103-UT-007

EMT Export Data to FILE

The Export Data form is used to export data structures from a specified database to an .XML file. The form allows you to export data settings through a step by step drill down process. The process is able to export everything from an entire database structure consisting of Modules, Module Elements (ME), and Module Element Components (MEC). The export process requires the user to select what elements of their database are to be exported. The export steps follow the Govern hierarchy. The Govern hierarchy is as follows:

Release 6.0

Modules Module Elements (ME) Module Element (ME) Components
Open Form OpenForms All Profiles, OpenForms, Business Models (BM), Business Entities (BE), Security (Selected, or All)
System Configuration System Registry, Dynamic Search (Group, Styles), Logical Expressions, SQL Queries, Batch Processes, Reports, Text Styles, and so on.
Govern Tax Real Property, Personal Property, Motor Vehicle, and so on.
Matix Client Map Matix related Client Maps

 

NOTE: Although select Module Elements (ME’s) appear to not be present in the

Release 6.1

Modules Module Elements (ME) Module Element (ME) Components
Open Form OpenForms All Profiles, OpenForms, Business Models (BM), Business Entities (BE), Security (Selected, or All)
System Configuration System Registry, Dynamic Search (Group, Styles), Logical Expressions, SQL Queries, Batch Processes, Reports, Text Styles, and so on.
Govern Tax Real Property, Personal Property, Motor Vehicle, and so on.
Mass Appraisal MA Tables, Shared Lookup Group Set, BSE Templates, User Validation Entries
Misc. Billing MB (Categories, Items, Recurring Batches)
Matix Client Map Matix related Client Maps
User Validation tables Validation Tables (Regular, A/R, MA, Workflow, and so on)
Workflow Management Workflow Action Answers, Names, Status’, Inspection Type Reason Codes/Status’,

Functionality

NOTE: Individual user Module Elements and ME Components will vary from the above depending on which Govern modules have been purchased and licensed.

During the export process, user selections will determine what options are presented in the next step. When exporting entities, all required dependencies, i.e. tables, are also exported. The resulting exported file can then be imported to another database using the Import Data utility, see Import Data from File for details about this process.

User Interface (UI)

There are no noticeable changes from previous versions of the Import, and Export utility. Navigation through the stages and steps of the process is carried out with the following navigation buttons

Exporting a Module Element

As an example, an administrator can design a new Profile and then wishes to export it. During the export process it will be necessary for them to make decisions as to what is to be exported. In their selection a single profile may be selected, or all profiles within the database. To demonstrate the steps involved in the export process, a single Profile will be exported. During the export, any associated security settings related to roles can be selected.

Security and Module Elements

By default when a profile is selected for export, NO security settings will be exported with it. This means that any securities associated with the profile will not be exported. As a result, a profile will be accessible to all roles and users.

Exporting Module Elements without Security…

When new securities for roles are to be defined, then it is not necessary to select the Security option for export.
To export Module Elements without security, from the GNA ribbon…

  1. Select Utilities (tab) > Import / Export Tools (group) > Export Data to File.
  2. In the Export form, Source Connection Key: field, select a Connection Key of the database that you will be extracting data from.
  3. Look for the Save to: field, click Browse to choose a location and enter a file name.
NOTE: Unless an export filename is specified, the Export button will not become active, regardless of what selections are made.
  1. Click Save, if the file name exists, you will be asked to confirm overwriting it. In the Main group, select OpenForm. Click Next.
  2. In the next screen, you will note that the Main group has now changed to the OpenForm group. The group label is an indication of the level of the export process.
  3. Click to select Profile. The Next button will become active; click Next.
  4. In the next form, you are presented with the list of Profiles; select one, or click the first check box at the top of the list to select all profiles.
  5. Note that the Next button [>>] has been changed to an Export [>] button. Click Export to generate the file.

The presence of the Export button [>] is an indication of the end of the selection process. At any point during this process, you can select Previous [<<] to return to the last step and modify your selection.

Exporting an OpenForm Model

Follow these steps to export an Open Form Model:
When the Open Form Model to be exported does not require security, or securities are to be added at a later time, do not select the Open Form Model with the Security option.

  1. Open GNA and select Utilities > Import / Export Tools > Export Data to File.
  2. In the Export form, in the Source Connection Key: field, select a Connection Key of the database that you will be extracting data from.
  3. Look for the Save to: field, click Browse to choose a location and enter a file name.
NOTE: Unless an export filename is specified, the Export button will not become active, regardless of what selections are made.
  1. Click Save, if the file name exists, you will be asked to confirm overwriting it. In the Main group, select OpenForm. Click Next.
  2. In the next screen, you will note that the Main group has now changed to the OpenForm group. The group label is an indication of the level of the export process.
  3. Click to select Open Form Model. The Next button will become active; click Next
  4. In the next form, you are presented with the list of Open Form Models within the database; select one or more models, or click the first check box at the top of the list to select all models.
  5. Note that the Next button has been changed to an Export button. Click Export to generate the file.
NOTE: The presence of the Export button [>] is an indication of the end of the selection process. At any point during this process, you can select Previous to return to the last step and modify your selection.

The length of the process is dependent upon the size and complexity of the database. When the process is complete, a dialog box is displayed.

  1. Click OK to return to the Export form.

When there is another export to be performed, click Restart to return to the beginning of the process; alternatively, click Exit to close the form.
Locate the newly created file that is to be imported from the Save to: folder.

Exporting a Business Model or Business Entity

When exporting a Business Model or Business Entity follow the above steps, i.e. steps for Exporting an Open Form Model.

Exporting Multiple Modules or Module Elements

Thus far, we have only exported single Module Elements (ME). Realistically, it is often needed to export more than one module element at a time. For example if multiple module elements are selected, e.g. the following ME’s:

  • Profile
  • Open Form (OF) Model
  • Business Model (BM)

For this type of export, there would be multiple stages of user interaction before the export option is presented. We would need to make selections for Profiles, Open Form Models, and Business Models.
To make an export of multiple Module Elements (ME’s)…

  1. Open GNA and select Utilities (tab) > Import / Export Tools (group) > Export Data to File.
  2. In the Export form, in the Source Connection Key: field, select a Connection Key of the database that you will be extracting data from.
  3. Look for the Save to: field, click Browse to choose a location and enter a file name.
  4. Click Save, if the file name exists, you will be asked to confirm overwriting it. In the Main group, select OpenForm. Click Next.
  5. In the next screen, you will note that the Main group has now changed to the OpenForm group. The group label is an indication of the level of the export process.
  6. Click to select Profile, Open Form Model, and Business Model. The Next button will become active; click Next.
  7. The next step would be to select one or more Profiles; select Accounts Receivable and Land Management.
  8. Click Next.
  9. In the Open Form Model group, you will notice that some Models are already selected, this is an indication that they were already part of the profile selected in the previous step; note that you now have the opportunity to deselect them if required.
  10. Click Next.
  11. The final prompt will be for selecting Business Models (BM); select a BM.
NOTE: If you click Previous, you will be returned to the previous screen, but you will no longer be able to deselect any selections.

12. You will observe that the Next [>>] button has been changed to an Export [>] button. Click Export to generate the file.

NOTE: Unless an export filename is specified, the Export button will not become active, regardless of what selections are made.

The methodology that is used for exporting multiple Modules or Module Elements applies to both OpenForms as well as System data structures. If a user were to export multiple System module elements, e.g. Dynamic Search groups, and Dynamic Search Styles, some Dynamic Search group items may be pre-selected, because they are part of the Dynamic Search Style.

Documentation

Click here to link to the current version of the documentation.

See Also

Import Data From File

 

103-UT-009

Diagnostic Configuration (GNA Trace Utility)
Overview | Configuration | Supported Modules

Overview

NOTE: When enabled trace functions can be instrumental in troubleshooting system issues, likewise in assisting Technical Support to resolve them.
To display the Diagnostic Configuration console…

  1. Click Options > Configuration
  2. In the console click either Software, or Text (from MS Govern).

Default Trace Log Settings

By default, when enabled, a trace process will immediately begin to generate data that is written to a Comma Separated Value (.csv) log file in the Trace directory of the deployment folder. The trace file will use the following naming convention:
userName_serverName_ckName_appName.csv
where…
userName = users login name
serverName = name of the server that the application is installed
ckName = the connection key name
appName = the application that is being monitored

Ex.: jdoe_JNMTL2_GOVDB_60_JNMTL2_SQL_GovernNetAdmin.csv

NOTE:The trace log file is self maintaining in that it will be deleted when it is older than 30 days – this value cannot be modified. Alternatively, users may opt to delete the file manually, it will be regenerated the next time it is enabled.

Configuration

To configure a system trace, you will need to select the area of interest from the Diagnostic Configuration console.
Select Software under Load configuration from: areas that a trace can be enabled are displayed, along with parameters.
Software option
Target: The Target options allow the selection of how the trace information will be presented. The options are as follows:
File – The File option will generate the trace information as a log file. This .csv file can be opened with any application that supports the format, e.g. Microsoft Excel.
Console – When Console is selected, a console (output window) titled NLog is launched. The trace information is logged in the NLog window.
Console and File – Selecting the Console and File option will display the trace information using both of the above means, the NLog console window will be displayed and a .CSV log file will also be generated.
When the Text option is selected, A text field is displayed. The intent is that any debugging information is pasted into the field.

Minimum Reporting Type: Selecting a minimum reporting type will determine what details are logged. For example:
Info – Select the Info option to log general information about the application. This can include a list of the calls that are made by the application

Warning – The Warn minimum level will log error messages that are of the

Error – When a minimum level of Error is selected, the system will log all errors that are categorized as an Error. These are errors that will cause the application to halt its current process, but will not cause it to fail. In this situation data loss may occur.

Fatal – This option will log all errors that are categorized as Fatal. These are errors that will cause the application to fail, i.e. a crash without the chance of a recovery. In this situation data loss may occur.

Supported Modules

The list of supported modules are presented below the Minimum Reporting Type option and pertain to the areas of the govern application, modules, and integrated 3rd party modules.

All – Selecting All logs the errors generated by all modules. This will include traces of the errors generated by installed Govern suite applications; e.g. Govern, GovernNetAdmin, BEDesigner, GovernSoftware.Security.UI.Manager, MSGovern.OFD, and so on.
DAB – Selecting DAB will log the activities that access the Govern Data Access Block (DAB)

NOTE: When the DAB option is selected, a new field called Trace commands where execution time is longer than X milliseconds will be displayed. See details below.

  • Trace commands where execution time is longer than X milliseconds – Enter a value in milliseconds that will be used a threshold. Any actions or calls that take longer than this value will be recorded in the log file. The default value for this field is 30 milliseconds

Text (from Govern) option

The text option is reserved for entering debugging information that is generated by the system. When errors are generated by the system, the debug code can be copied and reviewed for insight into the issue. To further assist, when the “Load configuration from” Text option (A) is selected, the debug code can be copied and pasted into the text field that is displayed.
If there is an incompatibility, an error window will be displayed.

Database Extraction Tool

Database Extraction Tool

Overview

The purpose of the Database Extraction tool is to create a new database that contains only specific, required information. This database is smaller and therefore easier to manage. Performance is better than the original.

The new database is created from data extracted from an existing Govern database. It contains the same schema as the original database but the data, property records, Profiles, and functions it contains are restricted to one or more modules, one or more years, and a saved dataset. A saved dataset is a predefined set of records that is created in Govern. Note that all the dependencies that are required for those records are also copied.

An extracted database can be useful in troubleshooting, testing, or training. For example, you may want to create a demo on a laptop computer and need only the data from the previous assessment year. You may want to test a new tax rate and need all the tax and CAMA tables but only specific property records. You may need to do some troubleshooting and want to send a portion of the database to a team working in a remote office.

The new extracted database is used in a deployment, as any other standalone Govern database. Once it is created, it is independent of the original database. It needs to be updated and maintained separately. It is designed for temporary use. Whenever you run the Database Extraction on it, the existing data are deleted and replaced with the selected data from the source database.

The new extracted database is:

  • Reduced in size
  • Easily transferred to another computer or to another team
  • Contains only the data essential to a specific purpose
  • Provides better performance due to the small size

The database extraction tool:

  • Reduces the time required for creating a new database
  • Reduces downtime over a full backup and restore
  • The source database operates independently of the extracted database.

 

Read More...

 

Documentation

For a comprehensive pdf of this page, see the following document:
103-UT-110-DatabaseExtraction.pdf

Prerequisites

Access to the:

  • Source database and deployment
  • Destination database.
    This can be any SQL database, such as an empty database, or a database from any Govern version.
    All existing data and tables are removed from the destination databae at the beginning of the process.
  • Destination deployment, if one exists
  • Connection keys for both databases

 

Recommendations

  • Complete a successful database verification on the source database.
    For details on running a database verification, refer to the GNA documentation.
  • Back up your source database before beginning.
  • If you need to retain any data in the destination database, back up the database.
    The process clears all data from the destination database.
  • Ensure that a saved dataset exists in the source deployment and that it contains all the required records.
  • All dependencies are copied along with the records in the saved dataset.
    For example, the A/R records that are associated with the tax records in the dataset are copied. These include the property control records that are associated with the CAMA records.The only records extracted are those in the saved dataset and the dependencies of those records.

References

  • For details on creating on a saved dataset, see Saved Dataset
  • For details on creating a new deployment, see Deploy EZ

Extracting a Database

The Database Extraction Tool:

  • Deletes all data in the destination database.
  • Copies the Govern database schema from the source to the destination database.
  • Copies the parameters and settings, for the selected years, from the source database for the following options if they are selected:
  • Billing: All parameter tables beginning with AR_, MB_, or UB.
  • Land Management: All parameter tables beginning with PM_,
  • Mass Appraisal: All parameter tables beginning with MA_ and TX_
  • Tax: All parameter tables beginning with AC_, AR_, BT_, MV_, NA_, PP_, ST_, and TX_
  • Fiscal years
    Data from all tables for the range of years, selected in the From and To drop-down lists for the selected Saved Dataset.
  • Saved Dataset
    All Profiles and user forms required for the records in the dataset, as well as all dependencies, are copied.

A full list of all the tables that are copied can be viewed in the following file:

MSGDatabaseStructMods.xml

This file is accessed from the SystemFiles folder for your deployment.

To create an extracted database from an existing database:

  1. Log on to the server where the source database resides.
  2. Launch GNA.
  3. Select Utilities > Database Extraction.The Database Extraction tool opens:
  4. Select the connection key to the destination database from the Temporary SQL Database Connection Key drop-down list.
  5. Select the saved dataset from the Include Data from Saved Dataset drop-down list.Note: You can select only one dataset.
  6. Select the modules for the parameters that you want to copy from the source to the destination database.
    Tip: If you hover your mouse over the option for the parameter, a tooltip listing all the tables appears.
  7. Select a range of years for the selected parameters from the From and To Years drop-down list
  8. Click the right arrow to start the process.
    A confirmation message appears.
    This message warns you that the process deletes all data in the destination database.
  9. Click Yes to continue.

 

Using the New Database

Once the database extraction process is complete, the newly extracted database is ready to use. You can make it available to a remote team via ftp, or open it in any deployment, with the correct version number. You are ready to begin testing, troubleshooting, or training. The extracted database is the same as the source database.

Maintaining the Extracted Database

Once the procedure is complete, the extracted database is a standalone database that can be used as any other Govern database. You can run ad database verification, update the database or make modifications as you would to any other database.
There is no synchronization between the source and destination databases, once the process is complete.

 

 

 

103-ut-010

 

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103-UT-001

Active Directory Integration Tool

Overview

Active Directory (AD) is an implementation of the Lightweight Directory Access Protocol (LDAP) directory services by Microsoft. LDAP provides central authentication and authorization services for Windows based computers. AD is available in Windows Server 2000 / 2003 / 2003 R2 / 2014. The Active Directory Govern Integration Tool will allow you to import users from Active Directory into Govern’s user database. This administrative process is unidirectional in that users are copied from Windows™ Active Directory to Govern’s user table (Table: USR_USERFILE); in addition their group designations within Active Directory will be carried over and used to determine which one of the four Govern access groups they will be assigned to. Once imported into Govern, you can then manage which forms and functions users will have access to through Govern’s Administration program. The import Active Directories process can be run periodically for synchronization purposes, e.g. in instances when there have been changes in roles or personnel within the organization.

Managing Import of Multi-role Active Directory users

In the Govern New Administration (GNA), there is a method of processing imported accounts in place to manage Active Directory users with multiple access roles.
In instances where a user being imported is in multiple roles in Active Directory; this could be a user that is in an Administrator group, as well as a Regular group. After this user is imported into Govern, in the Govern USR_USERFILE table, this user will appear once as an Administrator. This the role that they are a member of with the highest permission level.
The Permission hierarchy in Govern, highest to lowest is as follows:

  • Super User
  • Administrator
  • Regular
  • Read Only

To display the Active Directory and MS Govern Integration Tools:

  1. In GNA click to select the Utilities tab on the ribbon, Click Active Directory Integration Tool.

Parameters & Command Buttons

Command Buttons

Process: Click Process to begin importing Active Directory users into Govern.
View Log File: Click View Log File to display the contents of the log file.
Exit: Click Exit to close this window.

Parameters

Active Directory Path: This is the Active Directory path.
Log File Path: This is the path to the Active Directory Integration Tool log file.
Import Active Directory Users into MS Govern Database: Select this option to import Active Directory users into Govern’s database.

 

 

103-ut-001

 

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103-UT-004

Country Correction in NA_NAMES (Conversion)
Overview | Making Corrections |

Overview

This process is required for cleaning up the text field used in early versions of Govern for Windows. This field was created for users to specify countries in the NA_NAMES table. Since the field for country names is a text field with no validation, errors may have been made during entries, i.e. no standard format or codes were maintained. When this table is to be used on the Web, validation will occur; users must make a selection from a drop-down menu containing pre-defined countries.

This utility is used to “clean up” old codes that exist by allowing you to associate them with existing countries. The data found in this column are usually Postal codes or Zip codes, or non-standard abbreviations.

Making Corrections

For example, under the Erroneous Country column, we may have an entry of a zip code, we could correct this by associating or “mapping” that entry to the United States.
To correct erroneous country codes…

  1. On the GNA ribbon, select Utilities (tab) > Country Corrections in NA_NAMES table…
  2. The Country Name Correction form appears; under the column marked Erroneous Countries, locate an erroneous code.
  3. Click the line that the code appears under the Corrected Countries column.
  4. Select the country code that it should be mapped to from the drop-down menu.
  5. Click Save to Database to save your correction.
  6. If no mapping is required, or no match can be found for the erroneous country codes, click to select the Replace blank corrected countries with null values option.
  7. Click Save to Database to save your changes.

NOTE: Blank corrected countries are replaced with null characters in the database.

The next time you access this tool only the country codes that have not been matched with a correct country code will be displayed.