Sage SQL Gateway with Sage Executive Dashboard Replication and Security
Replication and Security
Sage SQL Gateway is configured, and you’re ready to run a test replication. This section walks you through the following steps.
Task
❑
Replicate the backup database
❑
Replicate production data
❑
Set Up Security in Sage SQL Gateway
❑
Install Executive Dashboard
Page
25
27
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Replicate the backup database
TIP:
The amount of time required for a replication depends on several factors. See “Time
Required for Replication” on page 45 for more information.
The first time you replicated a database, all data is copied. Subsequent replications copy only tables that have changed since the last successful replication, so the time required for ongoing nightly replication will be shorter.
1.
2.
In the
Sage SQL Gateway Administration
window, click
Status
on the left.
Verify that the correct
Warehouse
is displayed in the dropdown, and then click
Replicate Now
.
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3.
Wait for the replication to finish. (This could take a significant amount of time.)
If errors or warnings are encountered during replication, they are reported in the
Sage SQL Gateway event log.
This is an example of a replication log showing an unsuccessful replication. In this example, replication failed because the data folder had not been upgraded to a supported version of Sage 300 Construction and Real Estate.
This is an example of the replication log showing the messages when replication is successful. Once you have a successful replication, you’re ready to configure the utility for live data replication.
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A note about Custom Descriptions
If your Sage 300 Construction and Real Estate data folders use custom descriptions for any of the fields shown in this table, you might need to take steps to ensure that your data is summarized correctly. Open
File > Company Settings > Custom
Descriptions
and check each of these fields.
Custom description
AP Retainage
AR Adjustment
AR Cash receipt
AR Customer
AR Finance Charge
AR Invoice
TX Tax
Default value
retainage adjustment cash receipt customer finance charge invoice tax
If you find that these fields have been customized, you can obtain a custom script from the Technical Support Knowledgebase that will correct any discrepancies.
You’ll need to edit the script and place it in a specific location so that it runs after each replication.
FOR MORE INFORMATION:
To find the script and instructions for applying it, see the
Technical Support Knowledgebase article “
How do I update Gateway so Custom
Descriptions are recognized on Dashboard Reports?
”
Replicate production data
Once you have verified that the test replication was successful, you’ll re-configure
Sage SQL Gateway to replicate your production data. You’ll need to run
File Doctor on your production data folder, which could take a long time, depending on the size of your data folders.
1.
2.
3.
Make sure that all users are logged out of Sage 300 Construction and
Real Estate.
Run File Doctor on each of the company folders you will replicate. (Make sure you have a backup of your data before running File Doctor.)
Return to the
Sage SQL Gateway Administration
window. You can either add a new warehouse to point to your production data folder, as shown here, or you can change the data sources within the current warehouse.
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Replication and Security
4.
Click
Add Warehouse
.
Sage SQL Gateway
5.
Name the warehouse and schedule it for daily replication if needed.
WARNING:
Verify that the timing of Windows updates, backups, and other server
maintenance does not conflict with the replication time frame. See “Important Information about Automatic Updates from Microsoft” on page 16.
6.
7.
8.
Indicate the types of views you want to see in the data warehouse.
The
Modern Views
check box must be selected if you plan to use
Executive Dashboard. It is selected by default.
You can also select the
Classic Views
check box. These options are
explained more fully in “Classic and Modern Views” on page 40.
Click
Next
.
Add the data sources.
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9.
Sage SQL Gateway can send automated email messages regarding the status of
nightly data replication to recipients you set up. See page 17 for details if you
have not already set this up.
The next section explains the security feature so you can grant access to the data warehouse to others in your organization.
Set Up Security in Sage SQL Gateway
Sage SQL Gateway’s
Security
tab lets you set up
Users
and
Roles
corresponding to individuals in your organization who will access the data. You then assign
Features
to roles and assign roles to users.
The roles you see in this window depend on whether you have enabled the
Executive Dashboard add-on. The list also varies based on whether you have successfully replicated your data warehouse, and whether your
Sage 300 Construction and Real Estate folder has Accounts Receivable, Job Cost, or Property Management data.
In this example, the Executive Dashboard add-on has been enabled and the database has been replicated.
What are Features?
The features selected for a role determine what kind of information is available to users assigned to the role.
Report viewers and designers
Report viewers are individuals who can view reports based on the data warehouse.
Report designers are individuals who can make necessary modifications to the data
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Replication and Security Sage SQL Gateway warehouse in SQL Server as part of their report design work. These two types of individuals need different levels of access to the data warehouse.
Report designers must make some specific modifications to the data warehouse in
SQL Server as part of their report development. A special role is available for you to assign to report designers to ensure that they have the necessary permissions.
Plan roles to assign to report viewers
You’ll set up report viewers and designers as users in Sage SQL Gateway and assign them to roles. If you enabled the Executive Dashboard add-on, you’ll see some pre-set roles corresponding to related reports. These roles are appropriate for report viewers—and you can create others in addition.
If you did not enable Executive Dashboard, roles specifically for report viewers are not present. You’ll need to strategize with your team about what these roles should include and set them up in Sage SQL Gateway.
NOTE:
Users and roles are set up for individual warehouses. Roles and users that you set up in your first warehouse will not be able to see data from your second warehouse unless you add them to it.
Add users and roles to Sage SQL Gateway
Replicate your data at least once before you start this process. You will need some elements of the data warehouse to be in place in order to complete the setup.
1.
In the
Sage SQL Gateway Administration
window, click
Security
.
2.
On the
Users
tab, click
Add
. Notice that you can select either
Windows Authentication
or
SQL Authentication
.
30
WARNING:
If you select
SQL Authentication
and the user name you enter in this window matches an existing server login in the SQL Server instance, the password you enter re-sets the password for that SQL Server login (including all databases and objects to which it has access). Be sure to inform the user of the new password, as it will be needed to access any component of the instance.
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3.
4.
5.
Enter a user name. If you are using
SQL Authentication
, enter a password. The check box allows you to make this user active. (If you clear the check box, the user is inactive.)
Click
Add
. The user now appears in the list.
If the user will be a report designer, select the
SageReportDesigner
check box.
(See “What is the SageReportDesigner Role?” on page 33 for details about this
role.)
6.
If you enabled the Executive Dashboard add-on, you see several other roles. For report viewers, select one of the additional roles, or you can create new ones.
You don’t need to assign report designers to any of the additional roles, as they already have the corresponding access.
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Replication and Security
7.
To add custom roles, click the
Roles
tab, and then click
Add
.
Sage SQL Gateway
8.
9.
Enter a role name and description. The check box indicates that the role is active. (If you clear the check box, the role will be inactive.)
Click the
Features
tab.
If you have replicated your data, you can assign individual features to roles.
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What is the SageReportDesigner Role?
The ability to see all default views in the data warehouse (meaning all views created by Sage SQL Gateway).
Read-only permission to all views under the schema corresponding to the
Classic or Modern setting.
Read-only permission to the
Security
schema’s
LastExtraction
view.
Access to the structure—but not the data—of the tables in the appropriate schema. This allows report designers to evaluate table columns for possible indexing, but not to run reports directly on the tables.
Permission to create custom schemas, views, and indexes in the data warehouse, as well as new tables within custom schemas.
Which features should I assign?
If you enabled the Executive Dashboard add-on, the list of features in a replicated
warehouse contains the roles and features shown in the table on page 34. These
correspond to the reports a user will be able to see in Executive Dashboard. You can use the roles provided, or you can create custom roles and assign features in any combination.
When viewing Executive Dashboard reports, in some cases you can click a report to see a more detailed breakdown of summaries. For example, if you view an
AP open invoice summary, you can click it once to see the vendor summaries, and click a second time to see invoice details.
However, if you configure a role to include the
AP Open Invoice Summary Bar
Graph
report, but you don’t include the reports at the second or third levels, users assigned to that role will not be able to see the next level.
This table indicates the “drill-down” reports (those that you can click to see a more detailed view) and the “drill-up” reports (those that direct to the report when clicked). For example, the
AP Open Invoice Vendor Summary
shown on the previous page has one drill-down report,
AP Open Invoice Detail
. It also has several drill-up reports, including
AP Open Invoice Summary Report
.
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Role and Report
Accounts Payable
role
Description
AP Open Invoice
Detail
AP Open Invoice
Summary Bar Graph
This report shows the amount your company owes a specific vendor in each 30-day “aging” period. It also includes a column showing the remaining retainage payable.
Drill-up: AP Open Invoice Vendor Summary
NOTE:
This report derives parameter values from the drill-up report. If you place this report directly on a dashboard, by default it shows no data because the
Vendor
parameter is empty.
This bar graph shows the dollar amount (not percentage) your company owes vendors in 30-day increments.
Drill-down:
AP Open Invoice Vendor Summary
AP Open Invoice Detail
AP Open Invoice
Summary Pie Chart
AP Invoice Summary
Snapshot
This report shows the dollar amount and percentage that your company owes vendors in each 30-day “aging” period.
Drill-down
AP Open Invoice Vendor Summary
AP Open Invoice Detail
AP Open Invoice
Vendor Summary
This pie chart shows the percentage of the total dollar amount owed vendors for each 30-day time period.
Drill-down
AP Open Invoice Vendor Summary
AP Open Invoice Detail
This report shows the amount your company owes each of your vendors in each 30-day “aging” period as well as the remaining retainage payable.
Drill-up:
AP Open Invoice Summary Bar Graph
AP Open Invoice Summary Pie Chart
AP Open Invoice Summary Snapshot
Drill-down:
AP Open Invoice Detail
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Role and Report
Accounts Receivable
Role
This role and reports appear only if you have Accounts Receivable entries in your data folder.
AR Aging Customer
Summary
This report shows the amount due from each of your customers in each 30-day “aging” period as well as remaining retainage due.
Drill-up:
AR Aging Summary Bar Graph
AR Aging Summary Pie Chart
AR Aging Summary Snapshot
Drill-down:
AR Aging Detail
AR Aging Detail
Description
AR Aging Summary
Bar Graph
This report shows the amount due from a specific customer in each 30-day “aging” period as well as remaining retainage due.
Drill-up:
AR Aging Customer Summary
This bar graph shows the dollar amounts past due from your customers in 30-day increments.
Drill-down:
AR Aging Customer Summary
AR Aging Summary
Pie Chart
AR Aging Summary
Snapshot
This pie chart shows the dollar amounts past due from your customers for each 30-day time period.
Drill-down:
AR Aging Customer Summary
This report shows the dollar amount and percentage past due from your customers in each 30-day “aging” period.
Drill-down:
AR Aging Customer Summary
AR Receivable Aging
Trend Percent
This graph shows the trend over the past several months of past due amounts owed by your customers as percentages of the total owed. Each line represents a 30-day “aging” period.
Drill-down:
AR Aging Customer Summary
AR Receivable Trend
Value
This graph shows the trend over the past several months of past due amounts owed by your customers. Each line represents a 30-day “aging” period.
Drill-down:
AR Aging Customer Summary
Cash Management
Role
CM Bank Balances
This report shows the current register balance as posted in
Cash Management. This report does not have drill-down or drillup options.
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Role and Report Description
Job Cost
Role
This role and reports appear only if you have Job Cost entries in your data folder.
JC Cost Code
Breakdown
This report shows estimated and actual costs for a specific job, broken out by cost code.
Drill-up:
JC Job Summary
NOTE:
This report derives parameter values from the drill-up report. If you place this report directly on a dashboard, by default it shows no data because the
Vendor
parameter is empty.
JC Job Cash Flow
Trend
JC Job Profit
Summary Percent
JC Job Profit
Summary Value
This graph shows the job cash flow trend (based on posted job cost transactions) for one or more jobs over a specified number of prior periods. This report does not have drill-down or drill-up options.
This graphic shows the in-progress profit percent for jobs as of the specified date and the prior month as well as an arrow indicating the change from the prior month.
Drill-down:
JC Job Summary
JC Cost Code Breakdown
This graphic shows the in-progress profit for jobs as of the specified date and the prior month as well as an arrow indicating the change from the prior month.
Drill-down:
JC Job Summary
JC Cost Code Breakdown
JC Job Profit Trend
This graph shows the in-progress project profit trend (based on posted job cost transactions) over the specified number of months.
Drill-down:
JC Job Summary
JC Cost Code Breakdown
JC Job Profit Trend
Percent
This graph shows the in-progress project profit trend as a percent (based on posted job cost transactions) over the specified number of months.
Drill-down:
JC Job Summary
JC Cost Code Breakdown
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Role and Report
JC Job Summary
Description
This report shows summary Job information regarding the job,
Cost, billing, over/under and projected profit and margin.
Drill-up:
JC Job Profit Summary Percent
JC Job Profit Summary Value
JC Job Profit Trend
JC Job Profit Trend Percent
Drill-down:
JC Cost Code Breakdown
Property Management
Role
This role and reports appear only if you have Property Management entries in your data folder.
PM Aged Receivable
Bar Graph
This bar graph shows the amounts past due from your tenants for each 30-day “aging” period.
Drill-down:
PM Aged Receivable Detail
PM Aged Receivable
Detail
This report shows the amount due for each of your properties from each of your tenants (by lease and by unit) in each 30-day
“aging” period.
Drill-up:
PM Aged Receivable Bar Graph
PM Aged Receivable Pie Chart
PM Aged Receivable Summary Snapshot
PM Aged Receivable
Pie Chart
This pie chart shows the amounts past due from your tenants for each 30-day “aging” period.
Drill-down:
PM Aged Receivable Detail
PM Aged Receivable
Summary Snapshot
This report shows the dollar amount and percentage past due from your tenants in each 30-day “aging” period.
Drill-down:
PM Aged Receivable Detail
PM Leasing
Summary Snapshot
PM Property
Occupancy
Summary Percent
PM Property
Occupancy Trend
This report shows the leased status of your properties for the month. This report does not have drill-down or drill-up options.
This graphic shows the weighted average occupancy percent as of the specified date as well as the occupancy percent for the last month and the trend. This report does not have drilldown or drill-up options.
This graph shows the occupancy trend as a percent for the various square footage types over several months. This report does not have drill-down or drill-up options.
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Install Executive Dashboard
Executive Dashboard can be installed on any computer that can connect to the SQL
Server instance used by Sage SQL Gateway. Sage 300 Construction and
Real Estate does not have to be installed on the machines that have
Executive Dashboard.
Once you have completed a successful replication, follow these instructions to install and open the program.
When you verify that you can connect to the data warehouse, you can then notify the individuals in your organization who will use Executive Dashboard that it is ready for use.
TIP:
The separate document Install Sage Executive Dashboard is a form that you can fill out and distribute to Executive Dashboard users.
1.
2.
3.
Double-click the
SageExecutiveDashboardSetup.exe
file, and follow the prompts to install the program.
When the installation is finished, open it by selecting
Start > All Programs >
Sage > Sage Executive Dashboard
.
In the login window, enter the SQL Server instance name and the warehouse name.
4.
Select
Use my Windows credentials
if your Windows login information is set up with access to the data warehouse. If you do not select this check box, you will be prompted for credentials when you click
Log On
.
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What Happens During Replication?
The replication of your Sage 300 Construction and Real Estate data folders into the data warehouse follows the Extract-Transform-Load (ETL) process typical of many automated data migrations. Sage SQL Gateway extracts the data from Pervasive, transforms it (by merging data folders and tables), and then loads it into the data warehouse. In this example, three Sage 300 Construction and Real Estate company folders are replicated:
Industrial
,
Commercial
, and
Residential
.
Source Data
(Pervasive)
Staging Databases
(SQL Server)
Industrial
Data Warehouse
(SQL Server)
Commercial
Residential
Extract
Source data is extracted from Pervasive and pulled into SQL Server.
Transform
Staging data tables containing similar data are merged.
Load
The transformed data is written to the data warehouse.
With each nightly replication, the data warehouse is deleted and a new one created in its place. At any given time, the data warehouse contains a snapshot of your data as of the last successful replication.
If replication fails for any reason, the data warehouse is rolled back to the last successful replication. The date and time of the last successful replication is stored in the data warehouse, so can access this information when needed.
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Classic and Modern Views
Classic view results in table and field names that match the data as seen through a Timberline Data ODBC connection, such as when creating an
SAP Crystal Reports design. Classic views will be most familiar for those accustomed to designing Sage 300 Construction and Real Estate reports.
Classic views are stored in the
dbo
schema.
Modern view results in merged tables with adjusted names. Modern views are required if you plan to use Executive Dashboard—and future product enhancements will also require Modern views. These views are stored in the
Sage300
schema.
Database size
Custom features and views
As part of report development, your report designers will create scripts that add custom views and features to the data warehouse, storing them in this location on the Sage SQL Gateway server:
C:\ProgramData\SAGE\SageSQLGateway\CustomScripts
The replication process will run any scripts stored in this folder as the last step in replicating.
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Adding secure objects to the database
Work with your report designers to complete this sequence of steps. This process is explained fully in the Getting Started with Report Development document.
In SQL Server Management Studio:
Create a Custom
Schema
a new schema in order to store custom views in one easily accessible group.
Create Custom
Views
the underlying database query for each report that needs to be redesigned. From this query, a corresponding view is stored in the custom schema.
Enable Custom
Views as Features
Report viewers must be able to access the custom view. a stored procedure that grants the required access to a database role as a feature. The replication maintains the feature in replications and future upgrades.
In the Sage SQL Gateway Administration window:
Create or Modify
Custom Roles
Once custom views have been enabled as features, roles and assign the new features to them. Alternately, existing custom roles can be modified.
Assign Users to
Custom Roles
Report viewers are assigned to the roles so that they can access new features.
In the report design tool:
Base Reports on
Custom Views
The custom views are used as the basis for report designs to be developed in reporting tools such as SAP Crystal Reports. Report viewers who have access to the view can now view the reports.
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