Every organization is a little different with their backup technologies and their needs. However, below are some guidelines for planning and setting up a backup scheme for Qualtrax.

There are primarily two facets you will definitely want to make sure you backup:

1) The Qualtrax database. The database stores everything except the actual physical documents. Your workflows, approval histories, users, folder structure are all stored in the database. In the case of an Access database, you will merely need to add the Data directory to Step #2. With SQL Server and Oracle, those solutions provide their own backup tools.

2) The physical documents from the directory structure of the server. The Qualtrax directory structure is typically located in C:\Inetpub\wwwroot\Qualtrax. I'd recommend including at least following directories in your backup routine:

\Quality\Archive
\Quality\Data (if using an Access database)
\Quality\Edit
\Quality\Objects
\Quality\Publish
\Quality\Reports
\Quality\Titlepage
\Quality\Workflows

If necessary, the other directories (ASP, System, Temp) be restored from the Qualtrax Install. In the event of any kind of failure, as long as you have access to the database and the above directories, you will be able to bring your system back up with all its data and documents-- even on a different machine.

Automatic Headers and Footers for Microsoft Word Documents

Qualtrax used to only automatically update headers and footers for HTML document but now you have the capability of using this feature with your Microsoft Word documents.

Step-by-Step Instructions

Step One: Select the Microsoft word document from Qualtrax that you would like to add automatic headers and footers to.

Step Two: Put the document in Edit. In Microsoft Word click on the View Menu->Header and Footer menu option. You can use the icon to toggle between editing the document’s header and the document’s footer. Type in Text as normal.

Step Three: If you want to insert a Qualtrax Field such as Document ID# and/or the Revisions numbers, use the Insert->Field option from the menu bar.

Step Four: Under the Categories section select Document Information. Under Field Names select DocProperty. Then select the Field Codes button in the left hand corner.



Step Five: In the text box type DOCPROPERTY ##ID## or ##REVISION##. The items that will be automatically filled in by Qualtrax are similar to those found in our Email Action Variables. For a detail list of all Email Action Variables see the Qualtrax help files.

Step Six: An error may occur if this is the first release of the document. This message will disappear when the document is published and the information will be filled in accordingly.



Step Seven: Follow the AutoOpen Macro information below:

AutoOpen Macro for Microsoft 2003

Newer versions of Microsoft Word sometimes require a macro to execute a refresh of merged fields from the Document Properties record that are inserted into the footer of the document. The AutoOpen Macro is provided for documents and templates.

Create AutoOpen Macro:
Check out for Edit the document or template that contains merged fields in the footer.

• Tools menu, point to Macro, and then click Macros to open a dialog box.
• In the Macro name box, type AutoOpen.
• "Macros in" box requires a selection of "<<Name of document>> (document)" from the select list.
• Click Create.

Sub AutoOpen()
'
' AutoOpen Macro
' Macro created date by username
'

   Dim aStory As Range
   Dim aField As Field

   For Each aStory In ActiveDocument.StoryRanges

      For Each aField In aStory.Fields
         aField.Update
      Next aField

   Next aStory

End Sub

On the File menu, click Save filename or Save Normal
On the File menu, click Close and Return to Microsoft Word.
On the Tools menu, point to Macro, and then click Security.
On the Security Level tab, change your security level to Medium, to provide a prompt to enable macros when the document is launched. Select "Low" if you want to skip the prompt, but be sure virus detection is active on the server. Then click OK.
In Word, click Close on the File menu to close your document.
Reopen your Word document.
Release the document or template for Approval/Publish.

Step Seven: If it is not the first release of the document then the information will automatically fill into the header and/or footer accordingly.

Step Eight: Save your work in Microsoft Word. Then Release your document for approvals.

Using the Mass Import Tool

The mass import tool is usually used during the implementation phase and is helpful in moving large amounts of documents from one location into Qualtrax.

The mass import tool can be located on your Qualtrax server in your Qualtrax System directory. (Typically C:\inetpub\wwwroot\Qualtrax\Quality\System). The file name is QTDocImport.exe. To launch the mass import tool just double click on the exe file. The Mass Import tool window will appear.

 

1. Since you have access to the server, the program will automatically log into the Qualtrax application that is running on that server.

2. On the left side of the screen you should see a folder pane which will show you Qualtrax folders, this should look very familiar to you if you have used Windows Explorer.

3. On the right side of the screen are the controls to browse for files on various mapped network drives. There is one control at the top to select the drive, one to select and browse through folders, and another to show files. You will have to use mapped drives to give you access files from the network.

 

4. Only files which have an extension which is checked as a Document Extension in Qualtrax will show up in the file list. You can select files by clicking on them, you can use shift-click and ctrl-click to select multiple files.

 

5. Drag and drop files from the file list on the right to the Qualtrax Folder you want to put it in. Once you do that, the list below the Qualtrax tree will show that file in it. This list shows all files that are pending upload. You can only import each file once, this is to prevent duplicate documents in Qualtrax, you may select multiple locations for a document after it has been successfully imported using the Qualtrax Web Interface.

 

6. The default document title is the filename, but you can change this by clicking on a filename in the files to be imported list to select it and then clicking again which will let you edit it.



7. If you decide that there is a file in the documents to import list you do not want to import select that file in the list and click the Remove button, or hit the Delete key on your keyboard.

8. Once you have dragged and dropped as many documents as you want to create. Click the Import button and a screen will appear where you select an editor for this batch of documents and setup your approval lists. fail the create document process.



9. To add approval, notify, review and test lists, click on the Edit Groups button.



10. Check the groups you would like to add and click OK. Next check the role of the newly added groups.



11. Because Standards vary so much from document to document there is no support for document standards or expiration dates at this time. You will have to add those to the document through the Qualtrax Web Interface.

12. If you have Standards Required for Documents checked in your Qualtrax Document Control Settings you will have to disable it before you attempt to import documents as the Create Document function will fail if you do not and the documents will not import correctly. This can be done under Admin->Document Control and clicking on Document Control Settings.

13. Once you have selected your editor and your approval lists click either the Import button or the Import and Publish button to begin the import process. A screen will appear which will allow you to see the progress of the current batch. You will be able to see the import results for each document, and once the process is finished you will have the option to save the results as a text file for future reference.



14. If you chose to import the documents without publishing them (using the Import button in step 13), successfully imported documents should show up in the inbox of the editor as checked in first revision documents, they will have to enter in any required custom fields, standards, and expirations settings specific to that document, and checkout and edit the document if necessary before releasing it for approval. If you chose to import and publish the documents (using the Import and Publish button in step 13), successfully imported documents should show up in Qualtrax as published documents

Enabling ActiveX Controls in Internet Explorer

The first time you click to edit a document Internet Explorer should attempt to install the Qualtrax ActiveX controls. A dialog box will pop up to instruct you to install the controls. You need to click Yes on this dialog to install, if you can do that then everything should be fine.

You may not get this dialog box if you may have the security set too high in Internet Explorer. To check your security settings, do the following:

1. Open Qualtrax in Internet Explorer.
2. On Internet Explorer's menu bar go to Tools->Internet Options
3. Click on the Security tab.
4. Click the Custom Level...button
5. Set Download Signed ActiveX controlsto Prompt
6. Set Run ActiveX controls and plug-ins to Enable
7. Set Script ActiveX controls marked safe for scripting to Enable
8. Save your changes.

1. Go to any document in the Qualtrax system and select the Edit icon.
2. After placing the document in Edit you will receive the following message below stating that Qualtrax was unable to load its Internet Explorer ActiveX Controls.
3. You will then want to use the new XP "Information Bar" to install. It is the yellow bar within Internet Explorer. Select the Click to Install and a pop up box will appear. Select Install Active X Control.
4. Now, you would think that the Active X component is installed but there is one more step…..Select the document again for editing. You will now see a pop up IE window. Select the Install button.
5. Last step is to place the Document in Edit again (or check out the document). All Active X components should be downloaded now and ready for any edits.