IMPORTANT: STOP, READ (readme.txt 10/15/2001) Copyright 1998, 2001 Ziata! Solutions, LLC. You've made a great decision! Ziata! has received numerous awards, including 5-stars from ZDNet! Use Subject to the terms of license.txt. Virus Scanned Clean at Release. Print this document at the end of installation or from c:\program files\ziata. Review the Manual or on-line help in detail because Ziata! has "never before seen" functionality. There is an Administrator's Installation Checklist in the Ziata! folder to help you get started. PLEASE READ BELOW ------------------------------- I. INSTALLATION II. Deinstallation and From-Scratch Reconfiguration III. First Run User Setup, New Users IV. Requirements V. Revision Information VI. Tips VII. Troubleshooting VIII. Updating of Executables (when available) IX. Sample Database X. Profiles XI. Outlook 2000 Security Update XII. Server Installs after a Default Install XIII. Contact Information ------------------------------- I. FIRST INSTALLATION. Conceptually, Ziata! is a multiuser (networked) database that, in addition, uses e-mail to convey information. The Ziata! program usually runs locally from the workstation, accessess remote shared database files which exist on a network drive, and uses the workstation's local e-mail package to send messages. Installation usually occurs with the Network Administrator doing the following installation--it's very straightforward. The examples that follow assume that there is an NT file server named "pghserver1" which serves 5 workstations. One of the workstations is used by Mr. A, the network administrator. Mr. A has either the Ziata! CD-ROM at his workstation or has downloaded the distribution files to his workstation from our website. Mr. A now wants to install Ziata! for use by all users on the network. THE EXAMPLES ARE JUST EXAMPLES. Note that the word "folder" and the more traditional word "directory" are used interchangeably. 1. Bottom Line: Each workstation should have access to a shared network drive. Details: The Ziata PROGRAM files will reside on the local workstation. However, because it's a multiuser database, certain database FILES need to be on a shared network drive so everyone in the network can access them. Access should be read/write. Delete rights are not necessary, but, as in all new software installs, you should not tighten the rights until the system is running. Until you install the system with multiple workstations running successfully, all workstations should be mapped to the shared directory using the same drive letter, eg., the Z: drive. (This can be changed later at the expense of centralized directory administration. See Manual for details.) You might want to create and to delete a test file on the network drive from the workstation before proceeding to ensure access rights are correct. Example: Mr. A goes to the server "pghserver1" and creates the directory "c:\data\ziata". He identifies this directory to be shared by others on the network using the name "ziataData". This is usually the only step that needs to be performed at the server. Next, Mr. A goes to each workstation for each user who will be using Ziata! and maps the Z: drive to the URL \\pghserver1\ziataData. Advanced Users: Ziata! supports URLs. Therefore, instead of mapping to a network drive, you can eliminate the mapping and reference URLs when prompted for path/folder names. For example, rather than map Z: on the workstation to the \\pghserver1\ziatadata server URL, consider just installing ziata using the URL reference; in this way, you ensure that all workstations have the exact same reference to the database files, eg. preventing one user from mapping Z: and another mapping P: to the same URL. 2. Bottom Line: Put Distribution Files in Shared Directory/Drive. Details: If you received the distribution files already uncompressed, then copy all of those files to the shared directory. If you downloaded the distribution files in compressed format from our website, then copy the ziata.EXE compressed distribution file(s) to a server drive, such as 'z:\apps\Ziata'. If there are more than one distribution file, eg Ziata1.exe, Ziata2.exe, etc., copy all such files to the same directory. Example: Mr. A is again at his workstation. A directory listing of Mr. A's Z: drive should show as empty. Mr. A decides to keep all Ziata! distribution files together. Therefore, Mr. A creates a new directory "z:\ziataFullVersion". Mr. A then copies all of the distribution files to z:\ziataFullVersion. On the CD-ROM, the distribution files would be all files in the CD-ROM root directory; if downloaded from the website, the distribution files would be the compressed downloaded files. 3. Bottom Line: Unzip/extract Distribution Files. Details: Perform this step ONLY if you obtained the distribution files in compressed archive format. Usually this is the case if you got the files from our website. The file is usually ziata.exe, a self-extracting archive. Unzip Ziata by typing 'Ziata' or 'Ziata1', as the case may be with each compressed distribution file (without quotes). The distribution files will now be unzipped on the server. Example: Mr. A is at his workstation. Using the Windows Explorer, he goes to the Z: drive, in the z:\ziataFullVersion folder. The compressed file ziata.exe (or multiple compressed files ziata1.exe, ziata2.exe, etc.) are shown. He lauches each such file to decompress it. When he's finished the folder z:\ziataFullVersion has all of the decompressed Ziata! installation files, including setup.exe. These are all of the files distributed uncompressed on the CD-ROM. 4. Bottom Line: Run Setup.exe to Install All Files onto a Workstation. Details: Run SETUP.EXE program. This will install all Ziata files to the c:\program files\ziata directory. The Ziata root directory will contain the program files and documents; the Server subdirectory and its subdirectories contain the files needed to be shared on the server, and the workstation subdirectory and its subdirectories contain the files needed to be on the workstation. (The fact that there are files to be shared on the workstation will be handled in Step 5.B. below.) (On some PCs, the extension ".exe" is not shown and there may be more than one file named "setup"; select the one that has a computer with an open box on its left as an icon, or select each one by right clicking on it and selecting Properties and determining which one has the filename "setup.exe".) Example: Mr. A is a his workstation. Using the Windows Explorer, he goes to the Z: drive, in the z:\ziataFullVersion folder. He double-clicks setup.exe. He then clicks through the installation wizard. When he's done, the Ziata! program now exists and is ready to be run on his workstation. 5. Bottom Line: Run Ziata.exe for First Time on the Workstation. Details: Run Ziata.exe from the first workstation, such as c:\program files\Ziata\Ziata.exe'. After the install, click the Start Button, Ziata can be found in the Program Files, Ziata group. The program icon should also be on the Program Files menu. After the install occurs in Step 4, Ziata is completely local. That is, it is setup to run in stand-alone. All files needed are all local. However, as you might expect, Ziata is a multi-user database; therefore, you know that certain files need to be on the server. When Ziata installs, it divides the data files into: c:\program files\Ziata\server\ and c:\program files\Ziata\workStation\. The files existing in the "server" subdirectory need to be on the server. The files existing in the "workstation" directory remain on the workstation and contain personalize information about the user at the workstation. The first time you run Ziata from each workstation, it prompts you for the type of installation, i.e. it is asking you where the server files are (for a Workstation Installation) or where you want them to be (for a Server Installation). IMPORTANT: Before running Ziata on the workstation, make sure that the shared network drive is mapped and accessible. (See Step 1.) Do A or B: 5.A. First Run on the Workstation as well as the Entire Network. The first time you run Ziata on a workstation as well as the entire network, perform a SERVER installation. You will be prompted. This copies all Server directories/ files from the workstation to the server, and sets up the workstation to access the server files. (The Server directories/files will remain on the workstation and should not be needed, but, unless disk space is limited, keep those directories/files intact.) Example: Mr. A is at his own workstation. He has never seen Ziata! work before, this is the first run. He selects Ziata! from the icon on his desktop. He selects the "Default Profile". Ziata! prompts him for the type of installation. He selects the SERVER Installation. He must now enter a directory for the database files. He knows he wants the database files on the Z: drive, but he wants to keep the operational data separate from the distribution files. Therefore, he enters "Z:\DATA" (without quotes). Ziata! automatically creates the directories, and he will receive the Installation Wizard to setup the databases. See Section III. 5.B. First Run on a Workstation, but Server Files Already Accessible on the Network Drive (ie, 5.A. already performed on another workstation). (Note: Before taking this step on additional workstations, you may want to stay at the workstation upon which you did the 5.A install and setup users and passwords. This will allow logins upon the other installations. If you do not do this, that's okay, you can fully install, but you will not be able to log in until the Administrator creates the Users and their access rights. See Section III., below.) If the server files are already accessible on the shared network drive, perform a WORKSTATION install, and identify the shared network drive for the Server Directory. You can do this conveniently by selecting "Browse" and opening the "server.dir" file. Important Note: When you click Browse, the "server.dir" file may appear; however, this is the server.dir on your local c: drive; you need to retrieve the server.dir file from the shared network drive. Example: Mr. A goes to each workstation in the workgroup. He has already performed Step 4 at each workstation. He runs Ziata! from the workstation by selecting the icon on the desktop. He selects "Default Profile" and is prompted for the type of installation. He selects WORKSTATION installation. He provides the directory "Z:\DATA" (without quotes). When prompted to login, he hits ESC key and moves on to do the same thing at the next workstation. 6. Bottom Line: Install Ziata on each Workstation. Details: Go to #4 and do for each workstation. Example: Perform Step 5.B. on each workstation. THAT'S IT. A couple of notes: Although you probably know this, you do NOT need to install Ziata from/on the server, just because the server files exist on the server. That is, you do not need to perform Step 4 and Step 5 on the server ("pghserver1" in the examples.) However, there are two exceptions which will require you to install Ziata from/on the server: 1) you want to run Ziata from/on the server; or 2) you want to run MindSaver (Server). "MindSaver (Server)" is a separate program that runs on the server to auto- matically search the databases each night to look for to-do items, overdue books, files and to send automated electronic publications. MindSaver is not "server" software and can operate on any network PC that is not generally turned off each night. MindSaver (Server) needs to use the program files used by Ziata, generally. If you try to run MindSaver (Server) after installation, but before running Ziata one time, MindSaver (Server) will notify you to run Ziata first. Running Ziata once initializes the local files. MindSaver (Server) and Ziata cannot run at the same time. II. DEINSTALLATION Deinstallation occurs from the Windows/NT Control Panel. Click Start, Settings, Control Panel. Select the Add/Remove Programs. Select Ziata. This removes the entire program, which would then need to be reinstalled according to I.4. above. IMPORTANT: If you don't want to remove the install, but you want to do a "start from scratch" reconfiguration, just check the box for reconfiguration from the Alt, File, Configuration, Defaults menu, on the Directories/Folder Tab, check "Reconfigure at Next Login". When Ziata runs, it will prompt you again for a server/workstation install. This is often the case when you perform a workstation or local install and you want to reconfigure for a different type of install. Also, see the on-line help in the Ziata folder or press F1 when running Ziata. III. FIRST RUN USER SETUP: The first time you run Ziata!: 1. Login. You will be presented with an Installation Wizard that automatically establishes many data items previously required (in prior versions) to be installed manually. 2. To Add Users. Add Users by selecting at Main Menu, File, Configuration, Password. Click on the Administration tab. Right-click NEW to create a new user. Double click a user from the list to edit the user. IMPORTANT: Give each user a Default E-mail Address, which should be the network address primarily used for your internal network postoffice. This may or may not be an Internet address; if you have an intranet, then the Default E-mail Address would be an Internet address. If you are using the MindSaver for clients via the Internet, then the Reply E-Mail Address can be your Internet address (because that's where they reply to); the Reply E-Mail Address is irrelevant, except for MindSaver replies from outside of the internal network postoffice. For example, let's assume that your office uses the standard Microsoft Inbox or Outlook on all workstations with a postoffice on a network file server. (Generally, the postoffice is created from the network administrator's workstation at the Start, Settings, Control Panel, Microsoft Mail Postoffice, Create New Postoffice). There are five hundred users of the postoffice: two of which are John Doe and Lisa Davies. The office naming paradigm is "Last Name, First Name"; that is, John can address e-mail to "Davies, Lisa" (her exact postoffice name) to send mail to her. Since Ziata! will be sending e-mail to its users, you also need to give Ziata! Lisa's exact postoffice name; that is, her Default E-mail Address would be "Davies, Lisa". However, Ziata! may send Lisa mail, but copy the e-mail to a client over the Internet, for example, with an e-mail hyperlink to reply to Lisa. Since the client recipient is not part of Lisa's internal postoffice, the client cannot reply to "Davies, Lisa". Therefore, the Reply E-mail Address, presumably an Internet Address, allows Ziata! to send mail to Lisa over the internal network, but give clients, for example, the reply Internet address hyperlink. IMPORTANT: YOU MUST BE RUNNING MAIL DURING OPERATION OF ZIATA! AND MINDSAVER TO TAKE ADVANTAGE OF THE E-MAIL CAPABILITY. Also, see the on-line help in the Ziata folder or press F1 when running Ziata. 3. Configure Network Default Settings (Universal). The Ziata! administrator should configure the universal network settings for Ziata! applicable to all network users by selecting at Main Menu, File, Configuration, Defaults, Universal Network Administration Settings tab. Keep in mind that Ziata! is extremely config- urable to your environment; all of the drop down lists can be trailored exactly to your business or other use. 4. Configure Personal Default Settings (Personalize). Each Users should personalize Ziata! at thier respective workstation by selecting at Main Menu, File, Configuration, Defaults. Then review the tabs. Somewhat important is to set the E-Mail information on the ADVANCED tab. This tells Ziata! about your e-mail package. IV. REQUIREMENTS/COMPATIBILITY. The software is written for Windows 2000, Windows NT and Windows 95/98/2000. It is a 32 bit application and will not run in other non-MS environments. Like most Windows NT/2000/98/95 programs, we recommend at least 16 megabytes of RAM. More RAM is preferred. Ziata! does not require expensive client/server software. Ziata! uses the MAPI protocol. MAPI is the messaging protocol used by the Inbox with Microsoft operating systems since Windows 95. If you have Exchange Inbox installed, MAPI should already be installed on your computer. Even though the software operates with Microsoft products, any computer able to receive MAPI e-mail (such as Windows 3.11) can receive messages because messages are transported using MAPI. So, if the receptionist has a Windows 95 system, the entire office could receive formatted messages if they use the MAPI protocol; for example, they use Windows 3.11, etc. V. REVISION INFORMATION. See Revision History on our website, http://www.ziata.com. Also, see the on-line help in the Ziata folder or press F1 when running Ziata. VI. TIPS 1. Bottom Line: Clean up you postoffice. Details: Before really getting started with Ziata!, we recommend that the network administrator establish a solid postoffice naming system. For example, many offices use very informal naming policies for postoffice addresses. We generally suggest postoffice names in the form of LastName, FirstName MiddleInitial., eg. Doe, John E., which allows for a nicely sorted list when viewing the postoffice directory. You don't need to use full names in that formal manner to send mail, because, in Microsoft Exchange, users can create personalized nicknames, eg JED is the nickname for Doe, John E.; thus, mail could be addressed to "JED" or "Doe, John E." If you want shorthand names as postoffice names, we suggest using initials, because at least it's consistent and clean. (Whatever you use as the formal postoffice address established by the postoffice administrator should be exactly the same as the Default E-Mail Address entered for the respective user in Ziata! See Section III.2.) VII. TROUBLESHOOTING See checkList.doc for an installation checklist. This document exists in the Ziata folder following installation. Also, see the on-line help in the Ziata folder or press F1 when running Ziata. -Are you connected to shared network drive? -Are you using the same drive letter as everyone else on the network? -Can you send e-mail to yourself? -Can you send e-mail to others? -Optional: Can you send e-mail via the Internet? -If you need administrator rights, is your login flagged as the administrator (see Help-About which will indicate "Administrator", next to your login ID if you are the Administrator)? -Did the administrator establish you as a user? -Did the administrator increase your security level above 0? -Is your nickname accurate? -Are you running your mail package when trying to send mail? -Are you addressing mail to the nickname of the person to whom you want to send mail -Did the administrator give you a default e-mail address -Did the administrator give the addressee a default e-mail address (The word "administrator" as used above means the person identified in Ziata as the "Administrator," not your general network administrator.) VIII. UPDATING OF EXECUTABLES (when available) Executable updates are available on the web at http://www.ziata.com. There is an html page in your Ziata folder for easy access. Tip: A note to Network Administrators: We suggest placing an icon on every workstation desktop linked to the file "[network shared directory where all distribution files are maintained]\updates\setup.exe". This directory is, of course, manually created. It should contain the uncompressed "update.exe" files. The "update.exe" files are the file that you download from our website containing the newest update files. In this way, users very easily can update their systems. For example: Create the directory Z:\ziataUpdateVersion, and copy all update setup files into this directory. Then create an icon on each workgroup desktop to z:\ziataUpdateVersion\setup.exe. Ziata! now has a feature that will notify users automatically if the version that they are using at thier workstation is an "older" version than any other user's version who has accessed the network files. Thus, if there are icon links to the updates on the network, users can easily get to the update files. Just a tip. UPDATING OF LIST FILES Upon initial Server Installation, server files are copied to the server from the files existing on the workstation. When you operate Ziata! for a period of time, our company may have updates and upgrades. When the administrator installs the more recent version to his or her workstation, the workstation may get new additional databases. However, these new additional databases, although existing on the workstation (therefore available for a local run, eg., Sample Database Profile or local Default Database Profile), need to get put onto the server for network-based profiles. After an update, if new server-based databases exist, there will be a self-extracting file called "Server Files.exe" in the c:\Program Files\ziata\server folder. Manually copy this file from the workstation into the network server ziata root folder directory (ie., the folder that contains the srvrRoot.dir file and the srvrData and srvrAdmn, etc., subfolders). Run the self-extracting file, which should copy the new server files into the proper subfolders. If you have a problem, there is an explanatory "Server Files.txt" file in the archive. IX. SAMPLE DATABASE There is now a new sample database. If you obtained a new version of the entire software install after 2/1/00, then the sample will be automatically installed. All you need to do is to select "Sample Database" from the Profile dialog box. More info about the Sample Database is in the SampleDB.doc file in your Ziata! folder. Otherwise, if you install the sample database after you have already installed an earlier version of the entire software, then you will need to create a New Profile from the Profile dialog and perform a Workstation install attaching to the directory where you have copied the sample databases. If you use the Profile name "Sample Database", Ziata! will automatically look for the files in c:\program files\ziata\sample database" and will not prompt you for a workstation installation. You can use the Sample Profile and sample databases to learn about Ziata! without affecting your company's regular operational data. The sample databases are for a company licensee, described as follows: Acme Enterprises, Inc. is the licensee The Ziata! System Administrator is Tom A. Acme, Jr. Tom's user nickname is TAA. Tom's password is "admin" (without quotes). All user passwords are "admin". X. PROFILES Ziata! has the capability to have multiple "profiles" in event that you want to use Ziata! with different databases. On initial install, there are two Profiles, "Default Profile" and "Sample Database". Select Default Profile. You can create and delete Profiles at Profile, New or Profile, Delete. If you don't need access to multiple Profiles, then simply check checkbox to keep showing/prevent showing the Profile at startup. You can re-show the Profiles at Alt, File, Configuration, Defaults, check the checkbox to Show Profiles. XI. OUTLOOK 2000 SECURITY RELEASE Microsoft has made available a release the traps uses of your email system and prompt you to confirm that it is not a virus. As a result, if you install this udpate, you will always be prompted to confirm. Unfortunately, Microsoft has not made it a configuration option of non-exchange server systems to eliminate this message. This is not a unique issue for Ziata!, the consequences of installing this security update are pervasive and are part of a new MS strategy for virus protection. If you want to prevent the notice confirmations: a) If you are NOT using MS Exchange Server: If you have Outlook 98, you can de-install the security update. If you have Outlook 2000, you must reinstall Outlook. b) If you are using MS Exchange Server: You must install server customized security. This is not hard, just a hassle. But, if you don't do this for Ziata!, you'll need to do it sooner or later. 1. dowload the ADMINPACK from http://www.microsoft.com/office/ork/2000/ appndx/toolbox.htm#secupd 2. create a new registry key on the client: HKEY_CURRENT_USER\Software\Policies\ Microsoft\Security folder, property of checkAdminSettings with the value to 1 For additional information and comments, see: http://support.microsoft.com/office/ORK/2000/journ/ outsecupdate.htm http://support.microsoft.com/support/kb/articles/Q262/6/18.asp http://support.microsoft.com/support/kb/articles/Q263/2/96.asp http://www.slipstick.com/outlook/esecup.htm XII. SERVER INSTALL AFTER A DEFAULT INSTALL As stated above, on the INITIAL run, you can perform a "Server" install or a "Default" install. The difference is that a Server install will take the files from your local drive, move them to the server, then set up your profile to access the server files. Sometimes, users will choose a Default install to run the software locally, then want to get the files to the network as if they originally performed a Server install. Two ways to accomplish this goal. 1. Log out of Ziata! Manually copy all of c:\program files\ziata\server subfolders and files to the intended network folder. Following the next launch of Ziata, when you are prompted for a Profile, choose New from the menu, create a new Profile name, and continue with login by performing a "Workstation" install, and identify the nework folder. OR 2. Following the next launch of Ziata, when you are prompted for a Profile, choose New from the menu, create a new Profile name, and continue with login by performing a "Server" install, and identify the intended nework folder. The Server install will copy the files for you. Note: If the Profile dialog box does not display before the Password dialog box, you may have turned it off. Log in. Choose Configuration, Defaults, Select the Personalized Settings main tab, and General subtab. Re-check the "Show Profiles at Startup", click OK. Log out of Ziata! Re-launch Ziata! XIII. CONTACT INFORMATION Ziata! Solutions, LLC Allegheny Building, 12th Floor Pittsburgh, PA 15219-1616 Voice: (412) 765-0490 Fax: (412) 765-0531 http://www.ziata.com register@ziata.com support@ziata.com info@ziata.com ***