private

by users. The user who has privatized the address is then entered as participant in the

address and external access is set to Private.

For example, you can configure the settings so that users are only able to label individual

contacts as private addresses. Each user can save private contacts. Individual contacts can

still be created as public addresses. Companies and contact persons cannot be privatized.

First, in the Database area, set the Address data record type to user sensitive.

Now go to Miscellaneous/Addresses area, and then select which types of addresses

can be privatized: companies, contact persons or individual contacts.

Define whether you want all users to be able to privatize data records or only the user

who creates an address.

The settings have the following effect on the user:

The Private address option is displayed in the address data record ‒ either for all

addresses and users or just for the user who created the address.

If an address is privatized, the user who currently edits the address is entered as

participant. Once the user has saved the address, no other users will be able to access

this address, and this address will also not appear in any search results.

To make a private address public again, uncheck the Private address checkbox.

In special cases, addresses cannot be public or private, e.g. if addresses are switched

from user sensitive to public or if addresses were imported. If this happens, then the

"Select participant" button is automatically displayed so that you can select

participants.

4.5 Primary links

You as administrator can define basic settings for primary links in the Management

Console, in Miscellaneous > Links.

Primary links are only available in the Premium Edition.

You have three options when working with primary links:

Primary links are deactivated by default. This means you do not work with primary

links and none of the functions described for primary links will be used or activated.

Primary links have been activated, but no Mandatory primary links have been

defined.

Users can then enter primary links, but do not have to use them. Depending on the

processes in your company, some data records might be linked with primary links and

other data records are not.

Primary links are activated and Mandatory primary links are predefined.


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Mandatory primary links are used to set hierarchical relationships between

addresses, projects, jobs, appointments, documents, phone calls and e-mails. In other

words, the data is structured hierarchically.

Working with primary links and mandatory primary links

Once you select an item from a drop-down list in the Mandatory primary links area, the

primary link becomes a mandatory primary link. Furthermore, you can set the hierarchy

levels of primary links and the data record types for which you want to define primary

links.

The drop-down list next to the data record types lists the items for which you can set a

mandatory primary link.

If you have defined primary links, they must be entered in the data records by the user,

otherwise the data record cannot be saved.

An address is usually the data record where primary links are first linked with as per

default. The address can be a customer or a supplier, and data record types can be

companies, contact persons or individual contacts.

On the next level, projects are linked: if you work with primary links, you can enter one

primary link to an address for a project.

A project can also only have one mandatory primary link to one address. If you have

defined mandatory primary links for projects, then users must enter the primary link

for the project to the address in the data record.

Primary links are 1:n links. This means, that a data record from a higher level can be

assigned any number of sub-level data records. One sub-level data record can only be

assigned one parent data record.

A project can or must have one single primary link to an address:

Project ----> Address

An address can be linked to several projects:

Address -----> Project 1

-----> Project 2

-----> Project 3

The next level comprises jobs. A job can have a primary link to an address or a project.

You can set mandatory primary links for addresses or projects.

A job can or must have one single primary link to an address or a project. The

project/address can then be linked to several jobs.

On the sublevel of jobs, you can create any other levels with jobs if the administrator

has set the corresponding rights.


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Following these rules, a hierarchical structure is built.

The following figures show the maximum number of hierarchy levels that can be build

with primary links.

The order of the levels is predefined. You can omit levels but you cannot change their

order.

The following figure shows an example of an hierarchy without job data records.

The following diagram shows that appointment data record types must be linked with

Projects over a primary link; all other data record types must be linked with Jobs.


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Examples

Primary links are efficiently used, for example, for project management tasks if you want

to assign all data saved in your system to a certain project and the project itself is

assigned to a certain customer (address).

A customer is interested in a product. Create a project called Interested in product A.

For the customer with the Interested in product A project, create a job called Events.

Now link appointments for a presentation, the customer's visit to a briefing, a cover

letter, phone calls, and so on, to this job.

A supplier needs to print 1,000 brochures; create a project called Print brochures

June.

For the suppliers with the project Print brochures June, create a job called Prepare

print. Link all appointments with the design studio, the print agency, the offer, and so

on.

For the internal project Intranet, start with the address of the employee responsible.

The employee creates the jobs Criteria and Implementation. Now link the meetings

with colleagues, documents containing suggestions, e-mails, and so on, to these jobs.

Impact of primary links

There are now buttons available on the General tab for entering primary links in the data

record window. Entered primary links are displayed in the data record window.

The Tree tab in the data record window and the Tree view show an overview of the

primary links' hierarchical structure. There are also functions available for editing primary

links.

You can also view all links and primary links on the Dossier tab.


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4.5.1 Settings for primary links

On the Primary links tab, you can select the primary links and mandatory primary links

that you want to use and define the corresponding settings.

Select the Activate primary links checkbox. You will then see further setting options.

Mandatory primary links

In the Mandatory primary links column select whether, and if so, which mandatory

primary links you want to enter for a data record type.

Due to the pre-defined hierarchical structure, the following settings can be made:

Projects: you can only enter addresses as mandatory primary links.

Jobs: you can enter projects and addresses as mandatory primary links.

For tasks, appointments, documents, e-mails and phone calls, you can either select

addresses, projects or jobs to be linked as mandatory primary links.

If you want to create a specific hierarchy, select either Address, Project or Job for the

desired data record from the drop-down list.

Phone calls

Type and Status of an address are displayed for phone calls, if the address is linked to the

phone call with a primary link.


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Select the Hide Type/Status of primary address checkbox if you want to hide these

fields.

Example

In addresses of the "Leads" type, you can select Negative, Positive or Neutral in the

Status field. If a user enters a primary link to such an address in a phone call data record,

the Type and Status fields from the address are then displayed in this data record. This

information is displayed and users do not have to open the address data record. Users

can then change the items in the Type and Status fields directly in the phone call and

these changes are then applied to the address.

Fields displayed in Parent

Select the fields which you want to display for users in the data record window in the

Parent area.

These fields help users to identify parent data records without having to open them.

Fields displayed in link wizard

Select the fields which users see in the link wizard if they search for the data records.

These fields are searched if users enter text directly in the input line.

Add participant

For jobs, tasks, documents, and so on, select whether participants are to be added

from the parent project.

These users are then automatically entered as participants when a primary link is

entered for jobs, tasks, and so on.

Users can still change or enhance this selection.

History

The Parent drop-down list in the data record window shows the last primary links a user

has entered.

The contents of this drop-down list depend on the user.

Save from level allows you to set from which level the Parent drop-down list is to

display primary links.


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Jobs

Below the job level, you can set up any other level with jobs. This is made by creating a

primary link for one job to another job.

You can only do so if you have not selected the Hide flexible job hierarchy option.

If you select the Hide flexible job hierarchy option, you will not be able to enter a

primary link from one job to another.

4.6 Settings for rules

The Notification and Action Service allows you to define rules for automating routine

processes in your company. A rule determines which events automatically trigger which

actions.

There are two types of rules: rules for notifications and rules for actions.

Rules for notifications

With rules for notifications, participants can be sent e-mails to notify them when certain

data records have been, for example, created or edited, or if a deadline has been missed.

Even changes to links can be monitored.

Members of a group receive notification when the group is added as a participant to a

data record. Users can subscribe to these notification rules. There are also mandatory

notifications. These are sent to users even if they have not subscribed to a rule. Users are

also notified if they have been entered as subscribers by the administrator.

Notifications can now be sent in multiple languages. This requires that the notification is

available in different languages. To enable this you have to ensure that the language

packs have been installed and that language support for multiple languages is enabled

on the Server settings tab in the Rules area of the Management Console.

Rules for actions

With Action rules, when changes are made to data records or a deadline has been missed

for particular data records in CAS genesisWorld, then new data records are created, data

records are linked with other data records, and so on. Users cannot subscribe to these

rules.

Notifications and actions can be defined for all data record types that are included in the

standard edition.

You can also define notifications and actions for data record types which have been

created for your company. To do so, the Record type is visible in the CAS

genesisWorld client option must be activated when creating the data record type.


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For more information about rules and how to create rules, please refer to the online help

pages of the Management Console.

4.6.1 Creating rules

As an administrator, you can administer rules in the Rules area of the Management

Console.

In the Rules for notifications and actions tab, you can define specific actions for

changes made to data records or links, missed deadlines, and anniversaries.

With rules for actions, new data records are created or existing ones can be changed

or linked. These rules cannot be subscribed.

With rules for notifications, an e-mail is sent to participants notifying them when a

data record is created or changed. Users can subscribe notification rules if the

respective option is ticked when creating a rule.

In the Management Console, the administrator can set whether a user is allowed to

create or edit rules. To do so, select a user, click Properties, open the General tab and

select the Rule administrator option.

Users can create or edit rules in the Management Console if you have selected the

Rules option for them. To do so, select a user, click Properties and then open the

Administration rights tab.

Users that have Rule Administrator rights can also create or change rules over the

Windows client on the Rules tab in the Settings dialog box.


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The Windows client features the same windows and functions as the Management

Console. The same applies to the help pages.

E-mails

Users do not need Rule administrator rights to set rules for e-mails sent from their own

e-mail accounts.

Users can set these actions for e-mail in the Rules for e-mail tab, which you will find in

the Rules and the E-mails tabs in the Settings window of the Windows client.

4.6.2 Notifications and actions

In the Rules for notification and actions tab, you can define the actions that are to be

carried out, for example, when a data record has been changed or a deadline missed.

You always select the data records of a certain data record type which you want to

monitor.

A rule can be based on various events:

Data record change: the system monitors whether a new data record has been

created or an existing data record has been changed, linked, deleted or restored.

If changes are to be monitored, click Setting... to set which fields are to be monitored.

Likewise, if links are to be monitored, click Default to set which data record types are

to be monitored.

With Deadline exceeded the system monitors the date fields of specific data records.

You define a deadline for one of these fields before or after the date.

You can, for example, define to be informed 7 days before a project milestone will be

terminated.

With Anniversary the system monitors the date fields of specific data records. For one

of these fields, you can define a time period before or after this point in which an

action is to be executed.

For example, all customers and suppliers are to receive a birthday card from the

employee who takes care of them. The employee is informed by a rule 3 days before

the birthdays.

Link change monitors the links between certain data records.

For example, you want to be informed when documents are linked to your projects.

After you have created/defined data record types and monitored events, you can define

actions and users.

For each event, you can select which action is to be triggered depending on the event.


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The recipients of a notification can be defined in more detail using subscribers,

variable and predefined recipients, users and/or resources of CAS genesisWorld and

addresses.

Monitoring the execution of rules

You as administrator can control the load of the notification and action service on the

application servers with several settings.

With the Monitoring interval, you define time intervals during which the program

checks and executes rules.

Set up a Schedule if you do not want to execute a rule, for example, each week day. The

schedule applies in addition to the monitoring interval, that is, depending on the settings

for the schedule, a rule can be executed at specific times, or more often or less frequently

than scheduled in the monitoring interval.


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In the Server settings tab, the application server on which the notification service is to

run is entered. This tab is only available in the Management Console.

Furthermore, you can configure the application server that is to execute the rule. In that

way, the load of the application server can be controled if you plan, for example, to

execute some rules more often than others.

In the Statistics tab you, as the rule administrator, can show various Notification and

Action Service evaluations such as service runs, executed actions or the number of

triggered data records.

4.6.3 Special considerations

If you work with rules functionalities, you can easily and quickly create or change a lot of

data records. In the worst case, cycles, with endless changes or creation of new data

records, can develop.

Important

Rule administrators must know exactly what they do and must have been trained on

how to use rules.

Please pay special attention to the following information and recommendations,

particularly if you are an administrator.


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The notification and action service is a server service and runs on a CAS genesisWorld

application server.

The service checks all rules for monitored data records in a predefined Monitoring

interval. If an event occurs, the corresponding actions are executed.

To not overload the application server, the service only runs for a certain period of time

depending on the load of the application server. During this time, all rules are executed

once. The duration may vary depending on the configuration of the rules. The service

pauses for a set time, and then all rules are once again executed. As a result, the time

between an event occurring and the execution of the action may vary.

The application server's performance

The application server load depends on the Monitoring intervals of the rules. If the

application server's load or the number of actions means that the monitoring intervals

cannot be adhered to, you have the following options:

It might be that too many users have the Rules administrator right.

Are the rule administrators well informed and do they know the limitations of this

service?

We recommend to only assign the Rule administrator option for specific users and to

train these users on how to work with rules.

Can the administrator check and restrict existing rules?

If the rules have been checked and given the all-clear, you can then set up an

additional application server for the notification and action service.

Special considerations

Furthermore, you have to include the following when working with the notification and

action service:

Multiple rules from one or more users can lead to cycles or infinite loops.

For example, user A creates the following rule: "When a task is in status "x", then

create a category "y" appointment." User B creates the following rule: "If a category "y"

appointment is created, then create a status "x" appointment."

Cycles of this type are not identified by the CAS genesisWorld application server.

The volume and number of e-mails and edited or created data records have to be

considered. A large number of actions can be executed, depending on the size of the

installation, the number of users and rule administrators, and the user scenario.

You can only execute one action for each rule. For more actions, several rules must be

defined.


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The notification and action service does not allow you to illustrate a multi-level

workflow with conditions, branches, and so on. This is not wanted.

4.7 Editing print definitions

You can define the look of printed data records in the print definitions. You as

administrator can change print definitions and decide which fields in which sort order are

to be printed, how these fields are formated, how you embed your company logo, and so

on.

You can change print definitions in the Database area of the Management Console.

On the toolbar for data record types, click Customize data record type, open the

View format > Print tab and then click Edit.

Important

This tool does not let you customize the printing of lists and calendar views.

For each data record type and each language, several default prints exist. You do not

need to defined additional print definitions for the same data record type.

Before you start working with the print definitions, it is a good idea to back up the

existing print definitions by using the export function.

If you want to change the print layout of an e-mail, you must use an HTML page as a

template; you cannot do so with a print definition. You will find the HTML pages for

e-mails in the following folder: ...\CAS-Software\CAS genesisWorld\Client\TEMPLATES.

Administrator Manual • Rights

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The file names of e-mails contain Online in their name, and offline or archived e-mails

contain Store in their name.

Before you change the HTML pages, you should back up these pages first. These HTML

pages may be overwritten when a new version of CAS genesisWorld is installed.

Additional information can be found in the online help of the Management Console, see

Edit print definitions, Print definitions - Example and Adjustable print definitions.

5 Rights

The administrator assigns rights in the Management Console. The administrator

determines which users are allowed to view and edit which data.

A user can also assign rights to other users; in principle, at least to data records that he or

she has created.

This chapter describes the basics of the rights system. For an example of the procedure in

the Management Console, see "Creating users and groups" on page 42. For information

about rights for preventing unauthorized access to data, see "Data protection measures"

on page 46.

If you are not already familiar with the features described in this chapter, we recommend

you open the respective features in the program as you work your way through the

chapter.

5.1 Assigning rights as administrator

The administrator assigns rights in the Management Console. This includes

the creation of users,

permitting the use of add-ons,

setting user sensitivity to define if rights can be assigned to data records,

assigning rights to data record types and data records, and

defining external access rights between users.

The following diagram shows a simplified version of the rights model. This simplified

model helps you getting started. It will then be easier to understand the more detailed

information of this chapter.

The different data record types are displayed as a scheme.

As administrator, you assign rights for all data record types, for example, tasks or

documents. You have a vertical view on the data and assign rights to columns, also to

fields of the data records.


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Users have a horizontal view of the data and can assign rights to data records. Those

rights that result from the intersection set of rights are the rights that apply.

5.1.1 Key terms for right settings

Access rights include Read, Insert, Move, Change, Delete and Full rights. If you have

full rights, you can also delete items from the Recycle bin. These rights apply to data

record types, data record type fields, or particular data records. You as administrator

assign access rights in the Management Console: which users or which groups of users

are to have which access rights to data record types, data record type fields or certain

data records.

External access rights control to what extent users can access the data of other users. If

users in a department have been assigned the relevant external access rights, they will be

able to access each other's documents, appointments, tasks, and so on; act as deputies

for colleagues; and accept tasks.

In the Management Console, the administrator defines external access rights between

users. Administrators can change the external access rights to their data records

themselves if you as administrator allow these changes. If a user then changes external

access rights, the setting of the administrator in the Management Console is also

changed. This also applies the other way round. The administrator's settings overwrite the

user's settings, and vice versa. The most recent settings always apply.

Owner rights control the rights to individual records created by a user. If a user creates a

data record, then he or she "owns" this data record; in other words, the user has full

rights to this record. When creating data records, a user can add other users as

participants to this data record. Then these users can be assigned full or partial rights to

this created data record. This data record is then also "owned" by the participants ‒ either

fully or partly.


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There are also public data records and data records with participants.

Public means that users have not been assigned owner rights to the data record or that

the data record has not been marked as user sensitive. Each user has access.

One or more users are usually assigned to a data record as participants. These

participants have owner rights to the data record. The person who creates a data record

is automatically entered as participant. If this user removes himself or herself from the

data record, then the data record is delegated to the remaining participants. If no

participant is entered in a data record, the data record is public.

A private data record can only be viewed by the user it was created by and who has been

entered as a participant. If you require extra data security for a meeting between an

employee and the works council, or for private documents, for example, then you can set

them to private. External access rights are deactivated for private data records.

Users see confidential data records either if they are entered as participants or if they

have specific rights and/or external access rights.

5.1.2 User sensitivity: authorizing user rights

For users to receive user rights to data records and to be able to assign rights, the data

record type must be user sensitive.

To set a data record type to user sensitive, go to the Database area in the Management

Console. Select a data record type from the top left and then click Customize data

record type. In the next window select the This data record type is user sensitive

checkbox.

If data records are user sensitive, users can select participants for these data records

when they create them and also assign owner rights.

If a data record type is not user sensitive, the data records of this data record type are

public: users cannot enter participants for these data records that means there are no

owner rights to these data records. Public data records can be viewed by all users and

can be edited by all users. There are more options for addresses, see "Privatizing

addresses" on page68.

As an administrator, you can assign rights to data record types that are not user sensitive

by using a filter to limit access, see "User and group rights to data record types" on page

88.


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5.1.3 Creating users and groups

Creating users

When you (the administrator) create users in the Management Console, you will also

enter the user names and passwords for these users.

When creating the users, other properties are defined, for example, rights to data

records, external access rights, or whether a user is allowed to work with add-ons or

extensions.

The Administrator user is already created. This user always has extensive rights and

cannot be deleted. In this way it is ensured that at least one user can log on to the

Management Console and to CAS genesisWorld.

Creating groups

Groups are created in the Management Console. Groups can also be assigned access

rights to data records. Users can be members of a group with full or restricted rights.

Members of a group with full rights have at least read-only rights to each other's data

records; except for private and confidential data records.

If users were not granted external access rights and they are not members of a group

with full rights, no participants will be displayed for participant selection. Important: if a

user does not have full rights in a group, this user can be seen by other users with full

rights, but he or she does not see the other users in the respective windows.

A group can also be member of one or several group(s); with this hierarchical groups are

created.

In so doing, you must make sure you do not create a cycle. A cycle is a loop in a

hierarchy, for example, group A contains group B, group B contains group C and group C

contains group A. Cycles in hierarchical groups occasionally result in an involuntary

transfer of rights and are therefore not allowed in CAS genesisWorld.

When creating hierarchical groups, the system checks if a cycle would be created.

Furthermore, hierarchical groups are checked for cycles upon each start of the application

server. If the system finds a cycle, you (the administrator) will be notified the next time

you log on to the Management Console. If the system discovers a cycle, it then ignores all

hierarchical relationships between the groups.

5.1.4 Administration rights

Other users may also need to execute administrative tasks. For example, one user might

be responsible for portals and another for setting up and administering rules.


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To assign user administration rights, select a user from the list, click Properties and then

open the Administration rights tab.

This tab lists all modules and the corresponding rights. The modules shown also depend

on the CAS products and add-ons you are using.

5.1.5 Setting external access

You can set up external access for users to enable them to access other user's data

records:

Before you can set external access rights, you must first select the Activate external

access option under Access rights in the User Management area of the

Management Console. If you do not select this option, then none of the following

settings will apply.

By selecting this option, both you (as administrator) and the users can define various

settings for external access rights.

In the Management Console select a user and then click Properties. On the External

access to/from others tabs, you can define which external access rights each user has

to other users or from other users.

Each user can also assign other users external access rights to his or her own data

records, see "External access rights" on page 93.

To allow a user to do so, select the user, click Properties, open the General tab and

select the Set up external access rights checkbox.

The administrator's settings overwrite the user's settings, and vice versa. The most

recent settings always apply.


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5.1.6 Access rights through group membership

A user, who has full rights as a member of a group, has read-only external access to the

data of the other members of this group. This applies to all data record types. It does not

apply to personal and confidential data records.

If a member of a group has fewer rights than the other members, he or she will not be

able to select users as participants or view the other group members' data.

This means that if groups are added to a data record as participants, some group

members may not have the same rights to this data record as other group members. A

group can be entered with full rights as participant to a data record. If a member of this

group does not have full rights within this group, he or she will also not have full rights to

the data records.

If a user has different rights in different groups, these rights are added together. A user

then has the sum of all his or her rights; in other words, the highest rights from all his or

her memberships.

The access rights of users due to group membership are defined in the following

locations:

You will need to select the Activate access rights depending on group membership

option under Access rights in the User Management area of the Management

Console. If you do not select this option, then none of the following settings will apply.

To define the rights that a particular user has in a group, select the user, click

Properties and then open the Membership tab.

Users can activate or deactivate access rights through group membership in their

settings if they have selected this option on the General tab in the Properties

window, see "External access rights through group membership" on page 96.

Selecting participants without read rights to data of the group

Users can select other users as participants if these users are displayed in the Select

participants window.

A user can see the users of a group if the user has full rights in this group.

And a user sees those users to which he or she has external access rights.

Members with full rights within a group have access to all data records of other

members. This applies to all data record types.

If you do not want users to automatically have read rights to other users' data, you can

monitor the collaboration by defining external access rights.

Go to User Management > Access rights and deactivate the Activate external

access rights depending on group membership option.

Activate the Activate external access option.


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In the User Management area, open the Properties window of the respective user or

the respective group and then go to the External access from other users tab.

In the lower part of the tab, go to the Default drop-down list and select See times in

the calendar.

Select the Default value from all other drop-down lists.

With this setting, the respective users will see themselves in the Select participants

window and they will see the times of all data records which are displayed in one user's

calendar. These data records can not be opened.

5.1.7 User and group rights to data record types

You as administrator can define access rights for each user and group down to the data

record's field level. With restricted rights for a certain field, users cannot see or edit this

field.

User rights are managed via special rights groups, see also the chapter on "Creating

users" on page 42. In the process, you can define rights such as read, insert or edit for

users, groups and data record types, which determine what users can do with data record

type data records.

You can use a filter to specify which data records of a data record type a user or group

can apply their rights to. You can even restrict access to data records that are not user

sensitive. To do so for users and groups, go to Properties, open the Rights tab and click

Details.

For example

Addresses within a company are not user sensitive and thus public. Hence, all users

having full access to addresses. There are two categories of addresses: General and

Business partner. Let's say you would prefer to restrict access to business partner

addresses to the board of directors and their personal assistants. The administrator can

set a filter for addresses using the General category so that users will only be able to

access these addresses.

Under "Details" on the "Rights" tab in the "Properties" window, you can set which fields in

a data record type a user or a group is allowed to view or edit.

Users can also assign rights

If you create a data record, you can assign rights, see the chapter on "Key terms for right

settings" on page 83. The settings on the Rights tab in the Properties window for the

user determine the extent and scope of the rights that a given user can define.


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In addition, the settings in the User management area in the Access rights folder are

also valid.

Using Rights you can set for data records, you can define which rights and access

rights users can set for data records. The settings are applied to the Windows client,

teamWorks and mobile CRM solutions.

The settings do not affect the displayed access rights in the Management Console and

you as administrator can further define all available rights.

The following access rights are mandatory and cannot be deactivated here: Personal,

Read and Full rights.

With the other options, you define which rights are displayed for users and can thus be

set for data records.

If users, for example, create a data record, exactly those rights are displayed in the Select

participants window that you have previously allowed.

The settings of the Access rights folder effect both on owner rights and on external

access rights. The setting refers to all users, also the Administrator user.

The setting applies not to general external access rights of data records. For the rights to

the general external access, all available rights can be set, also if you restrict the displayed

data. You as administrator can define the general external access in the Management

Console in the users properties.


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5.1.8 Rights, filters and details

You as administrator have several options to assign users access rights to user-sensitive

data record types in the Management Console.

Rights to data record types Select a user or group, click Properties and open the

Rights tab.

Rights to specific data records of a particular data record type

Select a user or group, click Properties, open the Rights tab and select a filter.

Rights to data record fields Click Properties, open the Rights tab and click Details.

What are the resulting rights when these settings are combined?

The following examples involve two groups with differing rights, and also a user who is

member of both groups.

Rights to data

record types

Details:

column-relat

ed rights

Result

Group A Addresses:

insert

All fields:

change

Inserting rights to data record types

Full rights to all fields in new data

records

Group B Addresses:

change

Turnover field:

no rights

"Change" rights to data record type

No detail rights to the "Turnover"

field

User AB is a

member of

group A and

group B

Addresses:

change

All fields:

change

"Change" rights to data record type

Full detail rights to all fields

For user AB, the highest right that has been set for a data record type and for the fields

apply, regardless of the filter settings.

Change rights to a field only come into effect when at least Change rights (or Insert for

new data records) have been activated at the data record type level. This means that if

you have set the rights to this data record type to Read, users will only be able to read

fields in these data records.

If Read rights have not been activated for a particular field, a user with rights to

addresses will still be able to view the address, but not this field.

User AB's rights that vary at the data record type level and at the field level are

compared, and the highest right applies.


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If you define settings for fields in "Details," you must define these settings for all

groups.

The same principle applies to the following example, even if address access rights have

been further restricted by means of a filter.

Rights to data

record types

with filters

Details:

column-relate

d rights

Result

Group A Addresses: insert

Filter: Postal

code = 7%

All fields:

change

"Insert" rights to the "Address" data

record type for the postal code area

7

Full rights to all fields in new data

records

Group B Addresses:

change

Filter:

Postal code >=

60000 and

Postal code <=

89999

Turnover field:

no rights

"Change" rights to the "Address"

data record type for postal code

areas 6 to 8

No detail rights to the "Turnover"

field

User AB is a

member of

group A and

group B

Addresses:

change

Filter:

Postal code >=

60000 and

Postal code <=

89999

All fields:

change

"Change" rights to the "Address"

data record type for postal code

areas 6 to 8

Full detail rights to all fields

As in the previous example, the highest rights that user AB has to the data record type

and to the field apply.

The rights to the fields are not connected to the filter.

5.2 User rights

The following examples show how users can assign rights for other users:

When creating data records, users select participants for the data record. When a user

creates a data record and selects its participants, he or she thereby determines who

has owner rights to this data record.


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External access allows a user to select other users and allow them to access the data

records he or she has created or in which he or she is a participant.

Furthermore, users can also deactivate External access depending on group

membership.

5.2.1 Owner rights: selecting participants for data records

Data record ownership rights can only be issued if the data record type in question is

user sensitive.

Rights are assigned in the same way for all data records as being described with the

following example:

Create a new appointment.

Click this icon (located next to the Participants field or on the toolbar). The Select

participants window opens.

On the left you will see the users, groups and resources. The list contains the users

who are in the same group as you, and

who possess full rights within this group, and

to whom you have been granted external access rights.

As the owner of the appointment, you have full rights to the appointment and are

automatically entered in the Participant list on the right.


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Move the users, groups and resources, which are to participate in the appointment,

from the list on the left, to the right. Once this is done, they will also become

participants, or owners of the appointment.

You can move objects using either the icons or by double-clicking.

If you press the Ctrl button and click on several users with the left mouse key, you can

enter these selected users with one click. Multiple marked users cannot, however, be

moved with just a double-click, in this case you will have to use the icons.

Using the drop-down list you can assign the users in the right list right access rights

(full, read-only, etc.) to the data record.

The Rights button opens a window in which you can define the access rights for

marked participants. Read or Edit, duplicate describes which actions are possible

through the action right. The highest level is full rights. With full-rights you can also

delete files.

The administrator can set external access rights between users. The figure shows all the

available access rights. It could be the case that are presented with fewer rights and,

therefore, only the most important rights are displayed.

If you remove all participants from a data record, it becomes public. In other words, all

users will have full access to this data record.

The All (public) participant can be assigned varying rights.

Example

Make an appointment with a colleague. Add the All (public) user and your colleague

as participants. Assign your colleague full rights and the All (public) user read-only

rights. The colleague can then move the appointment, change notes, insert a link and

so on. All other colleagues can view the appointment, but cannot change it.

5.2.2 External access rights

With the help of the external access right, you can make data from one user available to

another. External access rights can be set separately for each data record type and user.

If the administrator has given users authorization, they will be able to set external access

rights themselves or change the settings in the Management Console.

To do so, open the Tools menu in the Windows client, select Settings, open the General

tab and then click the Change external access button.

In the Change external access window, select the users who are to be given external

access rights.

You can set the external access rights in the bottom half of the tab. Click Expand to

display all data records. You can now assign different external access rights for each user

and data record type.


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5.2.3 Owner rights and external access rights

If you (as a user) select participants for a data record (thereby assigning who has owner

rights), you can set the general external access.

Open a data record (e.g. an appointment) and the click Select participants button.

You will see the Maximum external access rights drop-down list below.

In this drop-down list select the external access rights to the data record as described

in "External access rights" on page 93. The settings in the Select participant window,

however, only apply to:

to only this data record,

to all users, whom you (as a user) or the administrator have assigned general

external access to, and

as restriction for users who have access rights to users to whom you have external

access to.

If specific external access rights have been set for a data record, all users who have access

rights to your data will have these external access rights.

Example

The users A, B and C all have different external access rights to user D's appointments.

User A has full external access rights,

user B can edit the data records, and

user C does not have any access rights to user D's data.


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User D creates an appointment and sets the highest level of external access to Read

only, see the figure below. This means that users A and B can only read the data record

and can no longer edit or delete the data record. Nothing changes for user C, because

this user does not have any external access rights to user D.

By setting the external access rights at the data record level, you are moving the red line

either upwards or downwards which sets either more rights or less rights respectively.

In the Maximum external access rights drop-down list, you can also select the

Private status, see "Private and confidential data records".

Alternatively: you can assign specific users fewer rights

Access rights to a data record can be controlled and granted for specific users on an

individual basis.

Add these users as participants to the data record.

Select the participant(s) in the list on the right.

Click the Rights icon above the list on the right and select the rights for these

participants.

Owner rights have priority over external access rights: if the owner rights and external

rights differ, then the owner rights apply. This way you can assign a participant, for

example, read-only rights to one of your data records. This right applies even if this

participant has full external access rights to your data records.

Similarly, you can also set access rights for a group and those of a member separately:

A group is a data record participant with full rights. User A is a member of the group

and has full rights in the group. As a result, user A also has full rights to a data record

to which you have assigned this group as a participant.


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Now add user A as a participant to the data record. Assign this participant Read rights.

Participant A now has read-only rights to this data record even though he or she is a

member of the group.

5.2.4 External access rights through group membership

Members of a group with full rights have at least read-only rights to each other's data

records; except for private and confidential data records. This can be changed in the

Window's client.

The administrator has to activate permissions in the Management Console, which

allow this setting to be changed.

In the Tools menu, click Settings.

Open the General tab and select the Deactivate access rights based on group

membership checkbox.

5.2.5 Delegating data records

If you remove yourself as participant from a data record you delegate the data record to

the remaining participant(s).

As long as the data record will not be delegated a second time, you as previously entered

participant have the assigned rights no matter how often the data record will be changed

by another user.

5.2.6 Shared calendar view

Users who have external access to other users will be able to view their calendars.

This means you can view colleagues' calendars and then make an appointment when

they are all available.

Open a calendar view and then open the Team calendar drop-down list, which is

located on the top right-hand side of the program window.

A drop-down list opens. Select a user. This user's calendar entries will then appear in

the calendar area.

The team calendar view displays the activities with the settings, colors, and so on, that

you have defined for your own calendar view.

Alternatively, instead of selecting a user from the drop-down list, type in two or more

users separated by commas. These users' calendar entries will then appear in the

calendar area.


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You do not need to type out the full names. Just start typing and the system will

complement your text.

Click the cross in the field to return to your calendar.

5.2.7 Interdependence of rights

There are different ways a user ‒ in this case user A ‒ can be assigned rights to a data

record:

In the Management Console, the administrator assigns user A access rights to data

records.

User A is member of a group with full rights and therefore has read-only access to all

records created by other members of the group, except for private and confidential

data records.

In the Management Console the administrator assigns user A external access rights to

user B. User A therefore has access to user B's data records.

User A is a participant of the data record.

User B has given user A external access to his/her data records.

User B assigns user A external access rights to a data record that differs from the

default external access right. User B's general settings therefore restrict external

access.

Please note the following rules

A user's user rights and group rights are compared and the highest apply. This is why

a user's group membership should not grant him or her more rights than intended.

The general external access right can be set in the Management Console by the

administrator and can also be set in the user settings for each data record type and for

all users separately on an individual basis.

In addition to the general external access rights, data record owners can also restrict

external access rights. If these settings have been enabled for a data record, then

these rights apply to all users who have external access to the owner of this record.

This allows the owner of the data record to set rights limited rights to the data record.

Owner rights have priority over external access rights. Owner ship rights are ranked

higher than external access rights: if external access rights are restricted to a data

record, then these rights apply to all users who have external access rights to the

owner of this record.


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Access to a data record can thus only be assigned for selected users: if a user has been

selected as participant of a data record and the owner right differs from the external

access right, the owner right is applied and not the external access right.

Example – the CEO's appointments

The Chief Executive Officer (CEO) of a company and his/her secretary and another

employee are in the same group together and have been given full rights. As a result, the

each have read external access rights to each others' data records.

Chief Executive Officer Secretary Other employee

Creates an appointment in

which he or she is the only

participant.

External access: read-only

due to group membership

The secretary can read but

cannot edit the appointment.

External access: only

read-only rights due to

group membership

The employee can read but

cannot change the

appointment.

Changes his secretary's

external access rights and

assigns her Full rights and

Access to confidential data

records for appointments.

Now, she has full rights to

the appointment.

He or she can still only read

the appointment.

Creates a new appointment

and sets external access to

Access to confidential.

She has full rights to the

appointment.

He has no access to the

appointment.


and sets external access to

private.


appointment.


appointment.


with the secretary as a

second participant.

Has full rights to the new

appointment created by the

Board of Directors.

Can read but cannot change

the appointment.

Administrator Manual • CAS genesisWorld e-mail integration

99

6 CAS genesisWorld e-mail integration

This diagram provides an overview of e-mail integration with CAS genesisWorld.

You as administrator usually set up the mailboxes on the e-mail server.

CAS genesisWorld supports IMAP4 and POP3 e-mail accounts.

The connection between the mailbox on the e-mail server and CAS genesisWorld is

established via the e-mail account. You as administrator can set up the e-mail account

and display it in the users' navigator.

Users can set up a different e-mail program as standard e-mail client in CAS

genesisWorld, see "Integrating e-mail using other programs" on page 101.

All received and sent e-mail going to and coming from an e-mail account are

managed on the e-mail server.

You access the e-mails on the e-mail server online using an e-mail client: in CAS

genesisWorld, for example, this would be an E-mail view (mailbox).

As e-mails are managed on the e-mail server, these e-mails are not recognized as CAS

genesisWorld data records, which means that the application server's load is not

affected.

The e-mail account for the notification service must be set up in the Rules area of the

Management Console. You can set up a SMTP account because e-mails only have to be

sent.

Users can work either online or offline. Offline means that a connection is not made

to the e-mail server and e-mail account content is accessed via a local folder.

In the account properties, you define More settings for the offline mode. Define

where you want to save e-mails for the offline mode.


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We recommend transferring e-mails to local folders for a better performance. Only the

user with access to the mailbox can access the e-mails in a local folder.

Local folders are folders on the computer of the user.

User archiving

E-mails of an e-mail account can be archived in CAS genesisWorld. In the process, a

copy of your e-mail is saved to the database as a CAS genesisWorld data record. As

soon as an e-mail has been archived, you can select participants for the e-mail and the

e-mail can be linked with other CAS genesisWorld data records.

The archived e-mail is no longer linked with the e-mail in your mailbox on the e-mail

server.

You can archive e-mails in offline and in online mode.

6.1 E-mail server

CAS Software AG tests e-mail servers to ensure they are compatible with CAS

genesisWorld. For a list of the compatible e-mail servers, please refer to the current

release notes at http://hilfe.cas.de.

Requirements

Here are the minimum requirements an e-mail server should fulfill:

The e-mail server must be multi-session capable.

Depending on the use scenario, the number of simultaneously open connections per

user on the e-mail server should be set to at least twenty. The reason for this is that

CAS genesisWorld refreshes the e-mail of multiple mailboxes at the same time and a

user could also have several e-mail windows open simultaneously.

You should ensure that the e-mail server and the CAS genesisWorld application server

are not installed on the same computer. Avoid these scenarios or test them with

respect to system stability and performance.

6.1.1 Supported e-mail protocols

The CAS genesisWorld e-mail client supports the IMAP and POP3 e-mail protocols

according to the defined standard.

Some e-mail servers and providers do not comply with the defined standard and as a

result may not work with CAS genesisWorld. Because of this, you should try and use the

approved e-mail server or provider recommended by CAS Software.


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For more information about released e-mail servers and providers for CAS genesisWorld,

please refer to the current release notes at http://hilfe.cas.de.

CAS Software does not guarantee or support any e-mail server that has not been

released or approved for CAS products.

IMAP

Using the Internet Message Access Protocol (IMAP), users can save their e-mail and

folders directly to the e-mail server. The IMAP protocol was developed primarily to

enable users to edit e-mails independently. IMAP offers a number of options to

administer and store e-mails and folders.

The current release is version 4 which is supported by CAS genesisWorld. All the common

e-mail servers support IMAP, for example, Microsoft Exchange Server. And the majority of

providers offer IMAP for a fee.

POP3

As a rule, providers usually offer the POP3 (Post Office Protocol) free-of-charge.

For automatic refreshes, CAS genesisWorld requires more than one connection per

e-mail account to the e-mail server. Some e-mail servers do not offer this option as a

standard. The automatic update does not work with all e-mail servers.

In contrast to IMAP, POP3 does not manage e-mails using a folder structure on the

e-mail server, but does this instead on your local computer. Incoming and outgoing

e-mails are saved on your local folders. These e-mails do not exist on a separate

computer unless they are saved on a network folder.

If instead of a folder on your local computer, you set up a folder on your network then it

is possible that other users could have access to your e-mail.

E-mails in folders also must be backed up. We recommend to make a regular backup if

users frequently receive e-mails.

Make sure that you do not run a virus scan on these folders because this might change or

delete the e-mails. If files from these folders are deleted it can lead to data loss.

For the reasons mentioned above, we do not recommend POP3 use in a professional

environment.

6.2 Integrating e-mail using other programs

If they wish, CAS genesisWorld users can opt to work with other e-mail programs and

select another e-mail program as their default e-mail client.


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And when composing an e-mail in CAS genesisWorld their e-mail program of choice will

then open automatically.

Archiving e-mails using other e-mail programs

An extra add-in is required to use both Mozilla Thunderbird and Microsoft Outlook. This

enables users to archive their e-mail in Mozilla Thunderbird or Microsoft Outlook at the

touch of a button and in the process, archive them as CAS genesisWorld data records.

Please note the following features with the Microsoft Outlook add-in:

The installation and pre-requisites vary depending on the version of Microsoft Outlook

you are using.

The add-in for Microsoft Outlook 64 bit can be installed without the Windows Client

by CAS genesisWorld.

Pre-requisites and basic requirements include: at least Microsoft Outlook 2007, service

pack 2 including the current Microsoft updates or service pack 3.

The add-in for Microsoft Outlook 64-bit can be installed on the computers via MSI,

see the MSI user guide at http://hilfe.cas.de.

For more information, please go to our online help pages for users, on the Mozilla

Thunderbird and Microsoft Outlook page.

6.3 Logging on to the e-mail system

E-mail accounts can be set up by the administrator or the user. The procedure in both

cases is the same.

The administrator's settings in the Management Console overwrite the user's settings in

the Client, and vice versa. The most recent settings always apply. To apply the

administrator's settings, users must restart CAS genesisWorld.

You will find more information on setting up an e-mail account in the Management

Console Online Help on the Setting up an e-mail account page.

You as administrator define in the Management Console, whether users can change

pre-defined e-mail accounts or whether they can create own e-mail accounts.

Public navigators can contain an e-mail view that automatically accesses the logged-on

user's default e-mail account.

You will find more information on setting up an e-mail account in the Management

Console online help pages on the Personal e-mail accounts in the navigator page.

Administrator Manual • Backing up data

103

6.4 E-mail settings in the Management Console

You as administrator define all the general e-mail settings for IMAP4 and POP3 accounts

in CAS genesisWorld in the Miscellaneous area of the Management Console.

Automatic actions intervals

Transferring e-mail addresses from the Microsoft Exchange Global Address Book

External access rights to archived e-mails

Saving archived e-mail as of a specific size in the document archive

Global e-mail signature

The settings apply for all users and all e-mail accounts.

You will find more information on e-mail settings in the online help pages for the

Management Console, on the E-mail settings page.

7 Backing up data

A backup is a copy of the data in the database saved to another storage medium such as

a hard disk or another computer. You can use the backup copy to restore the original

data should a computer suddenly break down and you lose all the data. For this reason,

we recommend that you do not create a backup on the same computer the data is stored

on, because if anything were to happen to this computer, you would also lose this

backup data.

Important

We strongly recommend that you back up your data every day.

For example, you can create a backup on any day of the week. These backup files are

then overwritten the following week. This means you can create a backup of your data

for the last five working days.

RAID (Redundant Array of Inexpensive Disks) systems provide more data security by

saving your data more than once and to more than one disc.

If you are using CAS genesisWorld extensions, you may need to perform additional

backups. This is not explained in this manual.

You may also want to back up your data, for example, on a monthly or quarterly basis.


104

7.1 Backing up databases

The database contains the data of all data record types (addresses, tasks, etc.) and data

on the users, licenses, settings, and so on. Metadata for archive documents is also stored

in the database. However, archive files such as Microsoft Word documents and PDF files

are stored in the Document Archive, not in the database, see "Document management

with CAS genesisWorld" on page 26.

If you use Microsoft SQL Server, then use the Server Manager to back up this data, see

"Server Manager: Backup/Restore tab" on page 111.

As is normally the case, a number of special tools are available for making database

backups.

7.2 Backing up documents

The archive files are stored in the Document Archive. The Document Archive is located in

a special folder that you have indicated when installing the program. To back up the

Document Archive, copy the whole folder to another storage medium. You can also use

an archive system.

7.3 Backing up portals

The administrator creates a backup of the folders in which the portals are stored.

Portals are created for teamWorks or SmartDesign.

7.4 Backing up e-mails

We also recommend that you back up your e-mails.

Once an e-mail has been archived in CAS genesisWorld, this e-mail is backed up the

next time the CAS genesisWorld database is backed up.

If e-mails are processed on an e-mail server, then you must also back up this

computer.

If users work with local folders or a POP3 account, e-mails are located in a different

folder. Users can select this folder individually.

Please make sure that these folders are copied to another data source at regular

intervals to ensure data backups.

Make sure that you do not run a virus scan on these folders because this might

change or delete the e-mails.


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7.5 Database access protection

The sa user (system administrator) is automatically created for the database when

performing a default installation of CAS genesisWorld with SQL Server Express Edition or

Microsoft SQL Server.

For security reasons, we strongly recommend to assign a password for the database to

prevent unauthorized access to your data.

When installing CAS genesisWorld for the first time, assign your database a password.

This way you make sure that only the CAS genesisWorld application server can access

the CAS genesisWorld database.

Once you have entered the general password saMSDEdb2005, we recommend that

you change the password immediately.

Changing the password at the SQL Server Express Edition

Here the SQL Server Express Edition procedures are displayed. In this scenario, all CAS

genesisWorld components including the database system must be installed on one

computer.

Launch the CAS genesisWorld Database Wizard. To do so, click Start on the Windows

taskbar and click All Programs > CAS genesisWorld > Database Wizard.

In the Database Wizard for CAS genesisWorld window, select your database and

click Disconnect.

Now launch the Server Manager, switch to the Server registration tab and click

Stop, see "The Server registration tab"" on page 110.

Click Start on the Windows taskbar and then click Run.

A window opens. Type cmd in the input field and click OK.

The (DOS Box) window now opens. Enter the following command and press [ENTER]:

osql -E osql -E -S localhost\SQLExpress

Make sure you capitalize the E and the S.

Now enter the following command and press [ENTER]: sp_password @old = null,

@new = 'NewPassword', @loginame ='sa'

Enter the following command and press [ENTER]: go

Enter the commands exactly as explained here, including the spaces.

However, you should replace 'NewPassword' with a new and complex password.

Inverted commas also have to be entered.

A strong password contains letters (upper and lower case), numbers and special

characters.

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106

You will receive the following message notifying you that your password has been

successfully changed: Password changed.

Now enter the new CAS genesisWorld password, so that CAS genesisWorld can still

access the database.

Now, you will need to open or switch to the database wizard.

Click Connect.

Now enter the following in the Access to database page:

Name of database computer: localhost\SQLExpress

User name: sa

Password: enter the new password here

Database name: select the desired CAS genesisWorld database

The settings for the document archive on the following page can be kept.

Click Finish.

The CAS genesisWorld application server is restarted automatically.

8 Important tools

There are a number of programs for these tools:

The database wizard assists you with various database processes after installation.

The Server Manager allows you to manage the application server.

8.1 Database Wizard

When installing CAS genesisWorld, you will usually carry out the necessary operations for

the database management system.

Once you have installed the database, you can use the Database Wizard to help you carry

out various database procedures, for example:

creating a new database

configuring database access for the CAS genesisWorld application server, or

updating a database.

All modules and industry solutions are integrated into an installed or updated CAS

genesisWorld database. You do not have to adjust the database if you use a module like

Helpdesk or an industry solution like IT Services. Once you have entered a license for a


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particular module in the Management Console, you will then see all additional fields for

this module.

The Database Wizard has its own online help. You will find all of the fundamental

principles and an overview of all key functions set out in the Administrator manual.

Once you have installed the application server, you can then launch the Database Wizard

on the computer the application server is running on. This computer has to have access

to the database computer.

To do so, click Start on the Windows taskbar and click All Programs > CAS

genesisWorld > Database Wizard.

On each of the wizard's pages is an explanation of what you can do on this particular

page. The following explanations will provide more information about the different pages

of the wizard.

8.1.1 Multitenancy

Multitenancy means that you can access several databases (tenants) using the CAS

genesisWorld application server. You will need licenses for each database and for each

tenant.

Different users can be created on each database and each database can contain different

data.

Multitenancy allows you to run applications that are completely independent of each

other, for example, a CAS genesisWorld application for employees, one for suppliers and

partners, or one for customers.

8.1.2 Functions

When you start the database wizard, a page will open displaying a list of all the available

databases. On this page, you can activate all functions for databases.

New database: you have just purchased CAS genesisWorld and want to get started.

Or you would like to create a new database, see "New databases" on page 108.

Connect: click this button to connect CAS genesisWorld to another existing

database, see "Connecting a database" on page 108.

Disconnect: click this button to disconnect CAS genesisWorld from the selected

database.

Set default: one database is always set as the default database. If you only use one

database, then this is automatically set as the default database. When you launch the

Management Console, you will automatically log on to this default database.


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If more than one database is available, these databases will be shown in a drop-down

list when you logon to the Management Console.

Rename: click this button to change the name of the selected database. This only

changes the name that appears in the Windows client logon window, not the actual

name of the database.

Update database: click this button to update an existing CAS genesisWorld database,

see "Updating databases" on page 108.

Expand: click this button if you already have a CAS genesisWorld database and would

like to expand it, for example, with new data record types from a partner solution, see

"Expanding databases" on page 109.

Adapt character set: by clicking that button, you can adapt the character set, see

"Adapting the character set", on page 109.

Updating the database

The database and the CAS genesisWorld application server must be compatible with each

other. If you have installed a new version, you can update the database using this

function.

Log on to the CAS genesisWorld application server using the administrator password. The

database wizard will then update your database to the new version.

Creating new databases

For more information, see "Database management systems" on page 13.

When working with a new database, log on to the Management Console using the user

name Administrator and leave the password field blank.

Connecting to databases

If you want to connect CAS genesisWorld to another database, click Connect and the

Accessing the database page opens. Select a database.

If you are using Microsoft SQL Server and the user name and password for the database

computer has been entered, you will then be able to select the available databases from

the Database name drop-down list.


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Expanding the database

You can expand a database by creating additional fields (columns) using the

Management Console, or by adding extensions from a partner solution. The extensions

can be found in the script files.

When expanding the database, the system searches for script files in the "...\Common

Files\CAS-Software\DBWizard\SP" folder.

Running script files can have an impact on your data stock. You should ensure that you

have a current backup of your data stock as it now stands, so that in case of any

problems you can always return your system to its current status.

Customizing the collation

You can use the database wizard to change the currently used character set of the

database. In this way, you can convert, for example, to a Turkish character set and also

display the Turkish special characters correctly.

Additionally, you can activate Unicode, see "Unicode", on page 67.

8.2 Server Manager

The Server Manager controls the application server in areas such as data maintenance,

automatic updates and backups.

To start the Server Manager on the application server click Start > All Programs >

CAS genesisWorld > CAS genesisWorld Server Manager.

The Server Manager settings are saved each time any changes are made.

Online Help resources are available for the Server Manager, and a few key points are also

covered here in the Administrator manual.

Each activity is logged in the lower pane of the window and you can also monitor the

latest status.


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Server registration tab

On this tab, you can select the account to be used for the CAS genesisWorld application

server, and then enter the corresponding user name and password.

You have defined the type of registration during installation, see "Registering the

application server", on page 21. The installation type can be changed here.

This tab also allows you to stop or start the Application server this is useful, for example,

before or after carrying out an update to the database.

Automatic operations tab

On this tab, you can also automatically set times for stopping and locking the Application

server, for example, for completing a daily backup.

Database tab

On the Database tab you can test the connection between the application server and the

CAS genesisWorld database and have this connection monitored. If, for example, a

Microsoft SQL server has been shut down unexpectedly, the CAS genesisWorld

application server must be shut down explicitly and restarted. Only then can Microsoft

SQL server be restarted and users can log on again.

If CAS genesisWorld clients spontaneously terminate during work, the connection to the

application server may be lost.


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In such instances, you would normally receive a notification that the connection between

the client and the application server has disconnected, and to continue you will have to

re-start the client.

In the Server Manager, you check whether the application server is finished or could not

be activated. It could be that application server cannot connect to the database. To check

the connection you can use the Test database connection button.

Backup/Restore tab

Here you will find the database system functions for creating backups.

You can use the functions in the Server Manager's Back up/Restore tab to back up a

Microsoft SQL Server database.

Enter the folder for backing up and restoring the database. The computer on which

the database is installed must have write rights to the paths entered in this field.

Check the Daily database backup at checkbox to make sure that the database is backed

up every day.

Click Back up now to back up the database. In the process, any existing backups could

be overwritten if you do not change the file name.

Click Restore now to restore backed-up data. Before you back up or restore data, you

must shut down and lock the CAS genesisWorld application server.

E-mail/Messages tab

On this tab, you can determine which users and administrators are to receive automatic

e-mail messages every time an action is carried out by the Server Manager. You can

enter, for example, a shared address for all users and an address for the administrator.

Load balancing tab

With the automatic load balancing, the load of several CAS genesisWorld application

server is controlled.

8.2.1 How do you set up load balancing?

The following description gives you an example of how to set up load balancing. The

number of application servers you work with does not influence the architecture.

You deploy three application servers: you want users to work on two of the applications

servers; application server App1 has a higher performance than application server App2;

you want to use the third application server App3 for replication.


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In order to set up the load balancing functions, please do the following:

Open the Server Manager of the application server App1 and change to the Load

Balancing tab.

Activate the Activate automatic load balancing option.

In the Application server area, enter the name of the application server App1 in the

corresponding field.

Click the Add button. The system will check whether the application server can be

accessed.

Add then the application server App2. The load is balanced between these two

applications servers.

At Measuring method, you can select how the system is to identify the load, for

example, by client logons.

Client logons measures the number of the logged on users.

Processor load refers to the load of the processor of this application server.

Memory load refers to the load of the main memory.

With the Coefficient, you can define how you want to measure the load. A value of 1,

for example, means that a client logon will be measured with a load of 1; a value of 5

means that a load of 5 will be accepted.

As the application server App1 has a higher performance and you define your current

settings for this application server. Define here a coefficient of 1.

Now open the Server Manager of the application server App2.

In the Load balancing tab, activate the Activate automatic load balancing option.

As measuring method, select Client logons.

Enter the value 5 as Coefficient.

This means that the accepted load is higher with each client logon. By defining a

higher coefficient, you make sure to create a lower processor load.

Now open the Server Manager of App3.

Make sure, that the Activate automatic load balancing option is not activated in the

Load balancing tab.

This application server is now not included in the load balancing process, but is only

used for replication functions.

Users should only log on to the application server App1. With your settings, you have

automatically distributed the logons between both application servers: thus, about 5

times more users will work on the application server with the higher performance than

on the application server with the lower performance.


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If you deploy CAS genesisWorld with more than 100 users, you can also allow users to

log on to several application servers.

8.2.2 Effects of the load balancing feature

If you directly log on to the computer of an application server, the logon is not

automatically distributed to an application server. This means you force the logon to a

specific application server.

In the Server name field of the logon, the localhost entries, the IP address or the

computer name can be entered.

If you log on to the Managment Console, there is likewise no automatic logon

distribution to the application server.

You can put a colon directly in front of the server name to ensure that you are always

logged on to the selected server.

This may be important, for example, if one dedicated application server is used for

replication tasks and users must log on to this application server.

Services tab

You can manage WebServices and Java services for extensions on the Services tab.

The .NET Framework 3.5 Service Pack 1 component of Microsoft must be installed

before you start the WebService, see

www.microsoft.com/de-de/download/details.aspx?id=22.

This component is installed when installing the installation server if the framework

does not exist on the computer.

The WebServices and Java Services are needed for different extensions like

add-in for Microsoft Outlook for quick archiving, see the Microsoft Outlook

information in the online help pages for users,

SmartDesign Web client

Mobile sync,

Mobile CRM solutions

SmartSearch,

LDAP Server, and so on.

You will find more information on extensions in the relevant user guides, at

http://hilfe.cas.de.

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114

Automatic updates tab

CAS Software product updates are published on the Internet and can be automatically

downloaded, see "Automatic updates".

9 Passwords in CAS genesisWorld

The following table shows where passwords are required in CAS genesisWorld:

Database

User name Password More information

sa

with Microsoft

SQL Server

any,

but not empty

Databases are usually protected by means of a

username and password.

See also

Online Help Database Wizard

sa

with SQL Server

Express Edition

saMSDEdb2005

any personal

password, but

not empty

This is the default password that is issued with CAS

genesisWorld at installation. We strongly

recommend that you personalize this password as

soon as possible.

Application Server

Registering the application server requires a Windows user. In return, the Windows user

requires access to the document archive folders and also to the replication folders.

User name Password More information

any any During installation, you can register the CAS

genesisWorld application server using the

Interactive user or the Current user accounts.

This setting can be changed in the Server Manager.

See also

Administrator Manual

Online Help Server Manager

Administrator Manual • Passwords in CAS genesisWorld

115

Management Console/Windows client

You will have to create all users in the Management Console. If a password has not been

set, users can logon without one and then create and set their own password.

You can also logon to CAS genesisWorld using your Windows Authentication, for more

information see the Online Help for the Management Console.

After the initial installation, you can log on using the access data we sent you.

User Administrator; leave password empty

You should set a password for the administrator as soon as possible.

10 Index

A

Access rights • 83

Action service • 75

Addresses • 46

ADO • 6, 13, 32

Application server • 6, 11, 21, 27, 32

make available • 111

available offline • 99

B

Backing up

e-mails • 104

Backup • 103, 105

addresses • 46

archive file • 25

database • 103, 105, 111

document archive • 103

Backup database • 109

Browser • 12, 13

C

Calendar • 94

Client/Server configuration • 6, 10

COM • 6, 28, 32

Component services • 27, 32

Computer • 6, 11

Configuration • 6, 10

Client/Server • 10

Creating users • 42, 85

D

Data leaks • 46

Data security • 103

Database • 6, 13, 105

backup • 103, 105, 109

database access • 24

database wizard • 18, 106

installing • 13, 23, 24

password • 24, 105

sa • 13, 24, 105

Database computer • 108

Default account • 102

Demo database • 24, 108

Distributed configuration • 34

Document archive

backup • 103

Document Archive • 25

Document Archive • 25

Documents • 25

E

E-mail • 99

backing up • 104

default account • 102

IMAP • 100, 101, 102

integration • 99

mailbox • 99

offline, online • 99

POP3 • 100, 101

server • 100

setting up an account • 102

E-mail integration • 100

Empty database • 24, 108

External access rights • 83, 93, 94

example • 94, 98

group membership • 87

personal • 94

private • 83

set • 94

setting • 86

through group membership • 96

F

Full rights • 83

G

Group • 85

as participant • 92

external access rights • 87, 96

membership • 85

H

Hardware • 11

Hotfix • 34

I

IIS • 12, 13

IMAP • 100, 101, 102

Installing clients • 34

Interactive user • 21, 109

L

Languages • 20, 61, 67

Laptop • 10

installation • 21, 36

update mechanism • 36

License • 25, 46

multitenancy • 107

Local folders • 99, 104

M

Mailbox • 99

Management Console • 6, 18, 24, 41

password • 24, 47, 108

Membership • 85

Messages • 109

Microsoft Exchange • 101

Microsoft Internet Information Services

(IIS) • 12, 13

Microsoft SQL Server • 13, 23

Microsoft Word • 26

mmc • 28

MSI • 39

Multi-user operation • 10, 18

N

Network • 10, 12

Notification service • 99, 100

O

Operating system • 13

P

Partial replication task • 10

Password • 6, 41, 114

application server • 21

database • 24, 105, 108

Management Console • 24, 47, 108

sa • 13, 24, 105

Performance • 10, 79

Personal • 94

POP3 • 100, 101

creating an account • 102

Portal • 12

backup • 103

Print definitions • 81

Private • 83

Protocol • 109

e-mail • 100

Provider • 101

Proxy • 22

Public • 49, 83, 84, 92

display format • 49

navigator • 49

R

Registration • 49

Release notes • 12

Restore now • 109

Rights • 42, 82, 97

data record • 84, 92, 94, 96

data record type • 82

detailed rights • 90

external access rights • 83, 93, 94

owner rights • 83, 92, 94

Rules • 75

S

Security

Internet • 22

Select participant • 84

Select participants • 92

Server Manager • 21, 103, 109

Setup directory • 34

Single workstation installation • 10

Software requirements • 13

Software update • 34

SQL Server Express Edition • 13, 23, 24,

103, 109

T

TCP/IP • 11

This user • 21, 109

U

Update mechanism • 18, 34

User sensitive • 82

User sensitivity • 84, 92

User-defined installation • 20