Pensacola Computer Help Technoblog

After completing 10 OfficeMate upgrade/installations I have come across a number of items that bear discussing as well as a few questions I have run into from others.

When installing OfficeMate v 10.5 on XP workstations, many times you will get a 2 file registration errors – clicking through these seems to still give a successful install.

After a successful server install, if you have installed the client on the server (which I highly recommend doing if not just for troubleshooting issues), and you cannot connect from a networked client workstation, more than likely it is a firewall issue on the server – disable the firewall on the server to see, and if you can then connect, turn the firewall back on and set the proper firewall rules for your SQL server.

Performance issues: In my experience, OfficeMate should have approx the same performance on a workstation as it did on version 8 even if it is below the minimum requirements. **Note: The performance of OfficeMate/ExamWriter v 10.5 may be severely impacted if you are not running a good enough server. Follow the recommended hardware requirements for the server and understand that those requirements are generally fine as long as you are using your server as only a database and or terminal server – this means you generally should NOT use this server as a Domain Controller, DSN or DHCP server etc as these roles can have a huge impact on OfficeMate performance when the server is under load. Also, if using OfficeMate add-on applications such as ECR vault, make sure that your server Exceeds the requirements. Generally I go for dual quad core Xeon processors, minimum 12 GB RAM, and minimum 3 high speed enterprise class hard drives in RAID 5 (Hardware RAID).

Accessing older access backups once you have converted to SQL server: I have had a few people ask my how they could open up a prior Access based backup once they had upgraded to versoin 10.5 with SQL – in short, the easiest way is to use a virtual machine and install OfficeMate 8 on the virtual machine (Windows 7 Pro has the ability to run a virtual version of XP natively - http://www.microsoft.com/windows/virtual-pc/ )

Windows 7 issues – I have run into a few scenarios where the proper Omate32.ini file was not put properly into the user profile. You should have this file in users/%username%/My Documents/Windows/ – if you are getting database errors on startup and are sure your firewall issues with the server have been resolved, check for this file and make sure it is there. (I always keep a working copy of this file on a server share for ease of copying).

Backups: If you are unfamiliar with how to do a SQL dump backup see this article : http://www.codeproject.com/Articles/113461/Schedule-a-daily-backup-with-SQL-Server-Express . You can also use backup services such as IBackup with the MS SQL Server backup plugin which automate the SQL database backup nicely.

* Pensacola Computers is not officially connected to OfficeMate software in any way, and all opinions stated are my own observations and you may experience different results. This guide is meant only as a narrative of my own experiences and is current as of the date posted.

I have been working as an IT consultant with Optometrists that use OfficeMate for over 6 years and have installed OfficeMate numerous times for 9 different practices. I have successfully done 10 upgrades in the past few months and assisted on a few others. Please feel free to contact me via my contact info at http://pensacolacomputers.com with any questions.

After completing 8 upgrades of OfficeMate 8 to OfficeMate version 10.5 ( 10.5.23 is the lastest as I write this), a few observations from my own experiences and from things I have gleaned through conversations with others who have done the upgrade:

Firewalls are not really mentioned in the installation guide, but they can definitely cause issues, especially trying to get clients to connect to the server – if you have an issue with the clients not successfully working, and you can see the files on your network share, it is most likely a firewall issue. Open task manager, look for Login.exe and if you find it running, kill that process and then turn off the firewall on your server. If it work after that you will need to go to your server and configure the firewall for the ports that your SQL installation is using.

If you are upgrading from the Access based version of OfficeMate, make sure you have a backup solution that will properly backup your SQL database file (normal file backup programs do not work properly for SQL databases). You will need either a backup program that has a SQL database backup component, such as iDrive, or you can script a backup through the SQL management console then create a scheduled task to back it up. (There are plenty of guides out there on how to do this).

Make sure that you download the latest installation files from OfficeMate IMMEDIATELY prior to installation. There is no easy way to tell the actual version of the file you download (OfficeMate doesn’t properly sign their installation files nor do they include the actual version of the OfficeMate installation in the install executable), so if you download it days or weeks prior to installation you might not have the most current version.

As I have experiened a few issues in the Server installations and database conversions, I highly suggest that you have a full bare metal backup/image of you server that you can use to roll everything back in case an installation goes bad. Even though it is time consuming to make a full backup on some servers, it is well worth the effort for peace of mind if anything.

If you have any questions or issues, feel free to contact us via our contact information at http://pensacolacomputers.com

* Pensacola Computers is not officially connected to OfficeMate software in any way, and all opinions stated are my own observations and you may experience different results. This guide is meant only as a narrative of my own experiences and is current as of the date posted.

I have been working as an IT consultant with Optometrists that use OfficeMate for over 5 years and have installed OfficeMate numerous times for 7 different practices. I have successfully done 7 upgrades in the past few months and assisted on a few others. Please feel free to contact me with any questions.

Continuing with my posts on OfficeMate installations, I will go over some things I learned doing the actual installations. **Note: Make sure to follow the official OfficeMate guide, though be aware that the official guide has a few mistakes and is misleading in a few places as well. This guide takes in account that you have followed and met the needed pre-reqs for installing OfficeMate such as security setup and hardware/software requirements.

Once you have installed the server (see Pre-regs and Server install) it is time to install the client software. There are a few things I have learned that are not covered in the official installation guide that have helped me through. I had a heck of a time on one of my first installs trying to upgrade the client software, and I found that when upgrading from OfficeMate version 8 to version 10 on client machines that it is often best to first Uninstall the previous version of OfficeMate, then freshly install version 10 (this is not necessary on the server if you are using it as a workstation or remote terminal server, all of my client upgrades worked fine on the servers).

Before installing version 10.5, first make sure you are using the latest version available (10.5.23 at the time of this writing – previous versions had a bad bug relating to insurance claim filing I am told). Also ensure that your workstations have at least Windows Installer version 4.5 or above – Windows 7/Server 2008R2 have version 5 installed by default which is fine. You also need to ensure that .Net Framework 3.5 SP1 is installed on each system. For XP, and Vista, check in your add remove programs, for Windows 7, check in Programs and Features > Turn Windows features on or off (it is part of Windows 7, but the feature might need to be activated).

Once you have the client pre-reqs installed, it is time to get ready to install OfficeMate 10.5 client – this will be the OM_Suite_Programs.exe file (unfortunately OfficeMate again did not properly make their install program and there is no real way to tell the version of the program from the installation file – checking the file details just shows a product name of InstallShield version 12 – fyi, this is a HUGE security issue as there is no way to tell if the file is legitimate prior to installing as it is not properly named, nor does it have a valid digital signature – complain to OfficeMate about this!). Prior to starting the installation, you will want to make sure that you have properly mapped your shared network drive for the OfficeMate Data folder as this will be needed during the installation. Before installing, also ensure that you have turned off your Antivirus and any screensavers. Although not required, I always right click on the installation file, and if there is an Unblock button I click that, I then right click on the install file again and select run as Administrator.

Once all of these things are done, follow the instructions in the official Upgrading to OfficeMate 10 pdf guide to start your installation.

The installation is pretty straight forward so I will just cover a few of the differences and issues I have run into during various (though not always all) installations.

• If you do not have a properly Mapped and connected network drive for the shared OfficeMate Data installation, the installation will not be able to continue.
• If you have not completed the server installation, the installation will tell you to install the server first.
• If your workstation does not have 2GB RAM you will get a message that your workstation does not meet the minimum requirement – you can push through this and OfficeMate should still install without issue, although performance may be less than optimal (I have test installed OfficeMate 10.5 on systems with as little as 512MB RAM with no installation issues, and OfficeMate 10.5, while not zippy, did not seem any slower than OfficeMate 8 on the same system – not recommended, but definitely doable).
• On some systems I got some file register errors, but the installations seem to complete successfully – you may encounter program errors, but I have yet to hear of any due to this.
• You will notice a DOS box that warns that assemblies should be re-signed (once again OfficeMate used non-accepted practices and shortcuts with their software, but it seems to work ok for the time being).
• If you run into an error and do not have a successful installation, you should first see if OfficeMate is showing up as an Installed Program in add-remove programs – if it is, uninstall it before trying to re-install. Also ensure that your network connection to the shared drive is still active, and that you didn’t forget to disable antivirus.

Once OfficeMate 10.5 client is installed, you need to make sure it works! If you click on the OfficeMate link and nothing happens, go to your taskmanager and look for Login.exe (not omate.exe) – if that is running, but nothing is happening, then you need to first check your networked drive. If you can see all of the files in your network drive, but OfficeMate will not open, then you probably have a firewall issue on your server. Even though you can see the shared files on your server’s shared drive, the server firewall could be blocking the SQL ports which causes this problem. If this is the case, go to your server and turn off your firewall there, then recheck to see if you OfficeMate client will start (it probably will now). If this is the cause, you just need to check your SQL ports on the server and add a firewall rule for them, then turn your firewall back on and check again.

The client installations are fairly easy to accomplish once you have gotten everything set up properly such as the pre-reqs, mapped drives etc. I highly recommend downloading a copy of Windows Installer 4.5 and .Net Framework 3.5 SP1 to a shared folder on your server if you are doing many XP, Vista installations to save time. Also it is a good idea to follow a checklist for each workstation as you are installing so you don’t forget anything.

While the OfficeMate software definitely could use some tweaks to bring it up to standards, especially in the compilation of the installation files and having install file security digital signatures and proper names etc, the actual installation of version 10.5 seems to be a bit better than earlier updates and upgrades.

If you have any questions or issues, feel free to contact us via our contact information at http://pensacolacomputers.com

* Pensacola Computers is not officially connected to OfficeMate software in any way, and all opinions stated are my own observations and you may experience different results. This guide is meant only as a narrative of my own experiences and is current as of the date posted.

I have been working as an IT consultant with Optometrists that use OfficeMate for over 5 years and have installed OfficeMate numerous times for 7 different practices. I have successfully upgraded 4 practices in the past couple of months to OfficeMate 10.5 and am currently working on getting 4 more done in the coming weeks. Please feel free to contact me with any questions.

Continuing with my posts on OfficeMate installations, I will go over some things I learned doing the actual installations. **Note: Make sure to follow the official OfficeMate guide, though be aware that the official guide has a few mistakes and is misleading in a few places as well.

First, ensure that your systems meet the software pre-requisites (for hardware requirements see my first post: OfficeMate v 10.5 Software Upgrade and Installation –  First Impressions) A couple things to note on the software pre-requisites – you must have ‘at least’ Windows Installer 4.5 (version 5 is fine and the guide note is wrong in saying that Windows Installer 4.5 is included with Windows 7 – it is version 5 – I had someone call me and tell me that they were trying to install version 4.5 on Windows 7 because that is what the guide said it needed). Also, note that you must be running at least SP2 on XP to install  v4.5 of the Installer (SP3 is recommended of course).

.Net Framework 3.5 SP1 must be installed on the server and each workstation – .Net Framework 3.5 SP1 is included in Windows 7 and Server 2008 R2, though you should make sure that it is enabled (once again, the official installation guide is wrong in how to do this in Windows 7, the correct way is to go to Control Panel>Programs> Turn Windows features on or off, and ensure that there is checkbox next to the .Net Framework 3.5) If you need to install .Net framework 3.5 SP1, be aware that the link that is supplied in the OfficeMate installation guide is the link to the bootstrapper file which will download the reset of the file from the internet – if you are installing on multiple systems, I recommend getting the full install file then sharing it out on the network – you can get the full installation file here: http://download.microsoft.com/download/2/0/e/20e90413-712f-438c-988e-fdaa79a8ac3d/dotnetfx35.exe .

Once you have all the pre-req’s you will need to get the installation files from OfficeMate. **Note: The OfficeMate installation files are NOT digitally signed and you might get a warning when downloading and trying to install that the publisher could not be identified – IMO this is a serious security breach and there is no reasonable excuse why they don’t digitally sign their files!

You will need to download both the server and workstation installation files. I highly recommend sharing out the workstation installation files and copying it to each workstation and running it locally – I do NOT recommend running over the network, nor do I recommend what the OM official guide states about running it from a USB flash drive or CD/DVD – either one of those can cause issues if the installation stalls due to IO errors on the device.

As OfficeMate states “Prior to upgrading to OfficeMate Suite 10.5, you must set up security preferences. Security is required in OfficeMate and ExamWRITER 10.5.” This is NOT an option and is required! Follow the guide in regards to how to do this.

Prior to installing OfficeMate, ensure you have a validated backup of your Access or SQL database – if you are currently using a SQL database and are using SQL Express 2005, I highly recommend upgrading to SQL Express 2008 R2 (this allows a larger database size as well as includes a number of other enhancements). Also, ensure that your Server is running the latest patches and upgraded from Microsoft prior to proceeding with the server install. I would highly recommend that you take a full financial and inventory report prior to doing the upgrade and then rerun the report after the upgrade and do a compare before you start using OfficeMate again.

From my prior experiences with OfficeMate upgrades, I would personally recommend doing a full server backup prior to attempting the upgrade (bare metal or image) just in case something goes wrong and you need to roll everything back. If you are using an Access Database, you need to run the Repair utility (usually in C:\Omate32\repair.exe) – this will help correct any potential errors in the database that could cause the upgrade to fail. Once that is done, or if you don’t need to do that, restart your server. After the restart, you should disable all antivirus and screen saver programs. Also make sure that UAC is disabled (another security risk – I can’t believe that these software companies don’t know how to write a program that doesn’t make you disable a Windows security feature). To disable UAC in Windows 7 or Server 2008 R2, go to Control Panel > User Accounts > Change User Account Control settings > put the slider to the Never notify position (once again the ‘official’ guide is wrong – there is NO checkbox – do these people even try to do an install following their own guides???).

Once all of this is done, navigate to where you have saved the OM_Server.exe file, right click on the file, select properties, and then click the button that says Unblock. Once that is done, right click on the file and select Run as Administrator (though this may not be required, it can help eliminate some potential causes for failures). At this point, follow the official guide’s instructions, however be aware that you may or may not see all the screens they say that you will depending upon the type of install/upgrade you are doing.

Depending on the size/type of database you are using, as well as the server hardware, the upgrade process could take anywhere from 30 minutes to many hours – you can see what the upgrade is doing, but don’t be alarmed if something appears to freeze or not move for a few minutes at a time. Make sure you stay at the computer until the actual OfficeMate upgrade starts just in case there is an error in the SQL install/update part.

In the next post I will go through the Client installation as well as service releases and patches.

Feel free to contact me through my contact info at:  http://pensacolacomputers.com – leaving comments here could take me a while to get back to.

* Pensacola Computers is not officially connected to OfficeMate software in any way, and all opinions stated are my own observations and you may experience different results. This guide is meant only as a narrative of my own experiences and is current as of the date posted.

I have been working as an IT consultant with Optometrists that use OfficeMate for over 5 years and have installed OfficeMate numerous times for 7 different practices. I have successfully upgraded 4 practices in the past couple of months to OfficeMate 10.5 and am currently working on getting 4 more done in the coming weeks. Please feel free to contact me with any questions. Contact info is available at: http://pensacolacomputers.com

After performing numerous OfficeMate version 10.5 installations and upgrades, I have found a few issues that I would like to share that may help ensure a successful installation or upgrade.

First: Make sure to read all the ‘official documentation’, being aware that there are some ommisions and some mistakes, but overall the procedures should be followed as closely as possible. Especially important is to ensure that you have setup Security Preferences and that at least one user has checkmarks next to “Access All” AND “Maintain User Security”.

Second: Ensure that you have full backups – I personally recommend having both a full SQL (or access) database backup, as well as a full backup of the OfficeMate Data directory. In addition, it is highly recommended to do a full server bare metal backup, or similar backup image in case you have a conversion/upgrade error and need to roll back the server.

Third: It is highly recommended to install SQL server express 2008 R2 if at all possible before upgrading or installing OfficeMate v 10.5 as this version has a 10GB database size limit as opposed to the 4 GB limit in the defualt installed SQL server express 2005. (If upgrading, do a SQL upgrade from 2005 to 2008 R2). Also, if you are using an Access Database, ensure you backup your database BEFORE running the Repair utility.

When downloading the upgrade software there are a couple of things you should do which are not mentioned in the ‘official’ documentation: If using IE9 or other browser with security, you may get a warning regarding the OfficeMate installation files, unfortunately there is no way to verify the authenticity of the files - for some reason, OfficeMate did not digitally sign their installation files (in my opinion this is a serious security issue as there is no way to verify the authenticity of the installation files – as it is, the files have a Product name of Install Shield and copyright from Macrovision – the maker of the install packager they used) – most legitimate software makers digitally sign their installation packages to ensure their customers of the authenticity of the files. When I downloaded the files, they appear to be hosted on an Amazon server instead of directly from OfficeMate.net.

Once the files are downloaded you will need to right click on them, select properties, then click the ‘Unblock’ button. Also, when installing, when using Windows 7, Vista, Server 2008 (R2), right click on the installation file and select run as Administrator to ensure a smooth install.

Before installing there are still a few other issues to deal with such as User Account control, and firewalls, and proper configuration of your SQL database.

The user account section of the installation instructions is not quite complete or clear as with Windows 7 and Windows Server 2008 R2 there is no “Use User Account Control (UAC) to help protect your computer” checkbox, instead there is a slider which you can set down to the “Never notify” position. **NOTE: unfortunately, turning off UAC on a workstation that is connected to the internet is not usually a good idea as the whole reason for UAC is to help PROTECT your computer from unauthorized changes and is a major defense against viruses and malware being installed (if OfficeMate had followed best practices guidelines for Windows Security, they probably could have programmed their software to not conflict so much with UAC).

Firewalls: If your systems are using an active firewall you may have to set some custom permissions to allow OfficeMate to function properly on your network – if you install OfficeMate and are having difficulty connecting to the SQL server, disable your firewall – if you are then able to connect, you will need to adjust your firewall settings to allow OfficeMate  – as many firewalls have different ways of doing things, you will have to check the documentation of your firewall for how to do this.

If you are upgrading your SQL server to 2008 R2 Express, or you are moving your SQL database from one server to another, make sure you follow the instructions for OfficeMate SQL server installation – you can find a guide here ffor Reinstalling SQL server: http://www.officemate.net/omkb/Article.aspx?id=21190 - a couple things to note here: make sure that you enable named pipes and TCP/IP ports via the SQL Server Configuration Manager or you will not be able to connect from a client machine, also, I personally prefer to use the backup and restore method when moving a database rather than the detach and attach database method and have not had any problem doing it that way (there is issues with doing it each way – you decide which is best for you). Also make sure that you don’t forget to create the OM_USER using the link provided in the above instructions once you have your database restored or reattached to the new SQL installation/instance.

In Part 2 of the Guide, I will cover the installation procedures and how to deal with some of the issues I have run into.

OfficeMate is an eyecare practice management software used by a large number of area eyecare offices. I have been working with OfficeMate software installations and upgrades for the past 6 years and have done quite a few new installations, upgrades and conversions. Just recently released, OfficeMate version 10.5 has been certified as a Complete EHR cy CCHIT and is part of what is needed to achieve the ‘meaningful use’ neccessary to receive federal stimulus money.

OfficeMate has had quite a history with version 10, and its release date has been changed quite a few times, and in addition its hardware requirements have also changed massively since even last July: http://web.archive.org/web/20110723232816/http://www.officemate.net/officemate_sys_req.aspx

In July, there were minimum requirements for workstations an Intel PentiumE5800 or better, and minimum Dedicated Database Server requirements of a Quad Core Xeon 3100, 4 GB RAM and a 250 GB SATA 7200 RMP Hard drive (no Raid). Since that time, OfficeMate has radically changed its requirements, they eliminated the minimum requirements and instead made the new minumum what was previously the ‘recommended’: http://www.officemate.net/officemate_sys_req.aspx

What these official changes in hardware requirements mean to the average practice is quite a bit of money $$$$, and pity any practice that based their hardware on the previous requirements (not really, but officially according to OfficeMate). The new workstations have a minimum requirement of a Core2 E8400 processor which is a bit heftier requirement than a Pentium E5800, but where the big difference lies is in the server requirements – the drive requirements change from a single SATA drive (about $100 or so for a good quality drive) to 3 15k SCSI or 10k Enterprise SATA drives which means about $750 for the drives, another $200 or so for the needed RAID controller card, plus another $100 or so for the needed power supply upgrades. This of course assumes you don’t need extra imaging storage which would of course raise the price substantially more.

Now OfficeMate information states: Failure to meet hardware and system requirements may lead to an unsuccessful upgrade, including the inability to install or run v10.5 on your computers in your office.

The Upgrade guide actually states: “You will not be able to install the software on computers that do not meet the stated requirements” – somewhat false, basically for the server, if you have 4GB of RAM, regardless of anything else, it should install. I actually installed the server version on a $400 i3 single hard drive system with 4 GB of RAM that I bought from Office Depot to use as a test and it installed fine (I wouldn’t recommend using it for more than a few clients, but it did install) – in addition I have installed it successfully on a number of Virtual machines using 4 GB of RAM and as little as a single core of processing power. I also installed the client software on a number of older Pentium 4 single core machines (purely as a test, I got it to install on a system with only 512MB of RAM and it actually ran no slower than version 8 had on that same machine).

**NOTE: I would of course advise coming as close to the stated requirements in order to have an optimum experience, but it should be noted that if you have hardware that is close, you ‘should’ be ok.

I have done a number of full start from scratch test installs as well as a number of ‘in production use’ upgrades for clients, and so far I have not had any complete failures, although there have been some issues with firewalls, one database conversion that failed on the first attempt (not really sure why, but it worked on the second attempt – thankfully I had a full server backup to roll everything back!). The official guides from OfficeMate are not completely accurate, nor do they deal with all the issues properly. My next post will detail the issues I have had, as well as steps to take to ensure a proper upgrade experience: OfficeMate version 10.5 Software upgrade and installation guide – dealing with real world OfficeMate installations and upgrades for hardware and software.

For questions, please contact: Pensacola Computers at http://pensacolacomputers.com

* Pensacola Computers is not officially connected to OfficeMate software in any way, and all opinions stated are my own observations.