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Penta Vault Implementation

Penta Vault Implementation

Issue/Symptom/Question

What is the process to implement Penta Vault?

Applies To

Penta Vault

Document Management

Resolution/Fix/Answer 

You must be on Penta 27.1 or higher to implement Penta Vault.

Preparation

  1. Necessary infrastructure is in place to support Penta Vault.

    1. If you are hosted by Penta, you will sign a new hosting configuration document.

    2. If you manage your own infrastructure, review the PentaVault and PentaAccess Technical Requirements to determine what servers you will need. Discuss with Penta prior to acquiring new hardware.

  2. Schedule of Products and Services is signed for Penta Vault licensing.

  3. Refresh your Production database to your testing database.

    1. You do NOT need to copy OnBase documents. The migration tool will migrate documents from Production OnBase to your test Penta Vault.

    2. Penta will complete this refresh as part of the implementation project. No separate support request is needed.

  4. Penta provides an Excel document that includes your current list of document types and keywords associated with OnBase documents.

    1. Customer must review this list and decide whether to map their custom document types and keywords to standard document types and keywords or create those same custom document types and keywords (tags) in Penta Vault.

  5. Customer chooses which documents to migrate from OnBase to Penta Vault.

    1. You can specify which document types and the date range of creation/modification for those document types to migrate. For example, you may choose to migrate document type “AP Invoice” but only those created or modified in the last 7 years. Anything older would not be available in Penta Vault.

    2. Make sure you note if you utilize and process Canadian T4 documents as these require additional migration steps.

If you choose NOT to migrate all documents to Penta Vault and do not archive those documents in another way, they will not be retrievable when your OnBase licensing ends.

  1. Provide necessary configuration items for installation (for both test and production, where unique) including:

    1. Website URL, including DNS entry

    2. Mail server information, including domain, FQDN, port, and credentials

    3. SAML authentication information, including loginUrl, appIdentifier, certificate

    4. “From” email address that is used for emailing documents directly from Penta Vault

  2. UPN setup for SAML Authentication. This field uniquely identifies each Penta user.

    1. Penta provides an export of Penta users including user ID, name, Employee ID, employee name

    2. Customer provides UPN for each user.

    3. Penta imports UPN into user record.

Update your onboarding process to include adding this value in the Define Users window.

  1. Ensure you have proper SQL Server licensing

    1. Most customers require only the free Express license which is included in your Penta Vault licensing. Penta will discuss with you if you need, or will need in the future, a paid SQL Server license based on your SQL database size.

Configuration

  1. Customer work with Penta to configure SAML authentication.

    1. The authentication process is seamless for users. They are automatically authenticated when they open documents from a Penta module.

  2. Customer must establish a Penta support account for Penta Vault access. This can be a generic account or individual accounts for the Penta team members.

  3. Penta will complete all installation and migration including copying document security and document type and keyword migration from OnBase to Penta Vault.

    1. The document migration into the test Penta Vault will be timed for planning the production migration. Migration will be monitored and resources can be adjusted to speed up the migration.

Testing

Penta will provide a project plan in ClickUp which includes all prep and configuration steps as well as a template test plan.

Go-Live

A downtime of approximately 4 hours is required for the transition to Penta Vault.

The customer IT representative must be available during the downtime to setup SAML authentication with the Penta team.

The document migration will begin prior to the downtime. When the downtime begins, a delta migration will copy over any new or revised documents.