Data Store Administration Tool: Getting started guide

Table of contents

• Overview
• System requirements
• Install the Data Store Administration Tool
• Create a data store
• Integrate with Active Directory
• Connect to a data store
• Create connection files

Overview

The Data Store Administration Tool is an add-on to Caseware Working Papers that administrators can use to create, customize, and maintain data stores.

Data such as users and file lists are automatically stored on the local workstation the first time you launch Caseware Working Papers. This collection of data is contained in private storage, accessible only to the single user, and is referred to as the personal data store. Alternatively, by creating a data store, you can access the data on multiple machines. All users connected to the same data store have access to a common set of users, global groups, file list, Tracker settings, and configuration information.

System requirements

To run Caseware Working Papers and related products, you must meet or exceed the following system requirements:

Workstations

Operating systems

• Microsoft Windows 11 64-bit (x64)
• Microsoft Windows 10 64-bit (x64)

Hardware

• 1 GHz 64-bit (x64) processor; 2 GHz recommended for improved performance
• 4 GB RAM; 8 GB recommended for improved performance
• Solid-state drive (SSD) recommended for optimal performance
• Minimum 10 GB free disk space recommended for installation
• Internet connection required during installation

Note: Additional disk space is required for templates and engagement files. The size of open client files will vary depending on the features used and the size of documents managed. Working Papers has built-in compression that significantly reduces the size of compressed files.

Additional components

• Microsoft Office 2016 or later, or Microsoft Office 365 (Desktop version, Cloud is not supported)
• Internet browser that supports TLS 1.2 or later (see Disabling access to Caseware Cloud for older and unsupported browsers for more information)
• Adobe Acrobat Reader 10.0 or later
• Unicode UTF-8 for worldwide language support must be disabled in the system's region settings (see Multiple languages for more information)

Note: Caseware Connector is compatible with both Office 32-bit and 64-bit, however a 64-bit Operating System is required.

Security and permissions

• Installation requires local administrative rights to the workstation
• Use of Working Papers requires read/write access to the program folder and any folders containing client files
• If you are running Working Papers behind a firewall or proxy, ensure that you whitelist the following servers:
  • https://elicense.caseware.com
  • https://elicense2.caseware.com

SQL Server requirements for SQL data store

The Data Store Administration Tool can use a Microsoft SQL back-end to store data. Working Papers (using a SQL data store) is compatible with the following SQL products:

• Microsoft SQL Server 2022 / Express
• Microsoft SQL Server 2019 / Express
• Microsoft SQL Server 2017 / Express
• Microsoft SQL Server 2016 / Express
• Microsoft SQL Server 2014 / Express
• Microsoft SQL Server 2012 / Express

File server/networks

A file server can be used to store Working Papers client files.

Operating systems

• Microsoft Windows Server 2022
• Microsoft Windows Server 2019
• Microsoft Windows Server 2016
• Microsoft CIFS compatible networks like SAMBA on Linux

Note: Contact technical support before implementing a CIFS compatible network solution.

Hardware

• Per file server/network operating system recommendations

Citrix/terminal servers

Operating system

• Microsoft Windows Server 2022 with Citrix/Terminal Services
• Microsoft Windows Server 2019 with Citrix/Terminal Services
• Microsoft Windows Server 2016 with Citrix/Terminal Services

Hardware

The server hardware configuration should be scaled for the number of user sessions. We suggest the following specifications for optimal performance:

• 1 CPU core per user session
• 2 GB RAM per user session for published apps; 4 GB recommended for optimal performance
• 4 GB RAM per user session for published desktop; 8 GB recommended for optimal performance
• 80 GB disk space per user session

Note: Working Papers files should be stored on the Terminal/Citrix Server or connected to it via a high-speed network connection.

Install the Data Store Administration Tool

You can install the Data Store Administration Tool on a server, or directly to the administrator's workstation. For server installations, you must run the tool directly from the server. We suggest installing the tool on the administrator's workstation for convenience.

Note: If you are installing SQL Server or SQL Express Server, the SQL component must be installed on a server.

Ensure you meet the minimum system requirements prior to installation.

To download the Data Store Administration Tool from MyCaseware:

1. Log in to your MyCaseware account.
2. Click Licenses | Desktop Licenses.
3. Select the Working Papers product in your list of licenses.
4. Select Download DataStore.

The installation file is downloaded to your workstation.

To install the Data Store Administration Tool on your workstation:

1. Locate the downloaded installation file, then double-click it to launch the InstallShield Wizard.
2. On the Welcome screen, click Next.
3. Read the License Agreement, then select I accept the terms in the license agreement. Click Next.
4. Select a setup type. We suggest performing a Complete installation. Click Next.
5. Click Install to begin installation.

The Data Store Administration Tool is installed on your workstation. Click Finish to close the InstallShield Wizard.

Suggested settings

We recommend that you apply the following settings to improve your experience with the Data Store Administration Tool:

• In the Settings group of the Data Store Administration Tool, click the Synchronization drop-down menu and select Only on program startup.
• In the Settings group of the Data Store Administration Tool, the Track Engagement drop-down menu controls how files are tracked by the data store. We suggest using either Track But Do Not Share with Firm or Disable Tracking. You should not use the Track and Share with Firm option unless you are using Caseware Tracker and need to monitor the files that users are working on (requires increased network bandwidth).

Create a data store

There are two available types of data stores, xBase and SQL. Use the following guidelines to determine the suitable data store type for your organization:

xBase data store

• Under 50 users
• Using a reliable, fixed wire network

SQL data store

• Over 50 users
• Using Microsoft SQL Server

Before creating a data store, ensure that each user who will be attached to the data store has read, write, and delete permissions for the directory and server.

Note: If your firm has an existing data store in use, see Migrate a data store.

To create an xBase data store:

1. Launch the Data Store Administration Tool. In the Create/Connect group, click Create....
2. The Data Store Creation Wizard displays. Select New xBase Data Store and click Next.
3. In the Folder field, enter a path or Browse for a location where you want to create the data store. You can select a drive-mapped location (such as m:\CompanyData) or a UNC (such as \\sharedserver\store). Click Next.
   
4. Select whether to create a blank data store, or import data from an existing data store. Click Next.
5. Enter a database ID. Ensure you record your database ID in the event that you need to recreate the data store. Click Next.
   
6. If required, enter a security ID. Ensure you record your security ID in the event that you need to recreate the data store. Click Next.
   
7. Enter a path or Browse for a location to save the connection file (.cws). Click Next.
   
8. A summary of the new data store is displayed for your review. To proceed, click Finish.

The xBase data store is created. You can find the connection file (.cws) in the location you specified.

To create an SQL data store:

1. Launch the Data Store Administration Tool. In the Create/Connect group, click Create....
2. The Data Store Creation Wizard displays. Select New SQL Data Store and click Next.

3. Complete the SQL Server Data fields.

   • Select the appropriate SQL product.

   • Select or enter a server name. The drop-down list contains all available servers on the organization's network. By default, the wizard will attempt to connect to the default SQL Server instance. If you want to connect to a non-default instance, you must qualify the server name with the username and either the instance name (separated by a backslash, such as USER1\SQL2015) or the IP address or port number (separated by a comma, such as USER1, 49795).

   • Enter a unique database name. If possible, the database name should indicate that it is a Working Papers database.

   • Select Use Network Server SQL Authentication and enter your login information.

   Click Next.

4. Select a server location to store your database files. You can use the default location or enter a custom path.
5. Select whether to create a blank data store, or import data from an existing data store. Click Next.
6. Enter a database ID. Ensure you record your database ID in the event that you need to recreate the data store. Click Next.
   
7. If required, enter a security ID. Ensure you record your security ID in the event that you need to recreate the data store. Click Next.
   
8. Enter a path or Browse for a location to save the connection file (.cwc). Click Next.
   
9. A summary of the new data store is displayed for your review. To proceed, click Finish.

The SQL data store is created. You can find the connection file (.cwc) in the location you specified.

Disable Auto Close in the SQL server

When you create a data store in a SQL server, you must disable the Auto Close property so that the SQL database does not unexpectedly go offline when no users are connected to it.

To disable Auto Close in the SQL server:

1. Launch Microsoft SQL Server Management Studio Express.
2. In the Databases folder, locate the database that you created for the data store.
3. Right-click the folder and click Properties.
4. In the Select a page panel, click Options.
5. In the Automatic panel, click the Auto Close drop-down menu and select False. Click OK.

The Auto Close property is disabled.

Integrate with Active Directory

Through integration with Active Directory, you can import existing user data, such as user names and login credentials, into a data store. Users can authenticate Working Papers with the same login information that they use for the company network (known as single sign-on), rather than completing an extra step.

To enable Active Directory integration:

1. Launch the Data Store Administration Tool. Ensure you are connected to the applicable data store.
2. Click the Active Directory group.
3. Select Enable Active Directory Integration.

Active Directory integration is enabled. The following options become available after enabling integration:

Option	Description
Enable certificate-based PKI smart card authentication	Select to enable smart card authentication. Enter the firm's OCSP server URL in the text field to activate.
Active Directory must be connected to allow authentication	Select to disallow authentication using cached credentials. If Active Directory is not available then users will not be able to log in.
Allow Active Directory authenticated users only	Select to allow Active Directory authenticated users only. If selected, the Working Papers option Tools | Change Identity will be disabled. If it is not selected then mixed types of users can log in.
Connect to the following Active Directory Server	Select to active directory server to use. Default LDAP server: Select to connect to the LDAP server that is set up in the Data Store Administration Tool. Non-default LDAP server: Select to connect to a non-default LDAP server. You will require the server's host name and port. Note: With the change from LDAP communication to LDAPS, we can confirm that the Data Store Administration Tool will operate on secure port 636, but you must configure it as a part of a non-default LDAP server. Existing users will only need to change to the non-default port in the data store setup and for changes to clients.
Filter	Use the Filter field when importing users with Enable Active Directory Integration selected. You can specify expressions to filter based on built-in or custom user attributes and Windows group memberships. Wildcards are supported. For more information, see Active Directory import filters.
Synchronize with Active Directory	Click this button to launch the Active Directory Integration dialog.

Connect to a data store

After creating a new data store, you must connect it to the Data Store Administration Tool. Alternatively, you can connect to an existing data store if you have one.

To connect to data store:

1. Launch the Data Store Administration Tool.
2. In the Create/Connect group, you will see the current status of the data store. Click Attach.

3. The Data Store Connection Wizard displays. Select a connection type. Click Next.

4. Based on your previous selection, complete the following:

   • If you are using an existing connection file (.cwc), enter the location of the .cwc file.
   • If you are connecting to an xBase store, enter the location of the existing xBase data store (.cws file).
   • If you are connecting to a SQL store, enter all SQL connection information.

   Click Next.

5. Click Finish to proceed with the connection.

You have connected to the data store. The Status field now displays that the data store is online.

Create connection files

You can create and distribute connection files (.cwc) to your users so that they can connect to or disconnect from a data store.

To create a connection file:

1. Launch the Data Store Administration Tool.
2. In the Create/Connect group, ensure that you're connected to the required data store.
3. Click Save....
4. Enter a path or Browse for a location to save the connection file. Click Save.

The connection file is created. Users can double-click the connection file to connect to the data store.

To create a disconnection file:

1. Launch the Data Store Administration Tool.
2. In the Create/Connect group, disconnect any data stores.
3. Click Save....
4. Enter a path or Browse for a location to save the connection file. We recommend renaming this file to Disconnection File.cwc to differentiate it from your connection file. Click Save.

The disconnection file is created. Users can double-click the disconnection file to disconnect the data store.