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XV Sync User Manual

1. 52 XV SYNC COMMUNICATION LOGS SERVER LOG 5 APPENDIX D XV SYNC EMAIL NOTIFICATIONS 55 OVERVIEW uu xu a kusana 55 CONFIGURING EMAIL 55 SAMPLE EMAIL 56 APPENDIX E XV SYNC PERFORMANCE OPTIMIZATION 58 IMAGE VOLUME WORKSHEET 58 Apteryx Inc Page 3 of 59 APTERYX N August 1 2011 XVSync Installation Guide amp User Manual REVISION HISTORY Description of Revision Author Revision Date Revision Effective Date TY 3 2011 kus as Release 9 2011 Revision Level _ ied revision history and other cosmetic Apteryx Inc Page 4 of 59 APTERYX W August 1 2011 XVSync Installation Guide amp User Manual 9 XV SYNC OVERVIEW What 15 XV Sync XV Sync enables the synchronization of multiple Apteryx databases for a dental practice whether across town or across the country For the synchronization to operate the software must be installed and running on at least two servers hereafter referred to as sync servers with internet connections and or network access to their respective databases A sync server may either be used to
2. 4 9 CO CO CO 9 ID 00001 100001 00001 100001 100001 100001 00001 00000 00000 00000 wa 100000 00000 00000 00000 100000 100000 100000 100000 wa 100000 00000 55 Number 333 33 3333 333 33 3333 333 33 3333 333 33 3333 333 33 3333 333 33 3333 333 33 3333 August 1 2011 Filename panoral1sm MIB Dig 03112010 141806 uto Ceph2 sm MIB TeliCam JPG 1 fullmouth MIB Dig 03112010 140543 uto FGrp 04012010 113857 uto fullmouth MIB TeliCam JPG XV Calibrate1 ipg FGrp 04022010 090855 Auto FGrp 08261999 175157 uto panorallsm MIB Thumbs db XV Lalibrate3 jpg Ceph2 sm MIB FGrp 08311999 124529 Auto Scr 04281333 084243 Auto Size 254 70 KB 55 06 KB 275 36 KB 66 85 KB 42 32 KB 848 39 KB 55 05 KB 804 23 KB 201 46 KB 848 33 KB 66 85 KB 42 32 KB 712 Bytes 5 83 MB 254 70 KB 10 00 KB 37 46 KB 275 36 KB 3 78 MB 254 70 KB XVSync Installation Guide amp User Manual Date Wednesday April 28 1999 01 3 Thursday March 11 2010 07 16 Wednesday April 28 1999 01 21 Wednesday April 28 1999 01 2 Thursday March 04 2010 03 01 Wednesday April 28 1999 01 3 Thursday March 11 2010 07 0E Thursday April 01 2010 03 39 Tuesday April 11 2000 09 52Ph Wednesday April 2
3. 5 INSTALLING XV SYING aa 7 SYNC SERVER SYSTEM 7 7 INSTALLING XV SYNC ON THE SERVER 8 UPGRADING TO THE LATEST VERSION OF XV SYNC 14 REGISTERING XV SYNC ON THE SERVER 16 SERVER SETUP amp CONFIGURATION 19 SETTING UP XV SYNC PREFERENCES AND INTERFACE OPTIONS 19 SETTING UP THE XV SYNC SERVER RECEPTION SETTINGS 20 CONFIGURING TARGET SYNC SERVERS IN XV 22 GETTING STARTED WITH XV SYNC 23 GEIT TING STARTED OVERVIEW 23 MANUALLY ESTABLISHING EQUIVALENT PATIENT DATABASES OPTIONAL 23 ENABLING THE TO STORE DATABASE IN 2 CONFIGURING SYNCHRONIZATION SCHEDULES 2 SETTING UP XV SYNC TO RUN WITH APTERYX SERVICER 29 XV SYNC TOOLS AND UITLLITIES 38 TOOLS AND TES OVERVIEW 38 CREATE A RECONCILIATION FILE
4. 38 CREATE AND EMAIL A RECONCILIATION 39 CHECKING RECONCILIATION 5 39 DISPLAYING STORE DATABASE RECORDS 42 ADDING PATIENT FILES TO THE TO STORE 43 APPENDIX XV SYNC IMPLEMENTATION SCENARIOS 45 IMPLEMENTING XV SYNC OVERVIEW 45 SCENARIO 1 EQUIVALENT DATABASES ON ALL SYNC SERVERS 46 SCENARIO 2 COMPOSITE DATABASE ON MASTER SYNC SERVER ONLY 47 Apteryx Inc Page 2 of 59 August 1 2011 XVSync Installation Guide amp User Manual APPENDIX B SYCHRONIZATION OPERATIONS 8 OPTIONS 48 ON ERNIE 48 FORWARD SYNCHRONIZE OR RETRIEVE ALL PATIENT 48 FORWARD SYNCHRONIZE OR RETRIEVE TOSTOREDB IMAGES 49 FORWARD SYNCHRONIZE OR RETRIEVE 50 SYNC NOW OPTION UPDATE SUCCESSFULLY TRANSFERRED FILES STATUS 50 APPENDIX C XV SYNC COMMUNICATION LOGS 52 Sizociil jp 52 PACA eI er 52 XV SYNC COMMUNICATION LOGS CLIENT LOG
5. synchronizing To Childl synchronizing To 10 0 255 4 synchronizing To Port 1011 Communication Key Specified Yes synchronizing Action Forward ToStoreDB Images Last Action Date Time Friday April 23 2010 Apteryx Inc 04 08 12 PM Page 56 of 59 APTERYX W August 1 2011 Installation Guide amp User Manual gt Sync Error Email Notification From admin abccompany com Sent Friday May 07 2010 4 39 PM recipient amp abccompany com Subject communication Error Encountered SUPWHOL Communication Error Encountered The attempt to connect to the remote server timed out Computer SUPWHOL 10202255 Time Friday 07 2010 4 42 37 Apteryx Inc Page 57 of 59 APTERYX N August 1 2011 XVSync Installation Guide amp User Manual 9 APPENDIX E XV SYNC PERFORMANCE OPTIMIZATION Image Volume Worksheet When planning an XV Sync implementation provisions need to be made to accommodate the following gt Anticipated size of data to be transferred during sync operations gt Anticipated growth of patient databases as a result of synchronizations Complete the following worksheet to gather the necessary information that can assist Apteryx Inc in making recommendations to optimize the performance of your implementation What is the average file size of the different digital images captured at each clinic Hardware model
6. Explore JK Scan for viruses Make Available Offline Open With 2 The Windows Extraction Wizard will launch Click Next to continue with the extraction process Extraction Wizard Welcome to the Compressed zipped Folders Extraction Wizard The extraction wizard helps vou copy files from inside a ZIP archive To continue click Next Apteryx Inc Page 30 of 59 APTERYXN August 1 2011 Installation Guide amp User Manual 3 Make note of the directory that the compressed files will be extracted to Click Next to continue Extraction Wizard Select a Destination Files inside the ZIP archive will be extracted to the location you choose Select folder to extract files to Files will be extracted to this directory ettings userl Desktop XVSyncPackage Browse Password Extracting 4 The files will be extracted to the specified directory when the extraction completes Select Finish to exit the wizard Extraction Wizard Extraction Complete Files have been successfully extracted from the ZIP archive Files have been successfully extracted to the following directory C Documents and Settings st VS yncPackage To see your extracted files check the box below Show extracted files Press finish to continue Apteryx Inc Page 31 of 59 APTERYX W August 1 2011 Installation Guide amp User Manual 5 The extracted
7. IO PAN CEPH CT Note following benchmarks will be used if unknown Single Intra oral X ray 0 5 2MB Intra Oral Camera Image 5 MB Full mouth layout up to 30 MB Panoramic X ray 5MB How many images are captured of each type monthly basis gt Hardware model IO PAN CEPH CT Does the organization feel that the number of images and the file sizes will be growing in the future What is the size version and manufacturer of any existing digital images Apteryx Inc Page 58 of 59 August 1 2011 XVSync Installation Guide amp User Manual Apteryx Inc Page 59 of 59
8. you in which event you must destroy all copies of the SOFTWARE PRODUCT and all of its component parts v I accept the terms in the license agreement OI do not accept the terms in the license agreement Installshield 8 The customer information screen displays Enter information in the User Name and Organization fields Click Next to continue 5 Apteryx Servicer InstallShield Wizard Customer Information Please enter your information User Name Organization lApteryx Inc InstallShield 9 Click Install to continue with the installation Apteryx Inc Page 33 of 59 APTERYX V August 1 2011 XVSync Installation Guide amp User Manual 1 Servicer InstallShield Wizard Ready to Install the Program The wizard is ready to begin installation Click Install to begin the installation If you want to review or change any of your installation settings click Back Click Cancel to exit the wizard InstallShield 10 When the installation is complete click Finish to close the install wizard 5 Servicer InstallShield Wizard InstallShield Wizard Completed The InstallShield Wizard has successfully installed Apteryx Servicer Click Finish to exit the wizard 3 B Adding XV Sync to the Keep Alive List Follow the steps below to add XV Sync to Apteryx Servicer s list of Keep Alive applications 1 From the Wi
9. amp retrieve patient images on desired days times An initial synchronization is only necessary if the organization requires equivalent XrayVision patient databases at all their sync server locations Manually Establishing Equivalent Patient Databases Optional 9 If an organization requires equivalent patient databases at all sync server locations Apteryx Inc recommends performing an on demand manual synchronization before subsequent automated synchronizations are scheduled in the software The synchronization should be initiated from one sync server e g the sync server at a CBO that has all the remote locations configured as target sync servers A Warning The best approach to manually synchronizing the patient databases depends on the number of sync servers and size of each patient database in the implementation It may be more practical to copy deliver a composite database to sync server locations on hard disk DVD external HD etc rather than performing a remote sync A Manually Synchronizing Two 2 Sync Server Locations 1 From the navigation toolbar on the left select XV Sync Servers and Image Synchronization gt Synchronize Now The Synchronize Now dialog box displays Synchronize Now Synchronize with which server Child1 10 0 255 4 port 1011 Y What type of synchronization should be done Synchronization All Images Update successfully transfered files status This option only applies t
10. gt se Ata File name yncReconFile gt SYNCRecon Files of type xv Sync Reconcile File 2S Y NCRecon v 2 Select the drop down arrow to the right of the Look In field to browse the computer network and select the location where the reconciliation file was stored 3 Double click on the file to open it Reconcile file errors will display in a viewer for the administrator to review Reconciliation Errors Reconciliation Error Patient s file is different Dig 04232010 155843 Auto File does not exist locally Patient s file is different Dig amp 04232010 150512 Auto File does not exist locally Patient s file is different Dig 04232010 150654 Auto File does not exist locally PATIENT ON supwh01 NOT FOUND LOCALLY Prior George 10 1234567 SSN 1234567 PATIENT ON supwh01 NOT FOUND LOCALLY vistatest visttest 1D 112345 PATIENT ON supwh01 NOT FOUND LOCALLY Didley Bo 1D 20398402348 55 400 88 0987 DOB 6 1 1945 Sex M supwh01 64test B4test ID 1 Patient s file is different Dig amp 04212010 155747 Auto File does not exist locally Patient s file is different Dig 04212010 155825 Auto File does not exist locally Patient s file is different Dig 04232010 152222 Auto File does not exist locally Patient s file is different Dig_04232010_152431 Auto File does not exist locally Copy to clipboard 4 Click OK to close the
11. gt Initiate sync operations with other sync servers gt Receive synchronizations operations initiated by other remote sync servers gt Both initiate and receive sync operations oync operations can be manually started or scheduled for weekly recurrence Implementing XV Sync XV Sync provides multiple methods for synchronizing databases In general there are three different types of operations that a sync server can perform Forward Any sync server in an organization can to target a specific sync server and initiate a forward action to send patient images to its XrayVision database gt Retrieve Any sync server in an organization can target a specific sync server and initiate a retrieve action to obtain patient images from its XrayVision database gt Synchronize Any sync server in an organization can target a specific sync server and initiate a synchronize operation forwarding and retrieving patient images between the two XrayVision databases The implementation strategy Apteryx Inc recommends requires the following gt sync server e g at a Central Business Office to schedule and initiate synchronization requests gt more remote sync servers e g at satellite locations to receive synchronization requests Refer to Appendix A XV Sync Implementation Scenarios for detailed description of recommended strategies to deploy XV Sync It must be possible for sync servers to be able
12. run or save this software What s the risk 5 security warning dialog box may display Click Run to continue with the download Internet Explorer Security Warning The publisher could not be verified Are you sure you want to run this software Mame Publisher Unknown Publisher should only run software From publishers you trust How can I decide what This does not have a valid digital signature that verifies its publisher You software to run 6 Once the download completes the XV Sync Upgrade application will automatically launch Select Next to continue Apteryx Inc Page 14 of 59 APTERYX W August 1 2011 XVSync Installation Guide amp User Manual Apteryx Application Upgrader XV Sync Upgrade This upgrade updates you to the latest version of the XV Sync application This upgrade will automatically try to locate the gt V Sync application If it can not be found on your system or network automatically vou will be prompted to manually provide the location of this application on your computer or network i For more information on where the XV Sync application was installed on your system please contact your network administrator To proceed onto the next step please click on the button 7 upgrader may come across some files that already exist Click Yes to All to replace any existing files Appl
13. APTERYXN August 1 2011 XVSync Installation Guide amp User Manual 9 APPENDIX B SYCHRONIZATION OPERATIONS amp OPTIONS Overview 9 XV Sync provides multiple methods for synchronizing databases Administrators can choose to gt Synchronize on demand with one remote sync server using the Synchronize Now option synchronize Now Enables you to select a remote server to synchronize your images without having to wait for the synchronization schedule Create schedules to synchronize with one or more remote sync servers periodically or on specific day time of the week using the Edit Synchronization Schedule option S Edit Synchronization Schedule Q Enables you to edit schedule of how images are forwarded and synchronized with target Syne servers Whether on demand or scheduled administrators can initiate sync operations to gt Forward gt Synchronize gt Retrieve Additionally they can specify what to forward synchronize or retrieve gt All patient images All images gt Store Databases ToStoreDB gt Patient information only PatientDB The following section describes these operations in more detail Forward Synchronize or Retrieve All Patient Images All images in a patient database can be forwarded retrieved or synchronized using one of the following highlighted options on the What type of synchronization should be done drop down list a No Action Forward ToS
14. EULA do not install or use the SOFTWARE PRODUCT Software Product License The SOFTWARE PRODUCT is protected by copyright laws and international copyright treaties as well as other intellectual property laws and treaties The SOFTWARE PRODUCT is licensed not sold 1 GRANT OF LICENSE This EULA grants you the following rights Software may install and use one copy of the SOFTWARE PRODUCT on single computer 2 DESCRIPTION OF OTHER RIGHTS AND LIMITATIONS SOFTWARE PRODUCT You may not modify adapt translate rent lease load resell for profit distribute or create derivative works based upon the SOFTWARE PRODUCT or any part thereof MISUSE Apteryx Inc takes no responsibility for the consequences resulting from the alteration of deletion of or addition gt Register 37 Extend Trial 3 The registration screen displays Enter the required information and select the Get Activation Code button Register Apteryx inc software development company STEP 1 REGISTRATION INFORMATION Please enter the following information in order to register this product Your registration number can be found either a registration card or on a label located on the CD ROM sleeve Registration Number 8C44 685A30004 00000 00090004 Install ID 0 5042 User Name User Company ohn Doe Dentistry User Email jdoe dentist com User Phone 555 555 55559 STEP 2
15. Sync Server Child3 Sync Server Overall Objective After scheduled synchronization completes Master Sync Server will be updated with new images that were captured at all sync server locations A Initial Sync manual periodic or scheduled B Scheduled Syncs Objective Build a composite database with all images on Master Sync Server Execution Method 1 Master Sync Server performs a Retrieve all Images from each child sync server Objective Maintain composite databases on Master Sync Server only updating it with new images captured at locations Execution Method 1 Master Sync Server performs a Retrieve and Clear ToStoreDB Images from each child Setup desired day of week schedules as shown below Do synchronization at 00 pm 22 00 Perform the following synchronization actions click on a server name to change it s action Synchronization Operation Child 1 10 0 1 8 port 1011 Retrieve And Clear ToStoreDB Images Child 2 10 0 255 4 1011 Retrieve And Clear ToStoreDB Images 3h Child 3 10 0 255 8 1011 Retrieve And Clear ToStoreDB Images Child 4 10 0 1 10 port 1011 Retrieve And Clear ToStoreDB Images 1 Consideration of total patient database sizes must be taken into account It may be more practical to copy deliver a composite database to sync server location on hard disk DVD external HD etc rather than performing an initial sync Apteryx Inc Page 47 of 59
16. operation with each child 1 Retrieve All Images 2 Forward All Images Objective Maintain composite databases on all sync servers updating each with new images captured at all locations Execution Method Master Sync Server performs the following sync operation with each child 1 Retrieve and Clear ToStoreDB Images Note Add received images to the To Store database must be enabled on Master 2 Forward ToStoreDB Images Setup desired day of week schedules as shown below Do synchronization at 10 00 pm 22 00 Perform the following synchronization actions click a server name to change it s action Server Name IP Address Synchronization Operation 10 0 1 8 1011 Retrieve And Clear ToStoreDB Images 10 0 255 4 port 1011 Retrieve And Clear ToStoreDB Images 10 0 255 8 1011 Retrieve And Clear ToStoreDB Images 10 0 1 10 port 1011 Retrieve And Clear ToStoreDB Images 10 0 1 8 port 1011 Forward ToStoreDB Images 10 0 255 4 port 1011 Forward ToStoreDB Images 10 0 255 8 port 1011 Forward ToStoreDB Images 10 0 1 10 port 1011 Forward ToStoreDB Images Page 46 of 59 APTERYX v custom software August 1 2011 XVSync Installation Guide amp User Manual Scenario 2 Composite Database on Master Sync Server Only Objective and Execution Method Child2 Syne Server Child1 Syne Server Child2 Syne Server Master Sync Server 27 NE Child3 Syne Server Child4
17. this server s database Communication Key 55 Communication Key B eret To Clipboard EI Generate NOTE If you leave the key blank then ANY Sync can synchronize with this server If you specify a communication key then remote gt V Sync servers have to correctly specify this key in order to communicate with this server Packet Size Selection The larger the packet size the more data can be sent at a time but at a cost of network utilization v 2 Complete the following fields a Database Path required Verify that the folder path defined in the field is pointing to the Patients folder of Apteryx imaging software installed on the sync server typically C Program Files Apteryx Apteryx Imaging Patients not select the folder icon to browse and select the actual database path to the Patients folder the Apteryx install directory b XV Sync Name required Enter a unique name in text box to identify the sync server e g Child1 c Communication Key Optional If desired select Auto Generate to create a unique key for additional communication security Note The XV Sync Name and Communication Key generated will need to be supplied to administrators configuring other sync servers to allow connections d Packet Size Selection Optional Note The default size specified in XV Sync 15 100 0 KB Increasing the packet size may task the network s
18. vistatest visttest 0112345 PATIENT ON supwh01 NOT FOUND LOCALLY Didley Bo 10 20398402348 SSN 400 88 0987 DOB 6 1 1945 Sex M E4test B4test 100 Patient s file is different Dig_04212010_15574 7 Auto File does not exist locally Patient s file is different Dig 04212010 155826 Auto File does not exist locally Patient s is different 04232010 152222 File does not exist locally Patient s file is different Dig 04232010 152431 amp uto File does not exist locally E Copy to clipboard 4 Click OK to close the viewer Displaying To Store Database Records o The To Store database feature in XrayVision amp when enabled automatically adds all newly acquired images to a database called the ToStoreDB To view ToStoreDB records select Tools and Utilities Display ToStore Database The viewer launches to display records currently in the ToStoreDB Apteryx Inc Page 42 of 59 APTERYX amp gt custom software ToStore Records Patient Name Doe Jane Doe Jane Doe Jane Doe Jane Doe Jane Doe Jane Doe Jane Doe John Doe John Doe John Doe John Doe John Doe John Doe John Doe John Doe John Doe John Doe John Doe John Doe John Adding Patient Files to the To Store Database 9 The To Store database ToStoreDB stores XrayVision images acquired after the last Record Number
19. 8 1999 01 3 Wednesday April 28 1999 01 2 Thursday March 04 2010 03 01 Friday April 02 2010 01 08PM Monday September 13 1999 02 Wednesday April 28 1999 01 3 Thursday February 18 2010 02 Thursday March 04 2010 03 05 Wednesday April 28 1999 01 21 Monday September 13 1999 02 Wednesday April 28 1999 01 51 ToStoreDB synchronization transferred and cleared the previous records However patient files can also be manually added from within XV Sync This feature is useful in situations where a patient s images need to be quickly sent from one sync server to another on demand To add patient files to the ToStoreDB 1 Select Tools and Utilities gt Display ToStore Database The viewer launches to display records currently in the ToStoreDB 2 Select Add Patients Files on the bottom left hand corner The Select Patients dialog box displays with a list of patients in the local XrayVision patient database Apteryx Inc Page 43 of 59 APTERYX W August 1 2011 Installation Guide amp User Manual ToStore Records Patient Record Number ID SS Number Filename Size Date Doe Jane 3 XVA100001 3999 99 9999 Dig 05142010 110204 Auto 55 07 Friday May 14 2010 11 02AM Doe Jane 3 00001 99 39 9994 F rp 05142010 110224uto 1 014 50KB Friday May 14 2010 11 02AM a To add all patient images select Check b To add images captured wit
20. ACTIVATION CODE FF Get Activation Code You may obtain your Activation Code by clicking on the Get Activation Code button or by visiting http apteryx com register both options require internet access You may also call your Sales Representative or Apteryx Technical Support during business hours 4 Done 2 Continue Using Trial STEP 3 CONTINUE Apteryx Inc Page 17 of 59 APTERYXN August 1 2011 XVSync Installation Guide amp User Manual 4 Click Done to complete the registration process and launch XV Sync Apteryx Inc Page 18 of 59 August 1 2011 XVSync Installation Guide amp User Manual 9 SERVER SETUP amp CONFIGURATION Setting up XV Sync Preferences and Interface Options 9 In order for other XV Sync servers to synchronize with the sync server being configured at minimum an administrator must specify the path to the XrayVision patient database and provide a name for the sync server 1 From the navigation toolbar on the left select Preferences to open and configure the XV Sync Options screen Preferences XV Interface options and prefer Database Path mE Database Path C Program Files Apteryss amp pterys Imaging Patients B Sync Name Chiat NOTE You should specify a unique Sync name for this server This name is used to identify this server from other servers and can be used later for disaster recovery of
21. APTERYX VW XV SYNC Apteryx Inc 313 S High St Suite 200 Akron OH 44308 330 376 0889 voice 330 376 0788 fax sales apteryx com www apteryx com XV SYNC Installation Guide amp User Manual APTERYX CONFIDENTIAL Abstract INFORMATION THIS INFORMATION IS Ab S tract CONFIDENTIAL AND PROPRIETARY TO APTERYX UNAUTHORIZED USE I OR DISSEMINATION OF THIS This document contains work instructions related to installing STRICT configuring and utilizing XV Sync version 3 2 and above PROHIBITED compatible with XrayVision version 3 11 build 47 APTERYX V custom software Copyright 2004 2009 Apteryx Inc Apteryx is a registered trademark of Apteryx Inc All rights reserved All other trademarks and tradenames are the property of their respective owners This a controlled document Printed or downloaded copies are considered uncontrolled and for reference only Apteryx Inc XVSync InstallGuide UserManual docx Page 1 of 59 August 1 2011 XVSync Installation Guide amp User Manual LA TABLE OF CONTENTS TABLE OF CONTENTS a cras 2 RHEVOIONTIOTPORPY e 4 AV SYNC M OVERVIEW 5 WHAT PA OYNG A E EnEn E E E 5 TAIN C od lcu 5 MINIMUM
22. S YNCRecon Network lt SyncReconFile x SYNCRecon Places Save as type xv Syne Reconcile File 22 5 YNCRecon v Cancel Click on the Save in drop down to select a location to save the reconciliation file to Accept the default name XVSyncReconFile XVSYNCRecon or enter a new name in the File name field 4 Click on Save to create the reconciliation file in the specified location Apteryx Inc Page 38 of 59 August 1 2011 XVSync Installation Guide amp User Manual 5 Provide the reconcile file generated to an administrator at a remote sync server location to check against their patient database Note Automate the create and send reconcile file process by configuring Email Notifications in XV Sync Options and using the Create And Email A Reconciliation File option as described below Create and Email a Reconciliation File 9 If Email Notifications are configured in XV Sync Preferences an administrator can create and send a reconciliation file to one or more administrators on their mailing list in one step 9 This option will not be available unless Email Notification is configured in XV Sync Options Refer to Appendix D XV Sync Email Notifications for detailed information on configuring outgoing mail server SMTP settings and recipient list To create and email a reconcile file 1 Select Tools And Utilities Reconciliati
23. Send email notifications Email errors only Automatically send reconcile files after a synchronization Send extra for Qutlook mail servers that corrupt attached files SMTP Server User Name Password When sending email messages they will be directed through the following SMTP server If no user name or password is required then leave it blank From Email Address Email Address List Separate multiple email addresses with Note that you can also specify cell phone addresses in this field 3 Complete the following fields a Send email notifications Enables XV Sync to send communication notifications via email to recipients b Emailerrors only If enabled an email notification will be sent to recipients only when failures occur Note Send email notifications must be enabled for this option to work c Automatically send reconcile files after a synchronization A reconciliation file provides an administrator the ability to check the patient database on their sync server against a database on a remote sync server The reconcile file will be sent to a targeted remote sync server once the synchronization completes Enable this feature to automatically send a reconcile file to recipients after every on demand or schedule synchronization occurs d Sendextra file for Outlook mail servers that corrupt attached files This is a known issue with Microsoft Exchange Server 2003 Enable this opti
24. a name to identify the remote sync server b IP Address XV Sync utilizes TCP IP to communicate across a network Enter the IP address or the domain name computer name of the remote sync server Port Number The Default communication port is 1011 Consult with a network administrator at the remote location to determine if a different port should be utilized d Communication Key Optional If the remote sync server is configured to allow only connections using a unique communication key the key must be obtained from the location s administrator and entered in the text box provided This field is case sensitive and must be entered exactly as it is on the remote sync server s XV Sync Options screen e Click OK to save the changes 3 Repeat Step 2 above to add additional sync servers 4 When complete the remote sync servers will be listed on the screen XV Sync Servers Server Name IP Address 10 0 1 4 10 0 255 3 10 0 255 4 10 0 17 4 5 Click OK to return to main XV Sync screen Apteryx Inc Page 22 of 59 APTERYX W August 1 2011 XVSync Installation Guide amp User Manual 9 GETTING STARTED WITH XV SYNC Getting Started Overview o This section describes the steps needed to prepare an organization that is implementing XV Sync and all sync servers and related patient databases to a ready state before initiating synchronization schedules to forward
25. acted to the following directory C Documents and Settings st SyncPackage To see your extracted files check the box below Show extracted files Press finish to continue ms 5 The extracted files will display in Windows Explorer Double click on XVSyncInstaller exe to begin the install process Apteryx Inc Page 9 of 59 APTERYX N August 1 2011 Installation Guide amp User Manual Name Size File and Folder Tasks ApteryxServicerInstaller exe 7 312 README Using Sync With 2 2 xVSvncInstaller exe 2 536 KB fm Rename this File gy Move this Copy this Publish this file to the Web E mail this gt Delete this file Other Places Desktop 2 My Documents My Computer My Network Places 6 The WinZip Self Extractor launches Click on the Setup button WinZip Self Extractor XVSynclinstaller exe Welcome to Apteryx Imaging For more information or ordering please visit our web site at www apteryx com Cancel About 7 XV Sync Install Wizard initializes and the welcome screen displays Click Next to continue Apteryx Inc Page 10 of 59 APTERYX W August 1 2011 XVSync Installation Guide amp User Manual XV Sync InstallShield Wizard Welcome to the InstallShield Wizard for XV Sync The InstallShield Wizard will install V Sync on your computer To continue click Next 8 The c
26. allation Guide amp User Manual 1 From navigation toolbar on the left select XV Sync Servers and Image Synchronization gt Edit Synchronization Schedule to open XV Sync Schedule screen 2 Scroll down to the scheduling section for the desired day Sunday Schedule Do synchronization at Never l Perform the following synchronization actions click on a server name to change it s action Server Name IP Address Synchronization Operation lt No Actions Defined gt create a sync schedule complete the following fields a Do synchronization at Select the desired synchronization time for the specific day b Perform the following synchronization actions Select Add Action to open the Synchronize Action dialog box Synchronize Action Synchronize with which server 10 0 1 4 port 1011 What type of synchronization should be done dt No Action Complete the following to create a synchronization action i Synchronize with which server Select the name of the remote sync server e g Child1 to be targeted ii What type of synchronization should be done Apteryx Inc Page 28 of 59 APTERYX V August 1 2011 XVSync Installation Guide amp User Manual What type of synchronization should be done aj No Action ad No ction Forward All Images al Forward ToStoreDB Images al Forward PatientDB zm Synchronization All Image
27. ansfer information each patient image and patient forwarded and or retrieved during the sync operation gt When the sync completed logging closed XV Sync Communication Logs Server Log When a remote sync server receives a sync request a server log is created in the local Logs folder with the following naming convention Computer Name XVSyncServer yyyymmdd hhmmss log LAB1 XP_XVSyncServer_20100505_113259 lop Notepad File Edit Format View Help 15 32 59 0781 Sending Packet who Are vYou I 1532 299 0781 Computer Name 11 32 29 07 8L User Name 15 342 59 07 51 Xv Sync Name 15 32 59 0781 Sync Key Length 0 15 32 59 Received Packet who Are vou I 1523452294 Computer Name SUPSNOL 4 34 29 User Name stefano nguma 152584294 Sync Name Stefano 13 32 99 Sync Key Length 0 15 32 59 Network Speed Test 0 ms 15 32 59 we are now servicing this connection 5902709 Sending Packet Start 15 32 59 Received Packet Patient File Entry 15 32 59 Patient Doe Janet 123 456 890 1 of 1 pat ase tao File Digx 05052010 112850 Auto 1 of 2 Files CFile 15 32 59 Matching Doe Janet 123 456 7890 2322 59 No matches 15 32 59 Creating patient folder and record 15 32 59 Folder Created DOEJANET 123456789 15 32 99 Sending Packet Need Patient File 18 32 50 Received Packet File in chunks file size is 55 07 The log tracks information such as gt When the sync r
28. available on the server desktop to launch XV Sync Av Sync exe 2 The Trial Version Licensing Information screen displays Click on the Register button Apteryx Inc Page 16 of 59 APTERYX W August 1 2011 XVSync Installation Guide amp User Manual Trial Version Licensing Information Apteryx inc mm m software development company RPTERYX COM XV Sync Version 3 1 Build 2 You have 17 day s left on this trial Sync Trial Version 3 1 Build 2 Apteryx Inc licenses this software to you only upon the condition that you accept all of the terms contained in this license agreement Please read the terms carefully before using this software package as using the package will indicate your assent to them If you do not agree to the terms of this license agreement then Apteryx Inc is unwilling to license the software to you in which event you must destroy all copies of the SOFTWARE PRODUCT and all of its component parts EULA Agreement This End User License Agreement EULA is a legal agreement between you either an individual single entity or company and Apteryx Inc for the software product s identified above which may include associated software components media printed materials and online or electronic documentation SOFTWARE PRODUCT By installing copying or otherwise using the SOFTWARE PRODUCT you agree to be bound by the terms of this EULA If you do not agree to the terms of this
29. bandwiath Apteryx Inc Page 19 of 59 APTERYX W August 1 2011 XVSync Installation Guide amp User Manual e Email Notifications Optional XV Sync can be configured to send useful email notifications that inform administrators when synchronizations with other sync servers start and complete Additionally a sync error email notification will be sent whenever synchronizations fail to complete Refer to Appendix D XV Sync Email Notifications for more information and detailed instructions f Multi Homed Options Optional If a sync server has multiple internet connections enter the primary IP and to be utilized for outgoing communications g Global Matching Options Optional i Enable Global ID Matching allows the Child Sync Server to merge patient files from other sources that match by one of the following options 0 Number only e Social Security SS Number only Both ID and SS Number Patients that match on the selected criteria will be merged under the patient file from the last remote sync server A Warning Enable this option ONLY if the entire organization utilizes a global ID scheme for patient identification If not images from different patients may be merged under one patient on the Master Sync Server li Prevent data Wiping Option is enabled by default to avoid replacing non global demographic information with blank content during a patient mer
30. dations to optimize the performance of your implementation Pre Installation Instructions XV Sync is included as an add on application on the XrayVision Install CD so it may already be installed as a trial version To verify 1 Apteryx Check the Apteryx Imaging install directory on the Server for an executable file called XV Sync exe Name Eb SchickUSBDeviceSetup exe SigmaMConfigurationTool mi Rename this file SigmaMConfigurationTool exe LI SigmaMSensor Assigner exe gy Move this file amp jlvcredist x86 exe D Copy this file te XV Sync exe Publish this file to the Web Ta x VAssistant exe E mail this File xvLite exe gt Delete this file 247 XVQuickView exe i3 ApteryxINI dll ApteryxP WD dll Other Places B ApteryxSLG dll E ArchivelT dll Apteryx S CaptureView dll 23 My Documents i5 C TSoftware dll 4 My Computer a DCamImg dll My Network Places dl If the file does not exist in the Apteryx Install directory refer to Installing XV Sync the Server for detailed instructions If the file exists there is no need to run the XV Sync Installer Refer to Upgrading to the Latest Version of Sync Inc Page 7 of 59 August 1 2011 XVSync Installation Guide amp User Manual Installing XV Sync on the Server 9 The XV Sync Installer program is provided electronically in a compressed ZIP file eithe
31. e ToStoreDB index will be cleared on the targeted remote sync server Apteryx Inc Page 49 of 59 NN August 1 2011 XVSync Installation Guide amp User Manual Forward Synchronize or Retrieve PatientDB 9 Some dental organizations manage all their local and remote patients from a central business office CBO Although the new patient record is created at the CBO a patient may be scheduled to visit a remote location for dental x rays The PatientDB sync operations are designed to query and transmit only patient records and associated patient information SS ID gender DOB etc between sync servers No images are transmitted in PatientDB sync processes If a record does not exist at the targeted sync server location a patient file will be created in the patient database PatientDB information can be forwarded retrieved or synchronized using one of the following highlighted options on the What type of synchronization should be done drop down list a Forward All Images aj Forward ToStoreDB Images Synchronization All Images E Synchronization ToStoreDB Images 2 Synchronization And Clear ToStoreDB Images 9 Retrieve All Images Retrieve ToStoreDB Images E Retrieve And Clear ToStoreDB Images gt Forward PatientDB will send all patient folder and demographic information from an initiating sync server to a targeted remote sync server gt Synchronization PatientDB will send all
32. equest was received logging enabled Apteryx Inc Page 53 of 59 APTERYX W August 1 2011 XVSync Installation Guide amp User Manual Server information Computer name IP port OS etc User s domain name user name Remote sync server information Computer name IP port database location etc WV Network speed test reports on the internet connection speed between sync servers units milliseconds gt File transfer information each patient image and patient file received and or taken during the sync operation gt When the sync completed logging closed Apteryx Inc Page 54 of 59 APTERYXN August 1 2011 XVSync Installation Guide amp User Manual 9 APPENDIX D XV SYNC EMAIL NOTIFICATIONS Overview o XV Sync can be configured to send useful email notifications that inform administrators when synchronizations with other sync servers start and complete Additionally a sync error email notification will be sent whenever sync operations fail Note XV Sync s email utility does not support connections that require a secure socket layer SSL or authenticated encryption Configuring Email Notifications Email notifications can be enabled and configured on the XV Sync Options screen 1 From the navigation toolbar on the left select Preferences to open and configure the XV Sync Options screen 2 Scroll down to the Email Notifications section Email Notifications
33. eted remote sync server to determine which images are new All images listed in a ToStoreDB can be forwarded retrieved or synchronized using one of the following highlighted options on the What type of synchronization should be done drop down list ad No Action aj Forward All Images amp Forward ToStoreDB Images Forward PatientDB E Synchronization All Images Synchronization PatientDB Retrieve All Images 2 Retrieve PatientDB Forward ToStoreDB Images will send all patient images listed in the ToStoreDB from an initiating sync server to a targeted remote sync server If a scheduled synchronization is performed the ToStoreDB is cleared on the initiating sync server when the operation completes Synchronization ToStoreDB Images will send all patient images listed in the ToStoreDB to the targeted sync server It will also retrieve ToStoreDB records from the targeted sync server and store them locally If a scheduled synchronization is performed the ToStoreDB is cleared on the initiating sync server when the operation completes Synchronization and Clear ToStoreDB Images performs the same operation as the option above Additionally the ToStoreDB index will be cleared on the targeted remote sync server Retrieve ToStoreDB Images will target and pull all records from a remote sync server s ToStoreDB Retrieve and Clear ToStoreDB Images performs the same operation as the option above Additionally th
34. files will display in Windows Explorer Double click on ApteryxServicerlnstaller exe to begin the install process Size File and Folder Tasks lApteryxServicerInstaller exe 7 312 KB README Using XV Sync With Rename this file i d xv SyncInstaller exe 9 536 KB gy Move this file Copy this file Publish this file to the web 65 E mail this File Delete this File 6 The Apteryx Servicer Install Wizard initializes and the welcome screen displays Click Next to continue lj Apteryx Servicer InstallShield Wizard Welcome to the InstallShield Wizard for Apteryx Servicer The InstallShield R Wizard will allow you to modify repair or remove Apteryx Servicer To continue click Next 7 The License Agreement displays Read and accept the terms of the license agreement and click Next to continue Apteryx Inc Page 32 of 59 APTERYX W August 1 2011 XVSync Installation Guide amp User Manual lj Apteryx Servicer InstallShield Wizard License Agreement Please read the Following license agreement carefully Apteryx Inc licenses this software to you only upon the condition that you accept all of the terms contained in this license agreement Please read the terms carefully before using this software package as using the package will indicate your assent to them If you do not agree to the terms of this license agreement then Apteryx is unwilling to license the software to
35. ge A Warning It is strongly recommended not to disable this option Contact Apteryx Support at 877 APTERYX 877 278 3799 to learn about possible impacts to patient information during a merge 3 Click OK to save the changes made to the XV Sync Options screen Setting up the XV Sync Server Reception Settings 9 The sync server now needs to be setup to allow connections from other sync servers 1 From the navigation toolbar on the left select Server Connection Settings Edit My Server Reception Settings to open the Image Reception Settings screen Apteryx Inc Page 20 of 59 APTERYX M custom software Apteryx Inc August 1 2011 XVSync Installation Guide amp User Manual Image Reception Settings Enable receiving connections from other computers Mv IP Address This IP can be used for multi homed machines It can be y left blank to use the standard address of this computer My Port Number 011 Some operating systems will require address to be entered Add received images to the Store database This option can be enabled when this Sync is being used to forward images onto yet another location to facilitate quicker forwarding of images If you are NOT forwarding images onto another V Sync then this option should be DISABLED Enable logging of communications Flush all log writes will slightly impact application performance Verbose logg
36. hin a specified date range select Check Date Range Enter a valid start and end date in the Specify Date Range dialog box then click on OK Specify Date Range Start Date 5 28 2010 End Date 4 28 2010 Cancel 3 When done click on OK to exit the ToStore Records viewer The ToStoreDB records will be transmitted when the next ToStoreDB synchronization 15 performed Apteryx Inc Page 44 of 59 August 1 2011 XVSync Installation Guide amp User Manual APPENDIX A XV SYNC IMPLEMENTATION SCENARIOS Implementing XV Sync Overview XV Sync enables the synchronization of remote Apteryx databases for a dental organization Synchronization can be manually initiated or scheduled for weekly recurrence Administrator s can initiate actions to gt Forward gt Retrieve gt Synchronize Additionally they can specify what to forward retrieve or synchronize gt All patient images all images gt To Store Databases ToStoreDB gt Patient information only PatientDB The ideal environment for an XV Sync implementation is an organization with a Central Business Office CBO and one or more remote locations In the following implementation scenarios Child 2 Master Sync Server gt One server e g in a Central Business Office is designated to schedule and initiate sync requests hereafter referred to as a Master Sync Server gt The other server
37. ication Upgrader Sync Upgrade Results Would you like to replace the existing file Version 1 0 Build 16 Size 331 776 bytes Dated August 06 2007 7 16PM R Software with this one Version 1 0 Build 16 Size 331 775 bytes Dated August 06 2007 2 16PM M ves Toa No Toa we den Dv 8 Once the upgrade is complete click on the Finish button to close the upgrade wizard Apteryx Inc Page 15 of 59 APTERYX W August 1 2011 XVSync Installation Guide amp User Manual Apteryx Application Upgrader Sync Upgrade Results 2 file s successfully upgraded No errors Item Result i XV Sync Upgrade Results iy XV Sync Upgrade Path C Program Files Apteryx4pterys Imaging gt Sync exe Updated C Program Files Apteryx4pterysx Imaging amp 5 E gt ApteryxINI dil Same version already exists C Program Files 4pteryx Apteryx Imaging Registering XV Sync on the Server 9 For XV Sync to operate the software must be installed and running on at least two workstations with internet connections and network access to their respective databases When purchased the base package contains two registration numbers to cover two locations servers Single additional servers can be added with the XV Sync 1 Server package available on the Apteryx Store Online To register XV Sync 1 Double click on the XV Sync exe icon
38. ile 15 of 34 Transfering File Filename C Program Files amp pteryss amp pteryx Imaging PatientsNDOEJOHN 4100000 FGrp 08311383 124523 Auto Size 9 78 MB Date Time 09 13 99 14 58 14 Sending Patient File 8 88 MB of 9 78 MB bytes sent 5 When complete repeat Steps 2 4 above for the additional sync servers listed When done a composite of all database will exist on the local sync server 6 Repeat Steps 2 5 except this time select Forward all Images to send the local composite database to each remote sync server location When done the composite database will exist at every location Synchronize Now Synchronize with which server g Child1 10 0 1 4 port 1011 What type of synchronization should be done al Forward All Images T Forward All Images X Forward ToStoreDB Images al Forward PatientDB E Synchronization All Images E Synchronization ToStoreDB Images 2 Synchronization PatientDB Retrieve All Images Retrieve ToStoreDB Images Retrieve PatientDB 7 Click OK when complete to exit back to the main screen Apteryx Inc Page 26 of 59 APTERYX V August 1 2011 XVSync Installation Guide amp User Manual Enabling the To Store Database in XrayVision o The To Store database feature in XrayVision when enabled automatically adds all newly acquired images to an index called the ToStoreDB The ToStoreDB adds efficiency t
39. ing will slightly impact application performance Keep 25 log files Enable master log of connections Flush all log writes will slightly impact application performance Keep 25 log files Enable receiving connections from other computers Select this option to enable connections from the other sync servers Complete the following fields My IP Address XV Sync utilizes TCP IP to communicate across a network Enter the local IP address of the sync server in this field My Port Number The Default communication port is 1011 Consult with a network administrator to determine if a different port should be utilized Add received images to the To Store database optional Enabling this feature allows a sync server to store images received from a remote sync server to the local ToStoreDB a special index that lists newly acquired images This feature is useful if the sync server will be used to forward images received from one remote location on to another Enable logging of communications Enable this feature to allow the software to create communication log files Refer to Appendix C XV Sync Communication Logs for detailed information gt Flush all log writes If enabled all log entries will be written immediately to the log file instead of being written in chunks With this option disabled an application failure may prevent a complete log file from being generated gt Verb
40. ion Computer Name XVSyncClient yyyymmdd hhmmss log Apteryx Inc Page 52 of 59 APTERYX W August 1 2011 Installation Guide amp User Manual SUPSNO1 XVSyncClient 20100505 113215 Log Notepad File Edit Format View Help Li soe n connecting to server L3 30 L3 9 Name labl 5222221552 IP 10 0 255 4 522225 Port 1011 15 42 19 Communication Key Specified 19 32 ES Our database C Program Files Apteryx Apteryx Imaging Pa 1523212152 synchronization Action Synchronize And Clear ail Da Trying to connect to the server at 10 0 255 4 port 101 ES A we connected to the server at 10 0 255 4 port 62211 Be Received Packet who Are vou I 1522223552 Computer Name 59222255 User Name 19 345 195 Xv Sync Name 5532 15 Sync Key Length 0 15 32 15 Sending Packet who Are You I 13 32 15 Computer Name SUPSNOL 44 32 54 User Name stefano nguma 1532145 Sync Name Stefano 18 32 18 Sync Key Length 0 38 32 55 Received Packet Start Sending Packet Patient File Entry Patient Doe Janet 123 456 7890 1 of 1 pat The log tracks information such as gt When sync was initiated logging enabled Server information Computer name IP port OS etc Type of synchronization performed Synchronization Action User s domain name user name Remote sync server information Computer name IP port database location etc V V WV File tr
41. ndows Start menu select Control Panel Apteryx Inc Page 34 of 59 August 1 2011 XVSync Installation Guide amp User Manual 2 Note Apteryx Servicer cannot be accessed via the Control Panel if the default Category View is enabled If it is switch to the standard view by selecting the link Switch to Classic View Double Click on Apteryx Servicer to launch the application Apteryx Servicer Keep Alive Settings Keep the listed applications alive The Keep Alive settings will restart the target applications should they unexpectedly close The time interval indicates how often to Keep Alive interval 30 seconds check if the various applications are still running Target Applications EXE Filename Enabled EXE Path EXE Working Directory 4 Atthe bottom left double click on Add New The Application Keep Alive Entry dialog box displays Application Keep Alive Entry Enable this keep alive entry Executable Filename US Executable Working Directory 5 Select the browse icon to the right of the Executable Filename field Locate the XV Sync exe executable file Once selected click on Open to add the application Apteryx Inc Page 35 of 59 APTERYX W August 1 2011 Installation Guide amp User Manual Look in O Apteryx Imaging e e E3 SchickCOMInstaller exe xv Sync exe 3 SchickPCIDeviceSetup e
42. ng the program files If you want to review or change any settings click Back If you are satisfied with the settings click Next to begin copying files Current Settings Installing T o C Program FilessApterysS amp pteryx Imaging InstallShield te 11 Once the installation is complete click on the Finish button to close the install wizard XV Sync InstallShield Wizard InstallShield Wizard Complete Setup has finished installing Sync on your computer lt Back Cancel Apteryx Inc Page 13 of 59 APTERYX W August 1 2011 Installation Guide amp User Manual Upgrading to the Latest Version of XV Sync 9 Follow the directions below to assure the latest version of XV Sync is installed on the server 1 Launch any internet browser Internet Explorer Mozilla Firefox etc and go to the Apteryx website located at http www apteryx com 2 Navigate to the Updates Add Ons and Patches website by clicking on Support gt Updates gt XrayVision amp XV Lite Select the Component Updates amp Add Ons link Select the XV Sync Updater link Click Run to download and run the upgrade File Download Security Warning Do you want to run or save this file Name xVSynclpgrade EXE Type Application 937KB From www apteryxware com While files from the Internet can be useful this file type can potentially harm your computer If you do not trust the source do not
43. o be targeted from the Synchronize with which server drop down field 3 Click on the What type of synchronization should be done drop down arrow and select Retrieve All Images Synchronize Now Synchronize with which server Child1 10 0 1 4 port1011 What type of synchronization should be done E Synchronization All Images Forward All Images Forward ToStoreDB Images al Forward PatientDB Synchronization All Images Synchronization ToStoreDB Images Synchronization PatientDB E Retrieve All Images Retrieve ToStoreDB Images Retrieve PatientDB 4 Click on OK to initiate the synchronization A status window displays the progress of the synchronization Apteryx Inc Page 25 of 59 APTERYX W August 1 2011 XVSync Installation Guide amp User Manual Synchronizing Synchronize All Images to Child1 Initializing Communications Initializing communications for the synchronization at 10 0 255 4 port 1011 Trying to connect to remote controller 10 second timeout Connected And Waiting Waiting for XY Sync to service our synchronization request Server Asked Who Was The remote XV Sync server asked me who was Sent the data and now waiting for our turn to synchronize Starting Synchronization With The Server Synchronization has been accepted by the server and it is our turn to synchronize Sending Patient Data Processing patient 1 of 15 Processing f
44. o the synchronization process by avoiding the need to query the entire patient database on each sync server to determine which images are new A Warning Software settings are specific to each workstation therefore perform the steps below on all capture stations at each location that runs XrayVision This will assure all newly acquired images are added to the location s ToStoreDB 1 Launch XrayVision 2 From the menu select Tools Options to open the XV Options dialog box 3 Select the Sync tab and click on Enable To Store database XVa3 Options General General 2 Interface Interface 2 Image Safety Database Sync Sensor Language Tooth 4 4 Database Synchronization This option can be enabled when this application is being used in conjunction with a synchronization application such as Sync to facilitate quicker forwarding of images If you are NOT using an application such as xw Syne then this option should be DISABLED NOTE None of these changes will affect until the application is restarted Cancel Help 4 Click OK to save the changes Configuring Synchronization Schedules 9 Although periodic synchronization schedules be created in XV Sync Apteryx Inc recommends creating schedules to initiate synchronizations on specific days of the week and time of day when WAN bandwidth is optimal Apteryx Inc Page 27 of 59 APTERYX W August 1 2011 XVSync Inst
45. o the local ToStore database during successful Forward and Synchronization operations 4 OK X Cancel 2 Select the remote sync server to be targeted from the Synchronize with which server drop down field 3 Click on the What type of synchronization should be done drop down arrow and select Synchronization All Images Apteryx Inc Page 23 of 59 August 1 2011 XVSync Installation Guide amp User Manual Synchronize Now Synchronize with which server Child1 10 0 1 4 port 1011 What type of synchronization should be done E Synchronization All Images Forward All Images al Forward ToStoreDB Images a Forward PatientDB E Synchronization All Images Synchronization T oStoreDB Images E Synchronization PatientDB Retrieve All Images Retrieve ToStoreDB Images Retrieve PatientDB 4 Click on OK to initiate the synchronization A status window displays the progress of the synchronization Synchronizing Synchronize All Images to Child1 Initializing Communications Initializing communications for the synchronization at 10 0 255 4 port 1011 Trying to connect to remote controller 10 second timeout Connected And Waiting Waiting for XY Sync to service our synchronization request Server Asked Who Was The remote XV Sync server asked me who was Sent the data and now waiting for our turn to synchronize Starting Synchronization With The Se
46. on Options Create and Email a Reconciliation File 2 Adialog box appears to confirm the requested action Click Yes to continue Email A Reconcile File e Are you sure that you want to email a reconciliation File No recipient s added to the Email Notification s Email Address List in XV Sync XV Sync Options will then receive an email with a reconcile file attachment Note This function can be fully automated to email a reconciliation file to a remote sync server after every synchronization completes by enabling the Automatically send reconcile files after a synchronization in XV Sync Options Refer to Appendix D Email Notifications for information Checking Reconciliation Files 9 Checking a reconciliation file provides a line by line detailed report on each patient record that failed to transfer from an originating sync server An administrator can check one or more than one reconciliation file at a time A Checking a Single Reconciliation File 1 Select Tools and Utilities Reconciliation Options Check a Reconciliation File The Open dialog box displays Apteryx Inc Page 39 of 59 APTERYXW August 1 2011 XVSync Installation Guide amp User Manual Look in Documents 4 E3 E downloads Music MyRecent 2 Pictures Documents Fn videos updaters xVvSYNCRecon My Documents p My Computer
47. on if this occurs Apteryx Inc Page 55 of 59 APTERYX amp gt custom software August 1 2011 XVSync Installation Guide amp User Manual e SMTP Server Enter the name or the IP address of the SMTP server to allow XV Sync to send outgoing mail f User Name and Password If the SMTP server requires authentication enter the user name and or password in the provided fields From Email Address Enter the sender s email address in the provided field h Email Address List Enter the recipient s email address in the provided field Multiple email addresses must be separated with a semi colon 4 Select the Test button to send a test email to the recipient s in the email address list Sample Email Notifications gt Sync Start Email Notification admin amp abccompany com Friday May 07 2010 4 39 PM recipient amp abccompany com Xv Sync Start SUPWHOL Xv Sync Start From Computer SUPWHOI 10 0 255 El Time Friday May O7 2010 4 30 03 PM synchronizing To childl synchronizing To IP 10 0 255 4 synchronizing To Port 1011 communication Key Specified No synchronizing Action Forward All Images Sync End Email Notification admin amp abccompany com Friday May 07 2010 4 39 PM recipient amp abccompany com Xv Sync End SUPWHOL From computer SUPWHOIl 1002959 11 Time Friday 07 2010 4 30 02
48. ose logging If enabled log entries will include the maximum amount of logging information This will significantly increase the size of log files but is useful for troubleshooting This option may impact application performance Enable Master log of connections Enable this feature to allow the software to create a master log of all connections to the sync server 2 Click OK to save the changes made to the Image Reception Settings screen Page 21 of 59 APTERYX V August 1 2011 XVSync Installation Guide amp User Manual Configuring Target Sync Servers in XV Sync 9 The sync server now needs to be enabled to connect to sync servers at remote locations 1 From the navigation toolbar on the left select XV Sync Servers and Image Synchronization gt Edit Target XV Sync Servers to open the XV Sync Servers screen 2 Click on Add Server The XV Sync Server Definition screen displays XV Sync Server Definition Child This name is purely for reference and does not have to accurately refer to the name of the target XM Sync server IP Address 10 01 4 You can specify either a dotted numeric address or a fully qualified domain name Port Number 1011 Communication Key The communication key should be obtained from administrator of the target gt V Sync server This is the communication key assigned in the target Sync server s preferences Z Complete the following fields a Name Enter
49. patient folder and demographic information to the targeted sync server It will also retrieve the information from the targeted sync server and store them locally gt Retrieve ToStoreDB will target and pull all patient folder and demographic information from a remote sync server Sync Now Option Update Successfully Transferred Files Status 9 Unlike scheduled synchronizations when an on demand Synchronize Now Forward ToStoreDB Images or Synchronize ToStoreDB Images is performed by default the local ToStoreDB does not get cleared To clear out the ToStoreDB after an on demand synchronization completes select the Update successfully transferred files status radio button on the Synchronize Now dialog box Apteryx Inc Page 50 of 59 APTERYX V custom software August 1 2011 Synchronize Now Synchronize with which server Child1 What type of synchronization should be done QUEM Forward ToStoreDB Images This option only applies to the local T oStore database during successful Forward and Synchronization operations Apteryx Inc XVSync Installation Guide amp User Manual 10 0 255 4 port 1011 v Page 51 of 59 APTERYX W August 1 2011 XVSync Installation Guide amp User Manual 9 APPENDIX C XV SYNC COMMUNICATION LOGS Overview 9 XV Sync creates logs that serve as useful troubleshooting tools for administrators managing sync server locations Log files are stored in the Apter
50. pecified time and in the order listed on the schedule 3 Repeat Step 2 3 to schedule synchronizations for each day desired 4 Click on OK to save changes and return to the main screen Setting up XV Sync to run with Apteryx Servicer In order for synchronizations to occur the XV Sync process must be running on the sync servers XV Sync can be added to Windows Startup folder however this does not assure that the application will be running For example if a user logs out of Windows the application will be ended and sync servers will be unable to connect Apteryx Servicer has the ability to assure applications that always need to be running are kept alive as a Windows Service rather than relying on the Startup option It also has the ability to periodically check that targeted applications are running and restart them if they are closed unexpectedly Apteryx Inc Page 29 of 59 S August 1 2011 XVSync Installation Guide amp User Manual Follow the instructions below to install Apteryx Servicer and to add XV Sync as a targeted application to keep alive A Installing Apteryx Servicer Recall that the XV Sync Installer program was provided electronically in a compressed ZIP file either called XVSyncPackage zip XV Sync and Apteryx Servicer zip The zip file additionally includes the Apteryx Servicer installer program 1 Right click on the zip file and select Extract All Search
51. r called gt XVSyncPackage zip or gt XV_Sync_and_Apteryx_Servicer zip The zip file additionally includes an Apteryx Servicer installer program Refer to Setting Up XV Sync to run with Apteryx Servicer for installation instructions 1 Right click on the zip file and select Extract All Search Explore JK Scan for viruses Make Available Offline Open With 2 he Windows Extraction Wizard will launch Click Next to continue with the extraction process Extraction Wizard Welcome to the Compressed zipped Folders Extraction Wizard The extraction wizard helps you copy files from inside a ZIP archive To continue click Next 3 Make note of the directory that the compressed files will be extracted to Click Next to continue Apteryx Inc Page 8 of 59 W August 1 2011 Installation Guide amp User Manual Extraction Wizard Select a Destination Files inside the ZIP archive will be extracted to the location you choose Select folder to extract files to Files will be extracted to this directory ettings userl Desktop XVSyncPackage Browse Password Extracting 4 The files will be extracted to the specified directory when the extraction completes Select Finish to exit the wizard Extraction Wizard Extraction Complete Files have been successfully extracted from the ZIP archive Files have been successfully extr
52. rver Synchronization has been accepted by the server and it is our turn to synchronize Sending Patient Data Processing patient 1 of 15 Processing file 15 of 34 Transfering File Filename C Program Files Apteryx Apterys Imaging PatientsNDOEJOHN 4100000 FGrp 08311983 124523 Auto Size 3 78 Date Time 09 13 99 14 58 14 Sending Patient File 8 88 MB of 9 78 MB bytes sent 5 When complete repeat Steps 2 4 above for the additional sync servers listed B Manually Synchronizing Three 3 or More Sync Server Locations Apteryx Inc recommends manually initiating retrieve from actions to build a composite database of all sites on one sync server Subsequent forward to actions manually initiated from the master sync server will send the composite database to each sync server location Apteryx Inc Page 24 of 59 APTERYX N August 1 2011 XVSync Installation Guide amp User Manual 1 From the navigation toolbar on the left select XV Sync Servers and Image Synchronization gt Synchronize Now The Synchronize Now dialog box displays f Synchronize Now Synchronize with which server 10 0 255 4 port 1011 Bg What type of synchronization should be done 2 Synchronization All Images Update successfully transfered files status This option only applies to the local ToStore database during successful Forward and Synchronization operations 4 OK X Cancel 2 Select the remote sync server t
53. s Synchronization ToStoreDB Images E Synchronization And Clear ToStoreDB Images Synchronization PatientDB dy Retrieve All Images Retrieve ToStoreDB Images Retrieve And Clear ToStoreDB Images Retrieve PatientDB Select the appropriate synchronization operation The selection made depends on the goal of the organization s XV Sync implementation Refer to Appendix B Synchronization Operations amp Options for detailed information on each option iii Click OK to save the changes and return to the sync schedule c Hepeat Step 3b above to add actions for any additional sync server When complete the schedule will display a sync operation for each remote sync server Sunday Schedule Do synchronization at Never Perform the following synchronization actions click on a server name to change it s action Server Name IP Address Synchronization Operation Childi 10 0 1 4 pot 1011 Retrieve ToStoreDB Images m Add Action aj Child2 10 0 255 3 port 1011 Retrieve ToStoreDB Images al Child3 10 0 255 4 port 1011 Retrieve ToStoreDB Images Child4 10 0 17 4 port 1011 Retrieve ToStoreDB Images Child 10 0 1 4 port 1011 Forward ToStoreDB Images Child2 10 0 255 3 port 1011 Forward ToStoreDB Images 4 Move Action Up Bas 10 0 255 4 port 1011 Forward ToStoreDB Images al Child4 10 0 17 4 port 1011 Forward ToStoreDB Images Note Sync operations will initiate at the s
54. s e g a remote locations are designated to receive sync requests hereafter referred to as a Child Sync Server The benefit of such an implementation is simplicity managing schedules and general troubleshooting are simplified when one sync server initiates all synchronizations The two implementation scenarios presented below are for dental organizations that want to accomplish one of the following goals XV Sync gt Generate and maintain equivalent patient databases at both Master and Child sync server locations gt Generate and maintain a composite of all patient databases on Master Sync Server only Apteryx Inc Page 45 of 59 APTERYX V custom software August 1 2011 XVSync Installation Guide amp User Manual Scenario 1 Equivalent Databases on All Sync Servers Child4 Syne Server Objective and Execution Method 22 Child2 Sync Server Child1 ES Server DA Child2 Sync Server Master Sync Server Master Sync Server Se Child3 Sync Server Child4 au Server Child3 Server Overall Objective After scheduled synchronization completes Master and Child Sync Server will be updated with new images that were captured at all locations A Initial Sync manual periodic or scheduled B Scheduled Syncs Apteryx Inc Objective Build a composite of all databases on each sync servers master and children Execution Method Master Sync Server performs the following sync
55. to communicate with each other Accordingly a Wide Area Network WAN must exist This is typically accomplished over the internet via a VPN connection or forwarding of port 1011 by each location s router Please contact your network administrator to make sure a viable WAN exists before implementing XV Sync Minimum Requirements v One Master XV Sync Server v Atleast one Child XV Sync Server v Wide Area Network WAN with internet connectivity established via gt VPN or Apteryx Inc Page 5 of 59 August 1 2011 XVSync Installation Guide amp User Manual gt Forwarding of port 1011 by Router to sync server s IP v XrayVision 3 11 build 47 or above residing on Master and Child Sync Servers v Apteryx Servicer optional Apteryx Inc Page 6 of 59 APTERYX V custom software August 1 2011 XVSync Installation Guide amp User Manual INSTALLING XV SYNC Sync Server System Requirements Apteryx recommends the following for optimum performance v v v v 32 bit or 64 bit Windows Operating Systems Windows XP or greater Internet transfer speeds bandwidth maximized to accommodate anticipated size of files to be transferred Disk space to accommodate the anticipated growth of patient databases Time necessary to backup the database at each location Refer to Appendix E XV Sync Performance Optimization to complete the Image Volume Worksheet that can assist Apteryx Inc in making recommen
56. toreDB Images al Forward PatientDB E Synchronization ToStoreDB Images E Synchronization And Clear ToStoreDB Images E Synchronization PatientDB 2 Retrieve ToStoreDB Images E Hetrieve And Clear ToStoreDB Images E Hetrieve PatientDB gt Forward All Images will send all patient images from an initiating sync server to a targeted remote sync server Apteryx Inc Page 48 of 59 custom software gt gt August 1 2011 XVSync Installation Guide amp User Manual Synchronization All Images will send all patient images to a targeted remote sync server It will also retrieve all patient images from the targeted sync When the operation is complete the patient databases residing on each sync server will be equivalent Retrieve All Images will target a remote sync server and pull all patient images storing them locally A Warning The operations above will transfer every single image in a patient database across the network regardless of whether or not the image already exists in the receiving database Consideration of total patient database size and network bandwidth must be taken into account Forward Synchronize or Retrieve ToStoreDB Images o The To Store database feature in XrayVision amp when enabled automatically adds all newly acquired images to an index called the ToStoreDB The ToStoreDB adds efficiency to a synchronization process by avoiding the need to query an entire patient database on a targ
57. ustomer information screen displays Enter information in the User Name and Company fields Click Next to continue XV Sync InstallShield Wizard Customer Information Please enter your information User Name Company Name ABC Dental Inc Install this application for Anyone who uses this computer all users Only for me Stefano Nguma InstallShield te Apteryx Inc Page 11 of 59 APTERYX W August 1 2011 XVSync Installation Guide amp User Manual 9 The Choose Destination Location screen displays The installer will attempt to install XV Sync in the same folder as XrayVision typically C Program Files Apteryx Apteryx Imaging If different select Browse to navigate to the actual location Click Next to continue XV Sync InstallShield Wizard Choose Destination Location Select folder where setup will install files Setup will install Syne in the following folder To install to this folder click Next To install to a different folder click Browse and select another folder Destination Folder C Program Files Apteryx Apteryx Imaging 1 Cen 10 Click Next to continue with the installation Apteryx Inc Page 12 of 59 APTERYX W August 1 2011 XVSync Installation Guide amp User Manual XV Sync InstallShield Wizard Start Copying Files Review settings before copying files Setup has enough information to start copyi
58. viewer B Checking Multiple Reconciliation Files Apteryx Inc Page 40 of 59 NN August 1 2011 XVSync Installation Guide amp User Manual 1 Select Tools and Utilities gt Reconciliation Options gt Check Multiple Reconciliation Files The multiple file viewer displays Reconciliation Of Mutliple Files To add files drag and drop them onto this window click on the browse button to the right and select the files that should be checked Reconciliation Error o No Errors Encountered gt Copy to clipboard 2 Add reconciliation files using one of the following options gt Drag and Drop each reconciliation file from Windows Explorer or gt Select the folder icon a to browse out to the location of each file and add them to the viewer 3 Reconciliation file errors will display as each file is added to the viewer Apteryx Inc Page 41 of 59 APTERYX W August 1 2011 Installation Guide amp User Manual Reconciliation Errors Reconciliation Error Qo Patient s file is different 04232010 155949 File does not exist locally Patient s file is different Dig 04232010 150512 Auto File does not exist locally Patient s file is different Dig 04232010 160654 File does not exist locally PATIENT DN 01 NOT FOUND LOCALLY Prior George ID 1234557 SSN 1234567 PATIENT ON supwh01 NOT FOUND LOCALLY
59. xe 287 xv Assistant exe Bb SchickUSBDeviceSetup exe XVLite exe SigmaMConfigurationTool exe xv QuickView exe LI SigmaMSensorAssigner exe Gl vcredist_x86 exe 5 j File name Sunc exe Open Files of type EXE Files Cancel 2 6 Select Enable this keep alive entry and then click OK to exit the Application Keep Alive Entry dialog box Application Keep Alive Entry Enable this keep alive entry Executable Filename C Program Apteryx Apteryx Imaging eV Sync exe Executable Working Directory C Program 4pteryx Apteryx Imaging 7 XV Sync exe is now listed as a Target Application Ensure that the Keep the listed applications alive setting is enabled Adjust the interval as desired Keep Alive Settings The Keep Alive settings will restart the target applications should they unexpectedly close The time interval indicates how often to check if the various applications are still running Target Applications EXE Filename nabled EXE Path EXE Working Directory C Program Files ApteryxApteryx Imaging Apteryx Inc Page 36 of 59 APTERYXN August 1 2011 XVSync Installation Guide amp User Manual 8 Click OK to exit Apteryx Servicer XV Sync will now run as a Windows Service and Apteryx Servicer will ensure that the application is always running ready to communicate with other sync servers Apter
60. yx Inc Page 37 of 59 August 1 2011 XVSync Installation Guide amp User Manual xv SYNC TOOLS AND UTILITIES Tools and Utilities Overview XV Sync includes reconciliation tools and utilities that give administrators the ability to create reconciliation log files used to check for differences between patient databases on sync servers The utilities are useful in determining if all patient files transferred correctly to a remote sync Server Additionally XV Sync includes a utility that administrators can use to view current patient records or add additional records to the ToStoreDB Create a Reconciliation File 9 A reconciliation file provides an administrator the ability to check the patient database on their sync server against a database on a remote sync server An administrator from one location can provide a reconciliation file to another sync server location in order for them to run and check against their database Checking the reconciliation file provides a line by line detailed report on each patient record that failed to transfer from the originating sync server To create a reconciliation file 1 Select Tools And Utilities Reconciliation Options Create A Reconciliation File A Save As dialog box pops up Save As Save v e E3 C3 downloads Music MyRecent 2 my Pictures Documents videos UpdaterS xV
61. yx install directory under a folder named Logs Logs can be opened viewed in a text editor application such as Notepad The following sections describe the following logs created on sync servers gt Master Logs gt Communication Logs Client log Server log XV Sync Master Log When XV Sync is launched on a server a master log is created in the Logs folder with the following naming convention Computer Name XVSyncMaster yyyymmdd hhmmss log SUPSNO1 XVSyncMaster 20100505 104022 Log Notepad File Edit Format View Help 14 40 22 0157 Logging enabled 8 wednesday May 05 2010 10 40 22AM 14 40 22 computer s Name SUPSNOL 14 40 22 Users s Name stefano nguma 14 40 22 Computer s IP 10 0 255 6 14 40 22 Computer s 05 5 1 2600 Platform 2 14 40 22 14 40 22 Closing our master port 14 40 22 Opening our master port 10 0 255 6 port 1011 14 52 04 Closing our master port 14 52 04 Closing our master port 14 52 04 Logging closed amp Wednesday May 05 2010 10 52 04 The log tracks information such as When XV Sync was launched logging enabled Server information Computer name IP port OS etc gt User s domain name user name When XV Sync was exited logging closed XV Sync Communication Logs Client Log When sync server initiates and completes a sync with a remote sync server a client log is created in the local Logs folder with the following naming convent

XV Sync User Manual

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