Office Tools

Technical Requirements

Workstation Requirements

    Windows 7 32 or 64 bit, Windows 8 32 or 64 bit, or Windows 10 32 or 64 bit
    Microsoft .net 4.5 framework
    1024 X 768 minimum resolution
    128mb Video card
    Color Depth Set to “High Color (32 bit)” or highe
    MS Windows Standard Fonts & DPI
    English Language Set
    4GB Ram Minimum, Recommend 8GB Ram or More
    2.0 GHz Dual Core or above Processor
    Antivirus programs should not scan the Office Tools programs and SQL communication ports
    AVG free Antivirus & Support Soft Assisted Service are not supported
    Desktop email client (e.g. Outlook) for sending email notifications from WorkSpace

Server Requirements

    Windows Server 2008 R2/2012 64bit SP2 or later; or Windows SBS,Small Business Server 2008 SP2 or later
    8GB Ram Minimum, 4GB available
    Antivirusand firewall should exclude OfficeTools programs and SQL communication ports
    Microsoft SQL 2012 or newer. (Microsoft SQL Express 2012 included with OfficeTools Professional software)
    For user groups of 25+, we recommend Microsoft SQL Server Enterprise 2012+

Integration Requirements

    QuickBooks Versions: 2007 and newer, All Editions
    QuickBooks Premier Accountant and Enterprise Editions Versions: 2014 and newer
    MS Office Versions 2007 and newer
    MS Outlook 2010 and newer
    Intuit Lacerte 2008 and newer
    Intuit Canada ProFile 2011 and newer
    OfficeTools USB Magnetic Card Reader for Merchant Services

Server Installation

GETTING STARTED

When you purchase WorkSpace you should receive a confirmation email with a link to your online
account (http://store.officetools.com). If you’re logging into your online account for the first time,
click the “Forgot Password” link and enter the email address associated with your account. You will
receive an email allowing you to set a password.

When you log into your account, select “My Downloads” from the navigation bar. Here you will find
downloads for all your Office Tools products (some products are integrated inside WorkSpace itself;
in such cases no download link for these components will be listed). Download the “Full Install”
for WorkSpace, and the “Latest Update.” Take note of your Account Number in the bottom right-hand
corner of the screen.

Log on to your server as an administrator and run Server_Setup.exe. Accept the License Agreement
and click “Next”.

Unless otherwise instructed by tech support, run the installer with all the Components checked-in.

Enter your Company Name and Account Number and click Next. Your Account Number can be found on your
purchase confirmation email as well as your online account (to log on to your online account go
to http://store.officetools.com).

The installation sequence will run, this process can take fifteen minutes or more. Several Microsoft
SQL setup windows and progress bars will appear and close during this time. The installation will
proceed on its own, no input is required.

When the server installation is finished you can proceed to installing WorkSpace the workstations.

Depending on your network settings, you many have to add an exception to the firewall on your sever
for the Dynamic Port associated to your SQL installation. The SQL dynamic port can be located in:
Start> Programs> Microsoft SQL Server 2012> Configuration Tools> SQL Server Configuration Manager.

Expand “SQL Server Network Configuration (32bit)” and select “Protocols for NORTH40SYSTEMS”.
Double click TCP/IP, on the IP Addresses tab scroll all the way to the bottom and the TCP Dynamic
Port is displayed in there. If you need assistance making an exception for this port in your fire
wall contact our support team at (661) 794-2220 or support@officetools.com.

Database Migration

How do I migrate OfficeTools™ WorkSpace to a new server?

Prior to starting the Migration Process, please read through these important Notes:

- SQL versions ‐ If the old server (original server) is using SQL 2008 or SQL 2008 Express, then the new
server will have to use SQL 2008 or SQL 2008 R2, or SQL 2012 or (if supported) SQL 2014. Please
contact support for guidance if you have questions.

The following steps must be followed to avoid data loss. These steps should be performed while the
WorkSpace application is not in use.

1. On the New Server, install the current version of OfficeTools WorkSpace Server Components
o If possible, install the program to the same installation path as the path used on the Old Server.
This will simplify the process.
2. Open the Office Tools Backup Utility on the Old Server.
3. Make note of the file path displayed in the backup location field.
4. Click Backup Now
5. Locate the following services on the Old Server and disable them:
o SQL Server (NORTH40SYSTEMS)
o Office Tools Backup Service
o Office Tools Otpweb Service
o Office Tools Service Host
 To disable the services: Right‐click on the service, and select Stop. Then right‐click on
the service again, and select Properties. Change the startup type to 'Disabled' and select Apply.
Close out of the Computer Management dialogue.
6. Copy the .bak file created with the OfficeTools Backup Utility to the New Server.
o The recommended location is %ProgramFiles(x86)%\Microsoft SQL Server\MSSQL11.NORTH40SYSTEMS\MSSQL\Backup
7. On the New Server Install Microsoft SQL Server 2012 Express Management Studio.
8. Open Microsoft SQL Server Management Studio.
o At the Connect to Server Window select servername\NORTH40SYSTEMS
o For Authentication select Windows Authentication and select connect.
o On the tree to the left expand Databases
o Right click OfficeToolsPro
 Select Task
1. Restore
1. Database
1. For Source select Device and select the ellipsis to browse for the back up files previously
copied from the old server
2. For Backup Media type select File and click add
1. Select the .bak file and click OK
3. Make sure the .bak file is listed in the Backup media list and click OK
2. On the table on the left select Options
1. Under restore Options check Overwrite the existing database (WITH REPLACE).
2. Under Server connections check Close existing connections to destination database.
3. Click OK to execute the restore process.
4. Close SQL Server Management Studio.
9. Open Office Tools WorkSpace on a workstation computer.
o You will be prompted to select a server
 From the drop down select servername\NORTH40SYSTEMS where “servername” is the name of the new server.
 For Database select OfficeToolsPro
 Click OK.
 NOTE If you receive the message Invalid Database Please select a valid database communication
is likely being blocked by a firewall or there is a network configuration problem. Please see the
Creating firewall Rules found on the FAQ section of our website or contact support at
support@officetools.com .
 Select Yes to accept the name change.
10. Copy the Document Management folder from the Old Server, to the New Server's Document Management
folder. Make sure all workstations are mapped to this folder exactly as they were on the previous
server i.e.: F:\data\client docs. Failure to do so will result in all client files listed in the
Documents section of WorkSpace to list as MISSING.

Notes:

 After migrating to the new server, please be sure to configure the OfficeTools Database Backup
Utility to back up the database on a regular basis. See the instructions for creating a schedule on,
how do I setup the OfficeTools Database Backup Utility.

Workstation Installation

GETTING STARTED

When you purchase WorkSpace you should receive a confirmation email with a link to your
online account (http://store.officetools.com). If you’re logging into your online account
for the first time, click the “Forgot Password” link and enter the email address associated
with your account. You will receive an email allowing you to set a password.

When you log into your account, select “My Downloads” from the navigation bar. Here you
will downloads for all your Office Tools products (some products are integrated inside
WorkSpace itself; in such cases no download link will be listed). Download the the
“Latest Update” for WorkSpace. Take note of your Account Number in the bottom right-hand
corner of the screen.

WORKSTATION INSTALLATION

Log on to your workstation as an administrator and run the “Latest Update” setup file. Accept
the License Agreement and click “Next”.

The default installation location is on the local C drive, if you’d like to select a
different location click the “Change” button. When ready, click “Next” to proceed with the installation.

No further input is required, allow the installation to finish. Once it’s finished, run the
“Latest Update” you downloaded from your online account. Follow the same procedure outlined
above. When the update is finished you should have a “WorkSpace” icon on your desktop;
double-click it to launch the program.

The “Select Server” window will appear. Click the down arrow in the Server box and select
“Your_Server_Name\NORTH40SYSTEMS” from the list.

The log in screen will appear. The default log in for new installs is “Admin” with no password.

At this point you will see a loading screen. WorkSpace is a large program, as such a
typical load time is around 30 seconds.

Now you’re ready to start using Practice Management. We highly recommend that you consult
our User Guides, particularly the Getting Started section. If you have any questions, would
like to schedule one-on-one training, or need any assistance, please contact our support
team at (661) 794-2220 or support@officetools.com.

Office Tools

Links

Technical Requirements

Server Installation

Database Migration

Workstation Installation