IP: Image folders required for 2018 onwards


 

Target group of this article

 

All Users

 

Main User 

 x

IT department 

 x

Problem

Basware IP and PM systems store invoice images, attachments and purchase order documents in a calendar-based folder structure (year/month/day) e.g. 2017/10/15. The year and month folders were created for several years in advance at the time of installation but only up to and including 2017. Action is required by all local system administrators to create the folder structure for 2018 onwards.

Solution

Three methods are provided to solve this problem. A pre-built folder structure for the year range 2018 to 2050 is provided as a zip file and can be extracted into the appropriate folders. Alternatively, a Windows PowerShell script is provided which can be run to create the required folders up to 2050. Finally, a DOS command script is provided in case PowerShell is not available. Only one of these methods is required to be used.

Please note that all the local Basware environments need to be updated (such as Development, Test, Training etc) in addition to the Production environment.

BWRoot Folder

Each method requires the location of the document folders to be known. There are two folders for IP, called Image and Attach, and one folder for PM, called PMDocs. They are normally found on the Basware Application server but may also be on a separate File server (distributed environment). The parameter EFLOWROOTDIR in IP Admin defines the BWRoot folder and the document folders (Image and Attach) are located there. For PM, the EFLOWROOTDIR parameter is defined in the PMServer.ini file on the Basware Application server. The purchase order documents are stored in the PM\PMDocs folder below the EFLOWROOTDIR folder. For systems running both IP and PM, the EFLOWROOTDIR parameter normally points to the same location.

Pre-built Folders method 

This method provides a manual approach which does not require any scripts to be run. The logged on user must have the appropriate rights to create folders on the local server.

For IP systems, download the file Extract_this_to_image_and_attach_folder.zip to your Basware file server. Extract the contents of the file to the Image and Attach folders in the BWRoot folder. 

For PM systems, download the file Extract_this_to_PMDocs.zip to your Basware file server. Extract the contents of the file to the PM\PMDocs folder in the BWRoot folder.

PowerShell method

NB this method requires Windows PowerShell to be available on the local server. Also the logged on user must have the appropriate rights to create folders on the local server.

Download the file createdailyfolders.zip to your Basware file server.

Extract the createdailyfolders.ps1 file from the zip file.

Right-click on the createdailyfolders.ps1 file and select 'Run with PowerShell'.

A PowerShell window will pop-up and show a prompt saying 'Path_to_BWRoot:' . The path to the BWRoot folder should be entered here such as D:\basware\bwroot

The script will also look for the attachments and PM folders and create the required folders there.

The script may take a few minutes to complete and will automatically close when finished.

DOS Command method 

This method is provided as an alternative script in case PowerShell is not available on the local server. The logged on user must have the appropriate rights to create folders on the local server.

Download the file createdailyfolders_cmd.zip to your Basware file server.

Extract the createdailyfolders_cmd.txt file from the zip file and rename it createdailyfolders.cmd.

Run the script with the BWRoot folder as a command-line parameter e.g.:

        .\createdailyfolders.cmd D:\Basware\BWRoot

Folder Permissions

To ensure the new folder permissions are correct, the Advanced Security Settings of the BWRoot folder can be checked. The items in the 'Permission entries' grid should have the 'Applies to' column set to 'Subfolders and files only' or 'This folder, subfolders and files'. This means that the new folder permissions will be inherited from the BWRoot folder.

Further Assistance

If any problems are encountered with these methods please contact Basware Customer Support via this support portal.