Training & Support for your Systems2win templates

 

Portal Setup Decisions

Your installation files are personalized by Systems2win
with the default portal setup option specified by your IT Department —
so that user installation can usually be accomplished simply by accepting all defaults.

And you can change the portal setup choice for any user at any time.

 

If you will own a total of 4 seats or more...
then your IT Department needs to complete this portal setup decisions form
before your templates can be personalized and delivered

* Company Name:
* Primary IT Contact Name:
* Phone and Extension:
* Email:

* Which portal setup option will be the default for your company's installation files?

Choose the most common installation scenario.

If you have users with unique setup requirements (perhaps in a remote location with no access to a server), then you can always change the portal setup choice for any user.

 
Any choice other than Option 1A requires Systems2win approval

What is the folder path to your portal on your WAN or LAN?

The final section of your path should end with \Systems2win\S2winPortal\

Example: \\servername\folderpath\Systems2win\S2winPortal\

Your portal path should usually be in UNC format. (starting with \\servername\ )

If there is a drive letter that is consistently mapped the same for every user,
then (and only then) it is okay to use that drive letter. (example: S:\Systems2win\S2winPortal\)

To avoid typos,

use Windows File Explorer to browse to your chosen \\servername\folderpath\,
and then copy and paste from the Address bar.

If (after consulting with Systems2win), you chose an Advanced Option...

then you might also provide the path to your portal on your intranet server — in URL format

The final section of your path should end with /Systems2win/S2winPortal/

Example: https://www.ourintranet.ourcompany.com/Systems2win/S2winPortal/

(It would be a license violation to publish your templates on a server not secured within your intranet)

or the path to your portal on your SharePoint server might be in UNC format

Example: File:\\\yourfolderpath\Systems2win\S2winPortal\

If you chose Option 1B...

then your portal will be installed (only) on each user's computer — as part of user installation

This option is usually just for a very small number of users.
If you have more than 3 users, this option requires special approval from Systems2win.

      Privacy Policies    *indicates required fields

As always — you can contact us with any questions

 

The following information is provided to help your IT Department choose the right portal setup option...


Bookmark = options

Portal Setup Options

Foundational Concepts to Understand First

The Systems2win Portal is simply a folder full of files
that provides one central place to store your master templates.

Systems2win menu > Sync Now

If or when your leaders personalize a master template,

they send an email to all users advising them to select

Excel > Systems2win menu > Setup > Sync Now

which provides a powerful system for version control
to distribute your personalized templates to each of your users.

There is no application on your file server.
Just a folder of files.

The Systems2win Excel add-in gets installed on each user's computer,

and that add-in provides all kinds of functions to extend the power of Excel,
including this feature to Sync personalized master templates.

Preferred Options

Option 1A) Sync from S2winPortal on a shared LAN or WAN

This is the preferred option for multiple users

The Systems2win Sync utility is enabled — to give you valuable Version Control

by copying your personalized master templates
from your master Systems2win Portal folder on your LAN or WAN server
to each of your users' computers

This is the preferred option for

multiple users in a single location that all have access to the S2winPortal folder on the company's shared Local Area Network (LAN)

multiple users in multiple locations sharing a Wide Area Network (WAN)

Installation

Your IT Dept installs your portal to your LAN or WAN server

Example: \\ourserver\S2winPortal\home.htm

and installs the Systems2win add-in on each user's PC.

At any time, you can easily change the sync setup choice for any user.

Option 1B) Local computer only (no server)

This is the default option for single users

The Systems2win Sync utility is disabled.

If you have more than 1 user, and need to distribute a personalized master template,
you need to use manual sync.

Installation

When you follow the instructions to install on each user's computer
the your master templates portal folder will automatically be installed to:

C:\Users\Public\Documents\Systems2win\S2winPortal\home.htm

If you are changing to this sync choice for a remote user that doesn't have access to your shared server

See instructions for how to change the sync setup choice for a user.


Advanced Options

All of the advanced options below require Systems2win approval

If you are considering any of these options, please call us to discuss all factors of your decision.

Bookmark = multi-server

Option 2) Sync from Multiple Servers

If you don't have a Wide Area Network,

you can sync from one master portal
to additional copies of the portal on additional servers.

Your installation file will be personalized to expect the DEFAULT path to your most commonly-used server.

The S2winPortal folder on that server will be considered your "master portal".

Whenever a template is personalized...

work with Systems2win to establish a (clearly-documented) system
to copy your personalized template to the correct tFolder within all other server portals

When you install Systems2win for a new user...

If the user has access to your default server...

You can simply follow the usual user installation instructions,
without doing anything special.

If the user needs to access one of your other servers instead... then you can either...

  1. As the last step after you install that user, change the portal path, or...
  2. Replace the Systems2win.ini file (learn more)

Bookmark = intranet

Option 3A) Sync and Intranet

If your company commonly deploys software using your intranet,

then contact Systems2win to get set up correctly

so that your users retain the benefits of BOTH:

  1. Intranet
  2. AND the powerful version control features of Systems2win Sync

Option 3B) Intranet Only

This option is documented here for discussion purposes,
but Option 3A is almost always a better option.

Why is Intranet with WAN the better choice?

  1. Your users still have the option of accessing their templates through your familiar intranet

    using a simple browser bookmark to your portal home page in your intranet

  2. Your users can also find and open their templates when not connected to your intranet

    If you only had Intranet without your WAN,
    then the second menu item on the Systems2win menu would be disabled,
    and your users would lose the ability to find and open templates when not connected to the Internet.

    When your user selects Systems2win menu > Systems2win Portal,
    a page would appear with a link to your portal home page, using the URL for your intranet server.

    Example: http://www.ourintranet.com/Systems2win/S2winPortal/home.htm

  3. Sync is enabled

    so your users retain the powerful version control features
    to distribute your personalized templates to each user's laptop

Installation for Option 3A) Sync and Intranet

Install the S2winPortalInstall exe file as usual.

Your chosen folder path just happens to be a sub-folder within your intranet web server
(such as your IIS server)

(It would be a license violation to publish your Portal to an unsecured Internet server)

To expose that folder to your WAN,
simply ensure that the network permissions (not intranet permissions) for that folder are "Read Only" for all users to be able to ALSO access that same folder using Windows Explorer or My Computer.

Install the Systems2win Excel add-in on each user's PC

And you can always change the sync setup choice for any user.

Bookmark = SharePoint

Option 4A) Sync AND SharePoint

If your company commonly deploys software using your intranet,

then contact Systems2win to get set up correctly

so that your users retain the benefits of BOTH:

  1. Intranet
  2. AND the powerful version control features of Systems2win Sync

Option 4B) SharePoint Only

This option is documented here for discussion purposes,
but Option 4A is almost always a better option.

Why is SharePoint with WAN the better choice?

  1. Your users will never know the difference

    All they know is that there is a menu item in SharePoint that opens your portal home page where they find and download their desired template. (It looks the same to the end user)

  2. Your users can also find and open their templates when not connected to your SharePoint server

    Using any of the alternate ways to find and open your Systems2win templates

  3. Sync is enabled

    So your users retain the powerful version control features
    to distribute your personalized templates to each user's laptop

  4. Setup is faster

    You can simply use our regular installer — rather then SharePoint's slow document library upload

  5. Backup and restore is easier

    A web server folder can be backed up and restored just like any other folder.
    SharePoint stores files in a database.

Installation for Option 4A) Sync and SharePoint

Install the S2winPortalInstall exe file as usual.

To share that folder in SharePoint, simply:

  • Create a Page Viewer web part in SharePoint
    (that exposes the S2winPortal/home.htm page on your LAN, WAN, or intranet)
  • Add a link to your Page Viewer in your SharePoint navigation menu
    SharePoint > Site Settings > Modify navigation

Install the Systems2win Excel add-in on each user's PC

And you can always change the sync setup choice for any user.

To Install your S2winPortal in the SharePoint Server itself (not recommended)

Extract the S2winPortal exe file to any temporary folder on any PC.
(S2winPortal exe is a glorified zip file. It just extracts the S2winPortal folder and its sub-contents)

In SharePoint, create a document library called S2winPortal.

Upload the entire contents from your temporary S2winPortal folder to the SharePoint document library.

Tips for uploading to SharePoint document library:

  • Change the SharePoint dropdown field called View: from its default All Documents to Explorer.
    In View Explorer mode, you can simply drag and drop files from Windows Explorer.
  • You might need to upload one sub-folder at a time, and it might be slow.
  • Upload the S2winPortal folder in its entirety. If you rearrange files or folders, then hyperlinks will be broken.

Then (like any other SharePoint sub-folders and files), you have the choice of exposing either:

a) just the home.htm page (which serves as a friendly user interface for users to access all of the templates)

b) the tSubfolders (and the template files within them)

If you expose the tSubfolders — be sure to set permissions as "read only" for everything in the entire S2winPortal folder (so users don't accidentally overwrite your master templates with their working documents)

Add a link to home.htm in your SharePoint Navigation menu
SharePoint > Site Settings > Modify navigation

Rarely used feature (not recommended)

SharePoint's own sync features

Bookmark = docs

You can also use SharePoint for working documents only
(not templates)

Many companies use SharePoint ONLY to share working documents
while distributing their master Systems2win templates using any of the other sync setup options

First: Understand the difference between templates and working documents

A master template is used as the starting point for a working document.

A working document created from a Systems2win master template is just like any other Excel or Word document, with one exception:

  • It will work only on computers that have a valid Systems2win license installed.

In all other respects — your Systems2win working documents are just like any other Word and Excel working document — and therefore:

  • Can be stored in any SharePoint library
  • Can be checked in & check out
  • Can use SharePoint document authoring features
  • Can use every other feature of SharePoint for sharing & controlling documents

Important: If you're going to use SharePoint,
then you need to TRAIN your users how to avoid the known SharePoint issue.

Bookmark = TS

Option 5) Terminal Service

To choose this option

You must purchase a site license for unlimited users,

and your IT Department needs to have a conference with Systems2win
to clarify the details of your setup choices.

Installation

Systems2win will deliver your installation file with a special DLL
that allows our software to run on Citrix or other Terminal Service.

Your IT Dept installs your portal to your server,
and installs the Systems2win add-in on a TS server that also has Microsoft Office installed.

The Systems2win add-in must be installed on the same physical server that has Office installed.
It won't work to install our add-in as a "bubble" that gets launched separately from Office.

If you don't want Systems2win to be installed on every server in your cluster,
then you might install it on one server (or a few servers),
then teach your users to access Systems2win as a Published Application (rather than a Published Desktop).

When your user selects the Systems2win Published Application,
it launches Excel on a server that has Systems2win installed.

You don't need to set up a separate Published Application for Word.
Users can simply find and open Word templates from your portal.

A Word document created from a Systems2win template can be run on any computer — even without Systems2win installed — unlike an Excel document created from a Systems2win template — which can only be used on a computer with the Systems2win add-in installed.

In addition to the TS server, It is common to also install our application on local PC's for your power users, who can then always change their sync setup choice.

Your IT Department will have a web conference with Systems2win to choose one of these options:

Option 5) Terminal Service with Sync

Sync is enabled, and your users find and open your templates just like any typical Systems2win user

Option 6) Terminal Service without Sync

Sync is disabled. The only way to find and open templates is through your Systems2win Portal

using the path on your portal on your LAN or WAN. Example: file:///ourserver/S2winPortal/home.htm

or the URL to your intranet server. Example: http://www.ourintranet.com/S2winPortal/home.htm

Option 2T) Terminal Service Multi-Server Sync

Option 3T) Terminal Service and Intranet

Option 4T) Terminal Service and SharePoint

 

Bookmark = mixnmatch

Mix 'n Match Sync Setup Options

A single company might override their default sync setup choice to deploy different sync strategies for different types of users.

Example:

Users with access to the company LAN or WAN might sync from the S2winPortal on the shared server.

Users in remote locations might install the S2winPortal only to their c: drive — and use manual sync if and when needed.

 


Bookmark = FAQ

FAQ's for Portal Sync Setup

Bookmark = diskspace

Disk space

FAQ: What is the total file size of all of the files within the Systems2win portal?

As much as 100 MB.

And it is helpful to understand that only FILES are stored on the server.
(There is no programming logic on the server).

Bookmark = ChangeChoice

How to change the setup choice for any user

FAQ: How can we change the setup choice for any user?

Simply change the path to their portal.

Logged in with power user or administrative privileges...
Excel > Systems2win menu > Setup > Change Path to Systems2win Portal >
then browse to select the home.htm file within the S2winPortal folder on your shared central server

Most commonly, your master portal is on your Local or Wide Area Network.

Your chosen S2winPortal folder might also be a copy of your primary shared master portal,
duplicated on multiple servers at different locations

To choose any of the Option 2 choices that use a URL
(and therefore disable Sync)

Browse to select the folder where Systems was installed \SharePointSync\home.htm

And then train the user, because they can only open templates using the Systems2win Portal.
The second menu option is now disabled for that user.

Advanced tech note: (more for Systems2win than you)

If this option was not in your company's default setup...
then your IT Department will need to use Notepad to edit the home.htm file
to point to YOUR (newly changed) portal home page
and then mass replace that \zSystems2win\SharePointSync\home.htm file on every user's computer
along with the Systems2win.ini file
(or purchase an upgrade, and your new installation files will be configured for your new choice).

Final test: Logged in with the user's usual permissions — do a manual sync...
Systems2win menu > Setup > Sync Now

If you get an error saying you don't have sufficient permissions...

learn more about the Systems2win.ini file

How to mass change the setup choice
for multiple users

FAQ: Is there a faster way to change the setup choice for multiple users?

Once you have changed the portal path for 1 user,
you can simply copy the Systems2win.ini file from that computer
to overwrite the Systems2win.ini file in other computers.

Learn where to find your Systems2win.ini file

Bookmark = manualsync

Manual sync

FAQ: How can we distribute personalized templates from a master source to remote users that can't access the server where the master S2winPortal is installed, and can't use Systems2win Sync?

Copy the personalized template file:

from: the tTemplates in the master S2winPortal
to: the tTemplates within the S2winPortal folder installed on the local PC

v14 and higher: C:\Users\Public\Documents\Systems2win\S2winPortal\

v13 and lower: C:\S2winPortal\

being careful to overwrite the old file that has the exact same filename — so that hyperlinks will still work.

Version 13 and lower:

If the remote user's PC is set up to sync with the portal on their own c: drive
(in other words, if the portal path is c:\\S2winPortal, and Auto Sync is turned on)
then after copying the new personalized template to the portal on the c: drive,
the user should also immediately run a manual sync
Systems2win menu > Setup > Sync Now

What if the local computer doesn't have a copy of the portal installed?

Then fix it.

Bookmark = PortalPath

How to find the path to our central portal

FAQ: How can we find the folder path to our central portal?

Option 1) If using version 14 or higher...
then a copy of the S2winPortal folder is (almost) always synced to your c: drive,
and if you have a central master portal on your server,
Excel > Systems2win menu > Setup > About Systems2win Templates will show you the folder path to it.

Option 2) Look in your Systems2winInstallReadMe.docx file,
which should have been personalized by your IT Department to provide your portal folder path.

Option 3) You can use the Systems2win.ini file from another another already-successfully-setup computer.

Option 4) Use Start > Search to find your S2winPortal folder (on either your own computer, or on a shared drive)

Option 5) If using version 13 or lower...
If you know someone else in your company that already has a successful installation — you can find the path to your company's portal by having that person open Excel and select Systems2win menu > Systems2win Portal. The portal home page will open in a browser window, and the portal path can be copied from the browser address bar.

How to personalize your templates

FAQ: What can be personalized? And how?

How to personalize your templates

Distribute fewer templates

FAQ: Do we have to give our users every template we own?

How to distribute fewer templates (less than every template you own)

Distribute more templates

FAQ: Can we sync our own (non-Systems2win) templates?

Yes, using the S2winSync folder

Bookmark = OnOff

How to turn Scheduled Auto Sync on and off

AutoSync was discontinued in version 14.

These instructions will remain on this site for another year or so — to support legacy users.

What does AutoSync do?

When you open a Systems2win template with Auto Sync turned on,
if it has been more than 30 days since you last synced,
a dialog will appear asking if you want to sync now

If you click the Yes button, it will automatically sync:
from the (potentially personalized) master templates in your S2winPortal
to the default User Templates folder on your local PC

Your Portal Setup Options only determine the initial setting

At any time — Auto Sync can be turned on or off for any user's computer
that has their portal path defined in a valid UNC format. (e.g. \\computername\folderpath\)
In other words, any user always has the option to sync to any S2winPortal on their local PC, or any LAN, or WAN.
It is not physically possible to sync to an S2winPortal on a SharePoint server.
It is possible to sync to an intranet server only if the S2winPortal folder has also been exposed to the LAN or WAN.

There are 2 ways to turn AutoSync On, and 2 ways to turn AutoSync Off
(assuming that the portal path points to a valid S2winPortal)

There is a menu item to simply turn Auto Sync on and off.
Systems2win menu > Setup & Upgrade > Turn Scheduled AutoSync On and Off

AutoSync also turns on when you successfully complete a sync:
Systems2win menu > Setup > Sync Now
(old version: Sync Local Templates with Masters in our S2winPortal)

So even with AutoSync turned off — a user can still Sync Now — which then turns AutoSync back on.