Sysero

Sysero Timer Service

Manual: Server Setup

Detail:

Sysero Job Scheduler requires a timer service to be running to execute any scheduled jobs.

Download the timer service installation file which you can request from a Sysero employee.
Once installed on the server, open the registry and find HKLM\Software\Sysero\SyseroCTX
Enter the URL of your system in the URL key
For the GUID key, enter the GUID found under "Service setup" on the Admin > Job Scheduler page
Ensure the service is started in Windows and set to "Automatic"
If you require the Timer Service to run against multiple Sysero instances you can comma separate the URL's and GUID's as long as they are in the same order. For example the second comma separated URL must have corresponding second comma seperated GUID.

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Sysero for Office Chromium Browser NTLM AD Integrated Authentication

Manual: Office Addin Installation

Detail: By default the chromium built in browser tries automatically add domain used to connect to server, but in certain scenarios there may be multiple domains. If so you need to specifiy the current domain, plus additional domains to the below registry key. Please Note : Remove WOW6432Node if 64bit Office.

HKEY_LOCAL_MACHINE\SOFTWARE\WOW6432Node\Sysero\syseroctxoffice\SyseroCTX_NTLM = www.sysero.com or www.sysero.com,server1.sysero.net. Please note if not FQDN as connection e.g. http://server1.sysero.net, just put server1.

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Importing Data into a Data Room via Excel

Manual: Administration

Detail:

Before using this method of data import we recommend talking to Sysero, as we might have other options that suit your requirement.

Please do the below steps in a test Data Room first, to make sure any date formats etc. are in acceptable format.

Go to Admin > Data Rooms > Edit Data Room > Advanced Settings > Import Bulk Data.
Download Excel Template.
If document upload is required add another column called (DocumentUNC). Or if a http link is required as attachment add column (Link).
Populate Data.
Note if DocumentUNC path used it must be accessible by the Sysero server.
Save XLS and upload it on same page as you Downloaded Excel Template from.

Note:

Multiple Repeater Rows : To import multiple values into repeater the import template will create the first set of columns for the first row. Simply duplicate those columns directly after the first set in same order first set are, but rename the description outside of brackets to identify row number e.g. Repeater2(XMLField1/TextField1).
For folder path imports to Taxonomy you can use a normal structure e.g. Folder1\SubFolder1. To do this modify the Excel template, change the first Repeater/Taxonomy column name from e.g. XMLField1/TextField1 to ImportTaxonomy/XMLField1. It will work out its parent repeater section and create any missing entries in the Taxonomy.
CheckBox Fields : If you had for example choices Example1, Example2 and Example3 and needed to check Example1 and Example3, you would put Example1;Example3 in column. So the delimeter is a ;.

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Psuedo Code Encoding Values

Manual: Administration

Detail:

When using psuedo code e.g. [TextField1], you can prefix with:

MAILTO: (this does URL encode and also swap out + to %20).
URLENCODE: (URL encodes the value).
FORMAT: (preserves line-breaks when parsing data derived from a textarea)

Example usage [URLENCODE:TextField1]

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Report with Taxonomy Runtime Filter

Manual: Reporting

Detail: Follow these steps to create a simple Data Room report that can be filtered by Taxonomy:

Create new Web Report.
Give it a name.
Select Type Data Room.
Pick Data Room to report on.
Use the following select query replacing URL and CompanyID with correct values:

SELECT ItemName, 'https://www.example.com/EditClaimTabbed.aspx?CompanyID=1&listitemid=' + CAST(Claims.ID as nvarchar(max)) as Link FROM Claims WHERE ISNULL(Archived,0) = 0 {0} Order BY ItemName
The {0} is automatically replaced by Sysero with other parts of WHERE clause for Data Room and any Runtime Filters.
Select Taxonomy Field in Runtime Filters section. Note if Repeater Taxonomy code will automatically generate SQL.
Change Appear As to what you what filter to appear as e.g. Practice Area.
Change Filter Type to DropDown.
In Filter Query use syntax as found in article SQL to Lookup Root Taxonomy Level.

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Introduction to Wiki Pages

Manual: Administration

Detail: Where can I use Wiki Pages in Sysero?

Full page via URL - It is recommended you use the short link for this found when Editing the Wiki Page.
Search Results Default Content - This can be shown on Search Results page before someone enters a search term or clicks on a refiner.

What dynamic content can I include on a Wiki Page?

Reports - You can embed published Web Reports setup in Admin > Reports.

How do I link to other Wiki Pages?

The wysywyg editor included a WikiPages dropdown on the menu, from here you can inlcude links to other Wiki Pages.

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Introduction to Reporting in Sysero

Manual: Reporting

Detail: Before attempting to create reports in Sysero it is recommended you discuss you requirment with Sysero.

Types

There are two types of reporting:

Web Reporting : Using SQL queries you can create various types of tabulated or graph style reports. These reports can have filters added when viewing, embedded in Sysero wiki pages, sent in e-mail, be exported to excel or linked via XML to excel etc.
Word Reporting : These reports are constructed similar to Automated Templates. Unlike automated templates, the data from multiple items in a Data Room is used to construct the report. The use of these reports in very specific, so please contact Sysero for more information.

Recommended Skills

Web Reporting
- Ability to create and modify basic SQL select queries.
Word Reporting
- Familiar with Sysero Document Automation.

Security

Reports have a number of settings which determin who can access them and where they are displayed:

Web Reporting
- Role Reports: View - Without this no reports can be viewed by the user.
- Reports Assigned to Site - Only users with access to this site can view the report. Any reports assigned to a site will appear in Dashboard Panel type Reports.
- Reports Assigned to Data Room - Only reports that have Data Room added to site will appear in Dashboard Panel type Reports.
- Report Published Setting - This affects whether or not a report will appear in Dashboard Panel type Reports for any assigned to a site.
- Report Security Setting - This affects whether or not a report will appear in Dashboard Panel type Reports for any assigned to a site. Once set it will also block other users from viewing report even if they have Role Reports: View. Exception to this rule is when it is embedded in a Wiki Page or e-Mail etc. As admin has added them reports for a reason so must always be available.
Word Reporting
- Report Added in Admin > Site > Reports - This will determin if it appears in Dashboard Panel type Reports.

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Limit User Document Downloads

Manual: Administration

Detail: Document Download can be limited to a certain number a day for all users. Below are configuration steps:

Create a new e-mail template. Below are the psuedo code values you can use:
1. [DocumentLimit] : Total number of documents a user can download in a day.
2. [DocumentLimitUserTotal] : Total number of documents a user has downloaded in a day.
3. [DocumentLimitUser] : Name of user who has exceeded limit.
Go to Admin > User Settings and set the following:
1. Document Download Limit Block : Hard limit for that day.
2. Document Download Limit Alert : Point at which Alert e-mail is sent to an admin with notification set.
Go to Admin > Email Templates and set Document download limit alert.
Go to Admin > Users > User > Notifications > System Notifications and enable Document Limit Alerts.
For System Admin enable the role permission Management Tools: Manage user document download limit.

If a user hits the limit, people with the Management Tools: Manage user document download limit permission can reset the days limit in Admin > Users > User, clicking Reset Download Limit on the left.

You can also see how many documents of the limit have been downloaded that day in the user profile on the same page.

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Office365 API setup for Sysero Application calls to read AzureAD groups and other API REST calls (Microsoft Graph)

Manual: Administration

Detail: These calls are made at system level so a seperate App Registration is required in AzureAD.

Office365 (Azure Active Directory) Settings

Go to Azure Portal > Azure Active Directory.
Click on App Registrations.
Click on New Application Registration.
Enter the name e.g. Sysero (Application)
Leave Supported Account Types as Single Tenant
Note the Application (client) ID.
Note the Directory (tenant) ID.
In API Permissions check that the following is set Micrsoft Graph Application (not User Delegated) Permission:
1. Directory.Read.All
2. Group.Read.All
3. GroupMember.Read.All
4. User.Read.All
Grant Admin Consent.
In Certificates and Secrets add a Secret called Sysero and make a note of it.

Sysero

Set the following values in Sysero > Admin System > OAuth Settings:

OAuth ClientID Office365 (Application).
OAuth DirectoryID Office365 (Application).
OAuth Secret Office365 (Application).

Once complete Sysero at application level has access to use RESTOAuth type Data Actions to lookup groups or system jobs to sync via AzureAD groups via REST Microsoft Graph API.

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Using Key Vault in AzureAD to store Sysero DataRoom Encryption Key for Text Fields

Manual: Administration

Detail: Vault Key Secrets are used for encrypting Data Rooms. it is so that people can store their own encryption key, that only their users have access to.

Note only TextField types in Sysero can be encrypted and this is on case by case basis in form field settings.

Office365 (Azure Active Directory) App Registration Settings

Pre-requisit to this setup is that Setting up OAuth Authentication from Office365 / AzureAD to Sysero has already been completed.

Open the App Registration called something like Sysero (User Delegated).
In Authentication check Access tokens (used for implicit flows).
In Certificates and Secrets, add a secret and copy the value.
Add the following API Permissions:
1. Azure Key Vault > user_impersonation > User Delegated (Grant Admin Consent).

Office365 (Azure Active Directory) Key Vault Settings

Setup key vault:

Go to Azure Key Vaults.
Create Key Vault if required.
Add secret to Key Vault.
Copy Vault URI (Endpoint), Secret Name and Secret Version.

Sysero OAuth Configuration

Go to Sysero > System Admin > OAuth Settings:

Set Token Mode Office365 to OpenID and User Access Token.
Set OAuth Secret Office365 (User Delegated).

Sysero Key Vault Settings

These are set on a per Data Room basis and same key can be used. Please note if this key is lost there is no way Sysero can help you decrypt the data, it is lost forever. To configure:

Go to Sysero > Admin > Data Rooms > Data Room > Advanced Settings > Encryption and set:
1. Endpoint.
2. Secret Name.
3. Secret Version.
Go to Feature Settings and enable OAuth: Validate Office365 token on access.
For any fields that require vault key encryption, edit the field using forms editor and set in Text Field settings Encrypted to users with vault key access (no impersonation).

If key is disabled or other users do not have access, data will not be shown.

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Switch Job Scheduler, Role, List, DataRoom AD Sync from LDAP to Office365

Manual: Administration

Detail: The default directory Sync Mode of Sysero is to use LDAP. To switch it to use Office 365 first make sure you have followed KB Setting up Sysero connection to Office365 / AzureAD API for REST calls.

Go to Admin > System > User Settings, set Directory Sync Mode to Office365.

Note Office365 does not use the title of the group like LDAP, you need the Object Id, which you can find under Groups in Azure AD services.

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Data Room Feature Settings

Manual: Administration

Detail:

API : Access Enabled	If this is disabled any API accounts cannot communicate with this data room.
Dashboard: Hide Transactions	Do not include transactions in Dashboard Panel Type > Outstanding Decisions
Document assembly: Disable White Labelling	If White Labelling set at site level, do not use for this Data Room.
Document assembly: Highlight empty fields	Fields will be highlighted with yellow background, rather than removed on assemble.
Document assembly: New Fields Set as Pending	New fields added via Fields menu in office will not appear on production form until pending flag removed.
Documents: Allow them to be set a public download	Enables option to click Public Download in Document Mangement.
Documents: Auto Convert 97-2003 word Documents to DOCX format on upload	Documents used for automations must be in .docx format.
Documents: Bypass auto start workflows for automated documents	When saving an automated document do not start workflow as approval may not be required, or may just be to test new fields etc.
Documents: Disable previous versions	Do not store previous versions.
Documents: Enable version comment	Allows for document comment against versions.
Documents: Only allow the submitter to update document currently pending if they own pending version	If no pending document exists normal security applies, if pending document exists and another update is submitted, only previous pending submitted can update to avoid conflicts.
Documents: Require approval for new versions	Pending version will be created when uploading new document.
Documents: Show small icons in search results	If you set this to off it will not show document/profile icon on left of title.
Documents: Show version number	Show version number next to document.
Documents: Start default workflow if not already running when a document is uploaded	When modification to document uploaded start workflow. Sometimes used for triggering approval on changes.
Documents: Titles are read only	Do not let people make document title different from profile title, this is used when document to profile is 1 to 1 relationship.
Documents: Use image documents as search results icon (unsecured)	If you have say a People Search library and you want the attached image of a person to be display in search results, turn this option on. Unsecured means that if website is external and you have URL of image you could view image.
Forms: Enable Advanced Forms Mode	Most data rooms can share forms between input, summary and search. But in some cases there may be a need to maintain seperate ones. It is recommended this is avoided where possible.
Forms: Enable Caching	Construction of Forms object will be held in memory, may increase performance if Taxonomy tree has a large number of entries.
Input Form: Accordian view for input form	Places input form in one page mode and then applies accordian. Please note may be ready to use on newer themes.
Input form: Allow download of documents even if the form is locked	This only applies to the Formatting Field which is Document Download type, as if form locked field would usually be locked.
Input Form: Allow user to save even if they do not have access to next decision	If this is set to off and the user does not have access to complete decision in workflow, they will not have access to Save button. Turning this on allows that.
Input Form: Bypass all validation on save (still enforced on workflow)	By default form will only allow save if all validation and compulsory fields are completed. An example of where you might turn this on is when you want someone to save a partially complete form, so that they can complete it later.
Input Form: Bypass compulsory on save (still enforced on workflow)	Unlike bypass all validation on save, this option will still validate fields like e.g. email address matches format required.
Input Form: Display file size alongside documents	Document will show size of file next to title.
Input Form: Enable workflow Lock	Locks all sections assigned to already completed decisions.
Input Form: Only show dependent sections answered in current transaction	If this is enabled only the running transaction will show dependent sections e.g. if all transactions archived or action in previous workflow was completed to show section, it will not show section.
Input Form: Open form to last tab	Will open in last visible tab if enabled.
Input Form: Progress Workflow When Attach Files Click	When disabled clicking Attach Files will not progress workflow at that point.
Input Form: Replace search box with form title (ResponsiveTM style only)	Hides search box and replaces it with Input Form Title.
Input form: Show next and previous buttons	Shows next and previous buttons to navigate sections.
Input Form: Split sections into different tabs on the input form	If this is disabled form will display in single page mode.
Input Form: Use Material Design inspired layout	Different way of displaying form e.g. inline help and field label starting inside textbox etc.
Input form: Warn before leaving if changes are unsaved	Popup alert if user tries to leave input form without saving. Please note due to browser restrictions this functionality is limited.
Input Form: When hiding a field using choice dependencies, clear its data	Recommend discussing with Sysero before using this, as could result in data loss. For scenarios where it is important to physically remove data.
Input Form: When hiding a Section using choice dependencies, clear its data	Recommend discussing with Sysero before using this, as could result in data loss. For scenarios where it is important to physically remove data.
Items: Allow master Site to access items across all Sites	Only one master site can be set in Admin > Sites per Sysero instance, this should be managing site. If this option is enabled that site will see all content from Data Room is shared for use across other sites.
Items: Allow users to add to favourites	Allow items from this data room to be added to favourites.
Items: Allow users to leave reviews	Ability to add comments on summary form. You can also enable a profile comments button in Office Settings.
Items: Enable ability to set lock comment	Popup dialog to set Lock Comment when locking item.
Items: Exclude from Recently Edited Items	Do not add items from this Data Room to recently edited items, when edited.
Items: Persist AutoLogin External GUID for additional users	If using AutoLogin logic keep same GUID for item so that multiple users can AutoLogin to same item. Note this is not reccommended as less secure.
Items: Publish items to all Sites as readonly	Master site should be used to add items to a data room, these items will then appear to all Sites unless secured.
Items: Skip login check for Encrypted or Secured to Originator fields	Secure functions usually force login more frequently by System setting. Encrypted fields also trigger these checks unless this option is enabled.
Logging: performance	Only enable if instructed by Sysero, will log some individual statistics on performance that can be used for troubleshooting.
OAuth: Validate DocUSign token on access	If not authenticated against DocUSign when opening form validate first via OAuth redirection to get token.
OAuth: Validate HighQ token on access	If not authenticated against HighQ when opening form validate first via OAuth redirection to get token.
OAuth: Validate Worksite token on access	If not authenticated against Worksite when opening form validate first via OAuth redirection to get token.
Search Form: Allow PDF uploads to be added to OCR text extraction queue	Displays checkbox on Search Upload Document dialog to allow for PDF OCR extraction.
Search Form: Allow users to rate a document	Show rating control on search.
Search Form: For automated documents, the search link navigates to the assembly form	Default when disabled is that only icon will be assembly form link, when enabled title link will also take you to assembly form.
Search Form: For e-mail send Profile Link instead of Document Link	When generating e-mail from search use the Profile link, rather than a download document link.
Search Form: If maximum documents set to 1 export Document Link in Excel export file.	Will add SyseroLink column to each exported row with the document link.
Search Form: Search form upload only opens one page (only applies if document upload on search enabled)	With exception of title all other values completed on single profile will be applied to all uploaded documents.
Search Form: Show button to allow documents to be uploaded from search form	This will open file upload dialog, this way you can upload document before profile is opened.
Search Form: Show search term on search page	This is for Advanced Search only, in results display what was searched for.
Search Form: Split sections into different tabs on advanced search	If this is disabled form will display in single page mode.
Search Form: Use Download Link on Search Title Link	Document title downloads document instead of opening profile summary or input.
Show advanced page notifications	Show validation notifications as popup.
Signing: Auto-Notarise	Locks the claim and attaches the signed document as a supporting document to it
Signing: Start workflows marked as autostart if not already running when signing completed	If not workflow is already running for record, start a workflow process on completion of signing process.
Summary Form: Reorder fields to hide missing entries	Remove field place holders for fields with no data, will change structure of form, but compress to only used fields.
Summary Form: Split sections into different tabs on the summary form	If this is disabled form will display in single page mode.
Web links: Allow a custom extension to be specified when uploading a web link to an item	When attaching a web link to an item profile you can select the type it should be treated as e.g. Word, PDF. Please note this list is limited and if more options are required please discuss with Sysero.
Workflow: Disable E-Mail Notifications	Stops any workflow e-mails from being sent, used for when testing workflow.
Workflow: Enable Logging Notification Email Contents	Contents of e-mails will be available in Admin > System > Mail Logs
Workflow: Show Decision Approvers if waiting on Decision	This will show who needs to approve document on the Document Management page.

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Data Room Types

Manual: Administration

Detail: Below are the following Data Room Types, most commonly used are in bold:

Automation - Set automatically when automating document, used to filter Data Rooms to which ones are automations.
AutomationTemplate - Default form that will be used when creating new Automated Data Room.
BusinessProcess - Data Room only used for Workflow.
Hidden - Data Room not to be deleted, but just not show up in lists anymore, archived.
Library - Document, Knowledge, KYC and any data room which stores data.
Remote - Depracted.
SignatureRouting - Selectable as Signature Host in Site Settings.

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Document Automation Getting Started

Manual: Document Automation

Detail:

Sysero has Document Automation built into the software, to get started in using this functionality please see the steps below, note for any you are unsure about please contact your Sysero support:

Confirm your Sysero license includes relevant number of "Template Builder" licenses. If in doubt or would like to discuss trial please see Contact Us.
Document Automation Requires you have "Sysero for Office Addin" installed and running on Microsoft Word connected to your Sysero instance.
You are a member of an Administrator role on the Sysero instance or you have been setup with a role that allows Document Automation.
You have a Knowledge Library or another Document Library to store automated documents in.
Watch the Training Videos.
Check the Knowledge Base for more information Knowledge Base.
For further help please contact us see Contact Us.

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Troubleshooting AutoLogin URL

Manual: Administration

Detail: The following are things to check or notes regarding autologin:

User will only be created for AutoLoginURL if they do not exist and Site settings has Auto Login RoleID set. An example issue will be if item using autologinurl is running in CompanyID 2, but AutoLoginURL is not set in CompanyID 2, but in CompanyID 3.
User can only auto login if not already a Full user in Sysero.
System will not even try to send AutoLogin link to Full user. You can tell if it is AutoLoginURL link by looking at e-mail and checking there are guid and externalid querystring parameters.
Check exception log things like Invalid Claim GUID will be logged if expired.

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How do I make a new field compulsory for new records only

Manual: Administration

Detail: So if you have a new field and only want it to be compulsory for new records, you can do the following:

Create a new field called Form Version:
1. Make it read only to everyone.
2. Set it to Choice Field type.
3. Add choice e.g. maybe todays date or month, maybe number for version.
4. Set that value as default.
5. Set Hide using style if you do not want people to set it.
Add the new compulsory field, then set it to be choice dependent on the Form Version field for the value you require it to be used on.

Old records will not have that value set, so will not show field, new records will do so will show the field. In future you can add more versions as required to support more combinations of new fields.

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Error URL is not whitelisted to open in this way

Manual: Office Addin Tips

Manual: Administration

Manual Level Two: Security

Detail: For security reasons we only allow site links to open new windows from Sysero for Office addin. To allow other sites to open new windows you can go to Admin > Site > Office Settings > New Window WhiteList. Add the start of the site e.g. http://www.example.com

Note , is the seperator if you wish to add multiple addresses.

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Send report content in email using data for targeted user

Manual: Administration

Manual: Reporting

Detail: You can send report content embedded in e-mail, targetted specifically for that user:

Create Web Report, from Admin > Reports.
Create your SQL, using the parameter @UserID to target e-mailed user.
Test Report.
Copy GUID from QueryString
Create an e-Mail templte under Admin > Email Templates.
Use Syntax similar to this with GUID you copied [Report(70b24ca3-de8f-4ff5-8873-1ed483d78452)].
Go to Admin > Job Scheduler.
Setup Job of Action Type "Send e-mails on a scheduled basis".
Add alerts for users who should recieve e-mail using e-Mail template you created.
Test.

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Custom Date Format in Emails

Manual: Administration

Manual Level Two: PsuedoCode

Detail: Below is example of psuedo code format you can use in e-mails to customise date format. Using DateField1 in this case but change number to relevant field.

[Sysero:DateFormat(Input=[DateField1]|CustomFormat=yyyy-MM-dd)]

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Dynamic field label text based on choice from another field

Manual: Administration

Detail:

Please note the below only works on fields that are dependent on a choice field. Note when talking about Choice Dependency in this context we are talking about the field option under Choice Visibility.

Use the value [PreviousChoice] in the field label, note you can use that value with other text around it. The value will simply be swapped out when the selection is made on the choice field it is dependent on.

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