AttachToo - Best Practices, Getting Started & Keys for Success

Table of Contents:

AttachToo document storage Best Practices:

When selecting a location to store the company’s document attachments the location should have the following considerations.

1. Should NOT reside within the existing “APPS\AGRIS” directory structure to minimize setup time and prevent unauthorized access to the directory.
2. The network location (folder) for AttachToo must be configured for access by the AttachToo DMS system user account -  This folder structure should not be accessible by non-administrative users. 
3. The AttachToo folder location should be included in Backup routines.
4. UNC paths are required and should be based on IP address instead of the computer name.
5. The AttachToo directory should be excluded from real-time virus protection.
6. The AttachToo folder location should consider adequate disk space for future growth.
   1. To calculate the size required, consider the avg saved size of PDFs generated from the system.
   2. If using AGRIS standard forms consider 250 - 500K per form saved. 

Getting started with AttachToo document storage for the I.T. Manager:

1. The network administrator should identify a network share where documents will be stored. This share can only be accessed by the domain\user designated to store and retrieve documents.
2. The network administrator should create a system account that has the security rights to the AttachToo directory structure. (Example – “AttachTooDMS” as a user id.)
3. Ensure the account created in Step 2 has full rights to the AttachToo directory specified in step 1.
4. Contact AGRIS support (800-366-2474) to activate the AttachToo extended option for use if not currently activated. 
5. Access AGRIS>Customize>System Security to enable the following two options.
   1. SYS – GENERAL OPTIONS - ATTACHTOO DOCUMENT STORAGE – ability to add attachments
   2. SYS – CUSTOMIZE - ATTACHTOO STORAGE SECURITY – Ability to edit storage location and credentials (should only be configured for the main administrator for AGRIS)
6. Log in as the Main Administrator for AGRIS and access Maintenance > Dataset Maintenance and select the dataset you intend to activate to use AttachToo. 
   1. You will observe a new option for AttachToo Storage Directory
   2. Select the “Configure” button to enter the system account credentials from step 2.
   3. Enter Current Login Information (leave blank if not assigned) and select "Change Directory/Login Info" button.
   4. Enter the AttachToo DMS directory path created in step 1.
   5. Enter New Login Information.
   6. Use the “Test Connection” button to ensure successfull configuration
   7. Re-enter password and click "Save" button to save new DMS directory and credentials.
7. Contact the AGRIS user rights security to inform them that users can now be configured to “attach” files to the AttachToo Document storage folders within system security (by default this option is set as “NO ACCESS” for AGRIS user accounts.

Key points for success:

1. Document Storage Path must be a UNC path. Example: \\servername\sharename\DocumentStorage
2. Document Storage Path length, "local equivalent", cannot exceed 219 characters. UNC paths are converted to a local path on the server. When this happens the local path on the server may be larger than the specified UNC path.
3. Example: \\server\sharename could be translated to a local path of c:\temp\folderA\FolderB\FolderC\sharedfolder. In this example the UNC path length is 18 however, the local path equivalent length is 44.
4. Username should include domain name. Example: domain\username
5. Username should be a user with full permissions to the Document Storage Path.
6. The Document Storage Path is dataset specific.
7. The User Credentials for accessing the Document Storage Path are shared across datasets even though the Path is dataset specific

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