CaseMap Installation Guide

Installing CaseMap
User Guide
CaseMap®, Version 12.1
• Preliminary Planning
• Installing CaseMap
CaseMap Installation Guide
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While the information contained herein is believed to be accurate, this work is provided "as is," without warranty of any
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LexisNexis and the Knowledge Burst are registered trademarks of Reed Elsevier Properties Inc., used under license.
TextMap is a registered trademark of LexisNexis, a division of RELX Inc. Other products or services may be trademarks or
registered trademarks of their respective companies.
© 2017 LexisNexis. All rights reserved.
CaseMap®
DocPreviewer™
DocManager™
CaseMap® Server
TextMap®
TimeMap®
Sanction®
Concordance®
Version: CaseMap® 12.1
Release Date: January 30, 2017
Contents
3
Table of Contents
Chapter 1 Installing CaseMap
5
...................................................................................................................................
5
1 Preliminary
Planning for CaseMap
..........................................................................................................................................................
5
About preliminary
planning
..........................................................................................................................................................
7
Before installation
..........................................................................................................................................................
10
System requirements
...................................................................................................................................
11
2 Installing
CaseMap
.......................................................................................................................................................... 11
Installing CaseMap
..........................................................................................................................................................
23
Registering the
CaseMap Server in CaseMap
..........................................................................................................................................................
26
Converting local
cases
..........................................................................................................................................................
27
Updating CaseMap
versions
Index
29
© 2017 LexisNexis. All rights reserved.
3
Installing CaseMap
User Guide
Installing CaseMap
Chapter
1
Installing CaseMap
Installing CaseMap
Preliminary Planning for CaseM ap
About preliminary planning
Preliminary planning for implementing any software application is important for achieving the
best set-up results, the first time. We recommend that you take some time to review and plan
how your organization will be using CaseMap, especially if you are also installing the CaseMap
Server, the CaseMap Admin Console, and the CaseMap SQL Import Utility. Planning ahead
helps ensure that administrative tasks are minimized for initial setup and your long-term
maintenance of the application and its companion products.
Plan before you install CaseMap
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CaseMap
Before installing CaseMap and the CaseMap Server, the CaseMap Admin Console, and the
CaseMap SQL Import Utility, we recommend you review the following checklist to ensure you
have not missed any steps in planning details.
Best Practices: Preliminary Planning
System Requirements / Licensing
Review system requirements and licensing options
Network Directory Setup
Ensure CaseMap users have full network access to case network folders
where local cases are stored, or have SQL cases assigned to them in the
CaseMap Admin Console
* CaseMap does not support/encourage VPN access to network files, which
can cause user access issues unless it is installed on CITRIX. Remote users
need a replica copy of the case installed on their hard drive.
Have preset folders for each client/matter
Server Setup and Security
Implement server firewalls
Set up CaseMap security in CaseMap and the CaseMap Admin Console using
Windows or simple authentication
*We recommend that you use Windows authentication for SQL cases
Enable security and require logons for all CaseMap cases
Implement password policies
Use private IP via VPN access
Receiving Data and Images
Have a data collection and processing plan in place
Verify that file formats are recognized in CaseMap
Have a directory location with subdirectories in a structure that prepares you
for optimal organization of the various cases, image source files, templates,
reports, and backups for each
Case File Design
Create local case templates for different types of cases or to retain specific
spreadsheet fields and views
* For information on creating SQL case templates, refer to the CaseMap Server
documentation.
Implement field name conventions for consistency
Implement short name conventions for consistency
Customize the Intake Interview Jumpstart Form for your organization's needs
Managing Clients/Users
Inform users of training options, immediately
Identify any remote staff that may need access to cases on your network or
require replicas of cases
© 2017 LexisNexis. All rights reserved.
Install native viewer applications for users who need to view documents and
files that are linked to case records in CaseMap
Installing CaseMap
7
Plan case design and structure in advance
Designing cases is a necessary planning phase that ensures consistency in structure,
naming conventions, security, user permissions, etc. The more forethought you apply to
designing case templates and user roles for implementing security, the easier it is for you
and other administrators to identify any irregularities that may occur.
Consistency is key when it comes to field naming conventions, use of field types, and
spreadsheet field placement in CaseMap cases. When field guidelines are established, it is
less confusing for users and administrators who are working in multiple cases.
For more information, see Before creating cases and About cases.
Determine a clear migration path for cases
If you are using CaseMap Server, a migration path for importing cases from previous
CaseMap versions is essential. You should only migrate a case to a CaseMap Server case
once. If you experience an issue during the import, you can try migrating the case again.
Each SQL case requires its own SQL database.
For more information, refer to the CaseMap Server documentation.
Related Topics
Before installation
CaseMap system requirements
Before installation
Review the following information to understand the installation and implementation process. If
you did not buy CaseMap Server, you only need to install or upgrade the CaseMap client
application.
Installing CaseMap inv olv es the following:
CaseMap client application installed on local machines
CaseMap Server (optional, for clients who want to create SQL cases)
CaseMap Admin Console (optional, for clients who want to create SQL cases)
CaseMap SQL Import Utility (optional, for clients migrating existing local cases to SQL cases)
Im plem enting CaseMap with CaseMap Serv er can inv olv e one or m ore of the following:
Configuring SQL Server for CaseMap Server installation
Creating network folders to store local cases or creating SQL servers and SQL cases in the
CaseMap Admin Console
Applying network folder and field level security for local cases in CaseMap or setting up
© 2017 LexisNexis. All rights reserved.
8
CaseMap
users, roles, and permissions in the CaseMap Admin Console for SQL cases
Assigning users to SQL cases in the CaseMap Admin Console
Creating network folders to store case documents and other related files (audio, graphics,
etc.)
Learn how CaseMap licensing works
The licensing options for CaseMap include:
Single seat — A lower cost option for clients
Multi-seat — Allows for installation on both PCs and the application server
Enterprise — Allows for 400+ users and includes discount options
Review the system requirements
Please review the current system requirements for setup considerations for your processor
and RAM. Review each section in advance before making expensive hardware and network
decisions that may not be in line with LexisNexis recommendations.
Please keep informed of CaseMap release updates and how they impact your system by
checking our CaseMap Web site at http://www.lexisnexis.com/casemap.
Store local cases on network for staff access
Local cases should be stored on the network where all case users can access the file. Local
cases should be stored by case name or matter, or according to your organization's internal
guidelines.
If there is no network setup or only one individual is using a case, the case can be stored
locally on a user's hard drive. In this instance, nightly back-ups of the case should be made
to a flash drive or portable hard drive, or in a network folder. In this scenario, other users
cannot access the case without using a replica copy. Synchronizing data with the primary
case should then occur regularly.
Use directory folder naming conventions
Most organizations have network directory design guidelines already in place for storing
information in a consistent manner. We recommend that you consider our example while
you review your own.
The following example reflects folder naming conventions and directory hierarchy for
storing cases, documents, replica cases, backup files, etc.
© 2017 LexisNexis. All rights reserved.
Installing CaseMap
9
If you are planning to move a local case to a new directory location, and want to
ensure that it is still accessible to users, build a directory template structure that is
easy to relocate.
Apply folder security to local cases to control access
Local case security is applied by controlling access to cases saved in directory folders on
your LAN. Grant folder access to only those users working on a particular case. In this
manner, you are preserving case integrity by preventing others from reviewing your case
information and strategy.
Set up users and assign cases/roles for access
All users must be added to a case in order to access it within CaseMap or be assigned to a
SQL case in the CaseMap Admin Console. Having a CaseMap license does not grant a user
permission to open a case.
We also recommend that you require users to set passwords. Users can set and change
their passwords at any time. If a user of a local case has forgotten a password, contact
CaseMap Support to have it reset. If a user of a SQL case has forgotten a password, he or
she should contact their case database administrator.
Determine a clear migration path for cases
© 2017 LexisNexis. All rights reserved.
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CaseMap
If you are using CaseMap Server, a migration path for importing cases from previous
CaseMap versions is essential. You should only migrate a case to CaseMap Server once. If
you experience an issue during the import, you can try migrating the case again. Each SQL
case requires its own SQL database.
For more information, refer to the CaseMap Server documentation.
Related Topics
About preliminary planning
CaseMap system requirements
System requirements
Please review the current system requirements for setup considerations and suggestions.
Review each section in advance before making expensive hardware and network decisions that
may not be in line with LexisNexis CaseMap recommendations.
Please keep informed of CaseMap release updates and how they impact your system by
checking our Web site at www.lexisnexis.com/casemap.
When setting up users for local cases, ensure that all users have full network access to
each case directory they need to access. When setting up users for SQL cases in the
CaseMap Admin Console, ensure that users are assigned appropriate roles and assigned
to the cases they need to access.
CaseMap Client Application v12.0
CaseMap must be installed and run on a local hard drive. CaseMap cannot be run from a
network server. CaseMap data can either be stored in a file on a network drive or in a
Microsoft® SQL Server® database. You must be logged on with admin rights to install
CaseMap.
1 GHz or faster 32-bit (x86) or 64-bit (x64) processor
1 GB RAM (32-bit) or 2 GB RAM (64-bit)
Approximately 1 GB of free disk space on the system drive
Super VGA (800 x 600) or higher-resolution monitor with 256 colors
Microsoft Internet Explorer® v6.0+ is required for Send to CaseMap functionality
Any of the following versions of Microsoft Windows ®:
Microsoft Windows 2008 Server®
Microsoft Windows 2012 Server®
Microsoft Windows Vista ®
Microsoft Windows ® 7
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Installing CaseMap
11
Microsoft Windows ® 8
Microsoft Windows ® 10
You can install the latest CaseMap client application version to a desktop that already
has previous versions of CaseMap installed. It will not remove the prior version.
When prompted to enter an URL for the CaseMap Server (optional), please enter a URL
ending with CMServerClient.svc. CaseMap Server is required to work with SQL cases.
Related Topics
About preliminary planning
Before installation
Installing CaseM ap
Installing CaseMap
The CaseMap client application is installed to the Microsoft® Windows ® desktop of any CaseMap
user. If you are using the CaseMap SQL version, the install utility will prompt you to enter the
URL to the CaseMap Server. The URL should end with CMServerClient.svc.
CaseMap installs as an unregistered trial copy. There is a 30-day grace period to use CaseMap.
Once the grace period expires, CaseMap will no longer function. The unregistered copy of
CaseMap works identically to the registered version. If you are reinstalling over a registered
version of CaseMap, you will not need to re-register.
CaseMap client installation ov erv iew:
CaseMap must be installed and run on a local hard drive
CaseMap cannot be run from a network server
You must be logged on with administration rights to install CaseMap
CaseMap data files can be stored in a file on a network drive or in a Microsoft® SQL Server®
database
Previous version cases must be converted to open in the current CaseMap version
DocPreviewer and DocManager are downloaded as part of CaseMap (optional subscription
CaseMap plug-ins)
Microsoft Word and Microsoft Outlook plug-ins (optional during installation)
Cases need to be converted to the current version format. Once a case is converted,
© 2017 LexisNexis. All rights reserved.
12
CaseMap
users with previous CaseMap versions cannot open it. We recommend you upgrade all
CaseMap users working in the same case at the same time. For details, see Converting
cases.
Installing a new version of CaseMap replaces any current installation of the Send to
CaseMap plug-in for Adobe Acrobat with a new version. The new Send to CaseMap plug-in
may work in earlier versions of CaseMap, though some features may be disabled. We
recommend that you do not upgrade to a new version of CaseMap until you are ready to
stop using earlier versions of the product and can migrate previous version cases to the
current CaseMap version.
You can install the latest CaseMap client application version to a desktop that already has
previous versions of CaseMap installed. It will not remove the prior version.
To install CaseMap
1. Double-click on the CM12Setup.exe icon to launch the CaseMap Install utility.
2. When the InstallShield Wizard launches, click Next.
3. In the License Agreement dialog box, click Yes.
© 2017 LexisNexis. All rights reserved.
Installing CaseMap
Click Print if you want to print a copy of the license agreement.
4. In the Information dialog box, review the installation information, then click Next.
© 2017 LexisNexis. All rights reserved.
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CaseMap
5. In the Default CaseMap Server dialog box, type in the CaseMap Server in the Name
field.
This dialog box only displays if you are installing CaseMap Server.
© 2017 LexisNexis. All rights reserved.
Installing CaseMap
15
In the URL field, type in the name of the server URL, then click Next.
6. In the CaseMap Microsoft Office Plug-ins dialog box, select the the check for each plugin you want to install: Microsoft Word and Microsoft Office.
© 2017 LexisNexis. All rights reserved.
16
CaseMap
Microsoft Office plug-ins allow case users to send data from Word or Outlook to a case.
Clear the check box for a plug-in you do not want installed.
7. In the Choose Destination Location dialog box, verify whether the default destination
folder is the appropriate location, then click Next.
© 2017 LexisNexis. All rights reserved.
Installing CaseMap
The default folder is C:\Program Files [x86]\CaseSoft\CaseMap 12.
7. In the Start Copying Files dialog box, review the current settings, then click Next.
© 2017 LexisNexis. All rights reserved.
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CaseMap
Please wait while the new software is being configured.
8. In the InstallShield Wizard Complete dialog box, select the Yes, I launch LexisNexis
CaseMap 12 now check box.
© 2017 LexisNexis. All rights reserved.
Installing CaseMap
19
9. Optional: Select the Yes, I want to view the read me file now check box, if you want to
do so at this time.
10. Click Finish.
11. In the Welcome to CaseMap dialog box, select Activate CaseMap.
© 2017 LexisNexis. All rights reserved.
20
CaseMap
11. Click Continue.
12. In the CaseMap 12 Software Activation dialog box, click Next to open the Enter your
registration information dialog box.
13. In the Registration Name field, type in your user name for license registration.
14. In the Registration ID field, type in your registration ID.
© 2017 LexisNexis. All rights reserved.
Installing CaseMap
21
15. In the Product ID field, type in the CaseMap license number.
You must be registered with LexisNexis as a valid user of this software to have this
registration information. When you register with LexisNexis, you should receive this
information via email or phone.
16. Click Next to continue.
17. In the Read the LexisNexis License Agreement dialog box, read the license agreement
and then select the Yes, I will abide by the LexisNexis License Agreement check box.
18. Click Next to continue.
19. In the How do you want to activate this product dialog box, select the activation option
you want to use.
© 2017 LexisNexis. All rights reserved.
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CaseMap
Activate software online — Use this option to activate online with an active internet
connection.
Activate by web browser or phone — Use this option if you received an activation key
via email.
20. Click Next to continue.
21. In the Summary of online activation transmission information dialog box, review the
license registration information.
22. Click Finish.
23. In the message box confirming CaseMap activation, click OK.
© 2017 LexisNexis. All rights reserved.
Installing CaseMap
23
Installation is complete. CaseMap now automatically launches and you can begin using
it.
Related Topics
About preliminary planning
Before installation
System requirements
Registering the SQL server in CaseMap
Converting local cases
Updating CaseMap versions
Registering the CaseMap Server in CaseMap
If you are using CaseMap with CaseMap Server and did not register a server during CaseMap
installation, you will need to register a CaseMap Server in the client application in order for
users to access SQL cases in CaseMap.
For more information about CaseMap Server, refer to the CaseMap Server documentation.
To register a CaseMap Server in CaseMap
1. On the File menu, click Options.
2. In the Options dialog box, click the CaseMap Servers tab.
© 2017 LexisNexis. All rights reserved.
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CaseMap
3. Click the Add button.
4. In the New CaseMap Server dialog box, type in the client server address in the Server
Name field.
5. In the Server URL field, type in the path to the server, then click OK.
For example: http://[Your Server Name Here]/CMServer/CMServerClient.svc.
6. Click OK when you are finished.
The server you registered now displays in the Registered CaseMap Servers box.
To edit a CaseMap Server in CaseMap
1. On the File menu, click Options.
2. In the Options dialog box, click the CaseMap Servers tab.
© 2017 LexisNexis. All rights reserved.
Installing CaseMap
3. In the Registered CaseMap Servers box, select the server you want to edit.
4. Click the Edit button.
5. In the Edit CaseMap Server dialog box, modify the server name or server URL, then
click OK.
The changes now display in the Registered CaseMap Servers box.
6. Click OK to save your changes.
To remove a registered server in CaseMap
1. On the File menu, click Options.
2. In the Options dialog box, click the CaseMap Servers tab.
© 2017 LexisNexis. All rights reserved.
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CaseMap
3. In the Registered CaseMap Servers box, select the server you want to remove.
4. Click the Remove button.
The selected server no longer displays in the Registered CaseMap Servers box.
5. Click OK to save your changes.
Related Topics
Installing CaseMap
Converting local cases
CaseMap continues to allow you to convert previous version cases to the new current release
version. For example, you can upgrade a CaseMap v11.0 case to a CaseMap v12.0 case and
have it still write to a Microsoft® Access database. Use the CaseMap SQL Import Utility to
migrate local cases to SQL cases.
When upgrading a previous version case to a new version, CaseMap recognizes the older case
format, such as a CaseMap v11.0 file (.cm11 extension) and offers to convert it to the new
version format for you. It only takes a minute or so to convert previous cases to the new
CaseMap format.
During the conversion process, CaseMap does not change anything in your existing CaseMap
© 2017 LexisNexis. All rights reserved.
Installing CaseMap
27
file. It creates a brand new case and copies all information from the old case into the new one.
Additionally, CaseMap changes the file extension of the older version, such as .cm10 to .001.
This change keeps users from inadvertently reopening the old case and using a previous
CaseMap license.
If a case already exists with the same name and extension, the numbers will increment to
".002" and ".003" to ensure a unique name. We recommend that you inform case staff when
the import is complete and that the original case is now renamed.
Previous versions of CaseMap are not used during the conversion process, so you can
uninstall them at any time.
Once a case has been converted to a new version format, users can no longer access it
using an older CaseMap version. We recommend that all users get new versions installed
at the same time.
To convert cases to a new CaseMap version
1. On the File menu, click Open.
2. Click Computer, to open the Open Local Case dialog box.
3. In the Open Local Case dialog box, select/click on the case you want to convert to the
newer version of CaseMap.
4. In the message box, review the selected case information, then click OK.
5. In the Select the name and location of the converted case file dialog box, ensure the
File name for the case to be updated is correct/desired, and then click Save.
6. In the message box confirming case conversion, note the location of the file, and then
click OK.
The message box displays the directory location of the original case and its new file
extension.
Related Topics
Installing CaseMap
Updating CaseMap versions
Updating CaseMap versions
When you receive notification that a current version of CaseMap has an update available, you
can quickly download it to ensure you have the latest tools and fixes needed for using
CaseMap successfully.
© 2017 LexisNexis. All rights reserved.
28
CaseMap
IT staff and litigation support professionals should alert users when they are eligible to receive
a new version of CaseMap for their licenses. The latest version can be downloaded at
www.lexisnexis.com/casemap by following the instructions for installing CaseMap.
Once you have updated CaseMap, review the What's New topic for release information
detailing feature enhancements for the version you are now using.
To update CaseMap
1. Verify that the computer you are using has an active Internet connection for the update.
2. Open CaseMap on the desktop for the license holder needing the update.
3. On the File menu, click Help & Info, and then click Update CaseMap.
4. In the CaseMap WebUpdate dialog box, click Continue.
A status screen displays the installation process for the update and then displays a
message with the version installed when it completes.
If you currently have all updates installed, you receive a message indicating that you
have the current version.
Related Topics
Before installation
System requirements
Installing CaseMap
© 2017 LexisNexis. All rights reserved.
Index
Index
-CCaseMap
installing
11
system requirements
10
updating
27
CaseMap Server
registering in CaseMap
23
cases
converting (local) CaseMap
26
storing local cases, CaseMap
7
converting
local cases CaseMap
26
-Iinstalling
before installing CaseMap
7
CaseMap
11
preliminary planning CaseMap
5
system requirements CaseMap
10
-Ppreliminary planning
CaseMap
5
-Rregistering
CaseMap Server in CaseMap
-Ssystem requirements
CaseMap
10
-Uupdating
CaseMap
27
© 2017 LexisNexis. All rights reserved.
23
29