OnBase Tips and Tricks

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OnBase Tips and Tricks

• Larry Tate

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OnBase Tips and Tricks

• Policy Planning
• Backups Data Recovery
• Technical Tips

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OnBase Tips and Tricks

• Policy Planning

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Administrator Training

• Provides greater onsite support.
• Better user training and follow up.
• More intimate knowledge of business and the
  business processes.
• Vision to apply in-house technology to new
  issues.
• Anticipation of future needs.

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Administrator Training

• Trained, experienced administrators get more out
  of your vendors and resellers.
• Less talk, more action the confidence to
  conceive, test and implement.
• Trained, experienced administrators understand
  and implement Vendor suggestions best practices
  better.

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Test Networks

• Key to a Dynamic Imaging installation.
• Increases ROI by
• Testing of new processes before production
  implementation.
• Training users prior to deployment.
• Extra experience for administrators.
• Confirmation of infrastructure abilities.

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Test Networks

• Permits the possibility of a seamless upgrade.
• Upgrade possible points of failure
• Custom programs
• Scripting
• Workflow processes
• 3rd party program integration
• Data imports and exports

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Change Management

• Document System
• Document all Configuration Changes
• Have multiple people with an understanding of the
  installation
• Create an organized transfer of knowledge when
  change happens

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Virtual Machines

• Unsupported by Hyland
• Yes, they can be powerful tools!
• Yes KeyMark uses them.
• BUT - the near infinite combination of various
  VMs, BIOS, firewalls/security and platforms make
  troubleshooting VM implementations very
  problematic.

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OnBase Tips and Tricks

• Backups Data Recovery

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Backup Good Data

• Check Verification Reports Daily for COLD and DIP
• Check Sys Unidentified Items
• Check Source Directories for COLD and DIP
• Clear all Document and Process locks regularly

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Backup Minimum Requirements

• Perform Daily File Backups
• Perform Transaction log backups at least daily
  and more often if needed
• Perform Daily Database Backup
• Backup the Master Database and other Databases if
  needed

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Backup Good Data

• Keep all Disk Groups in as few locations as
  security concerns allow
• Monitor Disk Group sizes vs. number of Volumes
  allowed vs. Storage Volume

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Backup Locations

• Do Not Backup to the Source Disk Array
• Backup Maintenance Plan Backup Files to Tape
• Remove Weekly and Monthly (at a minimum) Backup
  Tapes to a secure off site location

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Backups

• Confirm Daily Backups
• Confirm Transaction log backups
• Confirm Database Backups
• Check Maintenance Plan and Backup software logs
  for errorsDaily
• Test restoring Backups at least 1 a year

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Avoid Disaster

• Keep All Data and Databases on Fault Tolerant
  Hardware
• Run RAID 5 or 6
• Use Hot Swappable Disks in all servers keep
  spare disks on hand
• Monitor server performance and program Alerts for
  problems

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Data Restore

• Practice Beforehand on the Test Network to
• Reduce Restore Time, Creating Up Time
• Verification of quality Backups
• Ensure Accurate Restores
• Have similar environment ready should the
  hardware failure be Catastrophic

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OnBase Tips and Tricks

• Technical Tips

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Desktop Optimization

• Put the OnBase Web Server in the Trusted Group
• Do not Block pop ups, Active X and .Net from the
  OnBase Web Server
• For best results use IE
• Delete all desktop Themes, 3rd Party Tool Bars,
  Web Crawl info BS etc that uses resources

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OnBase Optimization

• Disable the Document List Refresh user option for
  all users
• Configure Workflow to process and remove
  documents efficiently. Maintaining 20,000
  documents in Workflow (esp in a few queues) will
  hinder performance

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OnBase Optimization

• Set Process Tuning Options on all processing
  workstations, COLD DIP etc

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OnBase Optimization

• Transaction log maintenance purge from client
  periodically

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OnBase Optimization

• Workflow log Maintenance - purge from client
  periodically

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Troubleshooting Tools

• Verbose Log Captures all queries sent to the DB
• DMErrorviewer Captures errors in thin client
  communications
• SQL Profiler Trace
• Performon, Filemon Sysmon

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Troubleshooting Tools

• Baseline performance of network communications
  for comparison
• Baseline statistics of CPU, Disk and Memory usage
  for the DB and File servers
• Dont wait for a problem and wonder what the
  statistics should be

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Workflow Tools

• WF Search Indicates where various features of
  the Workflow are
• WF Replay graphically displays selected
  portions of the history of a Lifecycle
• -WFTRACE command line switch activates the
  Trace Window, Trace to File and Step Debug
  buttons

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Workflow Tools

• WF Doctor Checks the Workflow for configuration
  errors, potential issues and unused elements and
  orphaned items
• WF Export export workflow configuration for
  backup or development on a test db
• WF Doctor - saves findings as a configuration
  report for analysis

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Workflow Simulator

• Create life cycles graphically
• Simulates document processing and queue
  transitions
• Stand alone app
• No database connection
• No license to buy

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Database Optimization

• Have a Dedicated Database Server

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Database Optimization

• Set the Transaction Log on a separate Disk Array
• Hyland recommends RAID 2 or 10 for that Array
• The Transaction Log should be the only file on
  the Array
• Truncate the Transaction Log Regularly

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Database Optimization

• Pre-Size the TEMPdb to 500 mb so that it does not
  need to auto-grow
• Pre-Size the DB spaces so they do not Need to
  auto-grow
• Disable Parallelism for the SQL server Instance

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Database Optimization

• Set SQL to Dynamically manage Memory
• Set the Maximum Memory to 300 mb less than what
  is on the server
• Buy more Memory!

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Database Optimization

• Hyland recommends Disabling the Auto-Update
  statistics Auto Shrink
• Auto-Update will use only a 10 sample of the
  data too small a sample size
• These processes can cause undo overhead during
  key business hours

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Database Maintenance

• Run automatic Database Maintenance Plans for your
  database
• Multiple Plans can be run against the same DB
  not all tasks require the same frequency

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Database Maintenance

• Reorganize the Database weekly
• Remove Unused Space from the database files

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Database Maintenance

• Update the Statistics weekly
• Set the Sampling to be 100

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Database Maintenance

• SQL 2005 does NOT include an option to set the
  sample percentage when updating the Statistics
• Hyland recommends NOT using anything less than a
  100 sample when updating statistics
• Hyland will provide a custom script for this
  process in SQL 2005

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Database Integrity

• Check the DB Integrity in a Maintenance Plan

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Database Integrity

• The Maintenance Plan Integrity check runs the
  DBCC CheckDB command
• Use CheckDB command with REPAIR_FAST or
  REPAIR/BUILD parameters to fix issues
• If these do not repair issue restore known good
  backup

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Questions?
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Thank You!