Frequently Asked Questions

Technical Inquiries

Product Information

Product Licenses

Software Operation

Technical Inquiries

After installing Microsoft Knowledge Base KB927489, text does not display properly.

After installing Windows "Microsoft MS Gothic or MS Mincho JIS2004 Font (KB927489)", ApprovalFlow can not be used with Internet Explorer 6 because the fonts display improperly.

This issue is caused by a defect in Internet Explorer 6 on a Windows system with KB927489 installed and the code page set to Unicode.
Because ApprovalFlow uses Unicode, it is affected by this issue.

We suggest one of the two following workarounds:
- Uninstall KB927489
- Upgrade to Microsoft Internet Explorer 7

I can't access ApprovalFlow.

If ApprovalFlow does not start or an error screen is displayed after installation, please restart ApprovalFlow by following these steps:

1. 1. Start a web browser
   System requirement
   http://cybozu.com/jp/af/product/environment/
2. 2. Enter the following URL:
   Windows: http://(IP address or host name)/scripts/cbaf/af.exe/
   Linux : http://(IP address or host name)/cgi-bin/cbaf/af.cgi/
   
   For example, if the install destination directory is C:\InetPub\scripts\cbaf,
   - IP address: http://10.0.0.1/scripts/cbaf/af.exe/
   - Server host name: http://bozuman.co.jp/scripts/cbaf/af.exe/
3. 3. Press [Enter]

If you still can not access the login page, the following are possible causes:

• The web server is not activated.
• The CGI directory wasn't given execute permission.
• The web server is not configured properly.

For more details, please ask your system administrator.

An "HTTP/1.0 404 The page/Web site cannot be found" error is displayed, and I can't access ApprovalFlow.

You may not have entered the correct URL to access ApprovalFlow.

Check to see you if you have the correct URL as follows:

Windows: http://(Server IP addres or host name)/scripts/cbaf/af.exe/
Linux : http://(Server IP addres or host name)/cgi-bin/cbaf/af.cgi/

If your installation directory is C:\InetPub\scripts\cbaf
- IP address: http://10.0.0.1/scripts/cbaf/af.exe/
- Host name : http://bozuman.co.jp/scripts/cbaf/af.exe/

When trying to open attachment, I am asked for a Network Password. Why?

We recognize that this problem may occur under the following conditions:

• Incorrect access permission on the folders and files of the installation directory.
• Your web server is IIS
• This might be a problem related to Microsoft Office 2000

[1] Incorrect access permission on the folders and files of the installation directory

Set access permission of the installation directory \cbaf or folders/files thereunder as "Everyone Full Control".

1. 1. Open File Explorer.
2. 2. Right click the installation Directory\cbaf then click Property > Security Tab.
3. 3. Provided that "Everyone" is selected as the name for access permissions, please check if all access permission items are set as "Permitted".
   If not set, please check them all.

In the same way, set access permission of all files or folders under the installation directory \cbaf as "Everyone Full Control".
Please check files or folders of the data directory where you encountered this problem.

[2] Your web server is IIS

IIS Access Authentication should be set only as "Anonymous Access".

Example: IIS 7.0

1. 1. Open Internet Information Service Manager
2. 2. Double click [Authentication] in "Features View"
3. 3. Check only "Anonymous Access" and remove any other checks

[3] This might be a problem related to Microsoft Office 2000

The following page explains the cause and resolution of a problem similar to this issue:

Microsoft Support Online
"You are prompted for a password when you open an Office 2000 document in a browser"

http://support.microsoft.com/?scid=kb%3Ben-us%3B225234&x=8&y=9

Icons or GIF images do not show up.

If icons and GIF images are not showing up, the root cause might be:

1. [1] The home directory setting is incorrect.
2. [2] GIF image files are nonexistent under the home directory.
3. [3] There is an access permission problem with image files.

Troubleshooting:

1. [1] Check the web server configuration:
   1. 1) At the System administration screen, click [Notices] > [System information]
   2. 2) Confirm that the following values are set properly:
      - SERVER_SOFTWARE : The name of web server software that is activated
      - DOCUMENT_ROOT : The home directory configured by the web server
2. [2] Confirm the image file directory is under the home directory configured by the web server.
   In ApprovalFlow, image files such as icons are installed under the home directory configured by the web server.
   Please make sure ApproveFlow images are kept in the "cbaf" directory under the document root.
   
   If the image files are included but do not show up on-screen:
   ⇒ See [3.1] for Windows
   ⇒ See [3.2] for Linux
   
   If the image files are not included:
   After uninstalling ApprovalFlow completely, please install it again.
3. [3] Please check the access permissions for the image files.
   
   1. [3.1] Access permission configuration of the image files and home directory is incorrect. (Windows environment)
      
      Even thought the home directory "\cbaf" exists, the images can not be seen, read permission is probably not set.
      
      From Windows Explorer, please confirm access permissions of the home directory and all image files, and then check if images can be seen afterwards.
   2. [3.2] Access permission or owner configuration of the image files and home directory is incorrect. (Linux environment)
      
      Even though the home directory "/cbaf" exists, the images can not be seen, the root user is probably not given read permission.
      
      Please confirm the owner of image files and home directory is configured as root user, and set their permissions as follows:
      
      To Directory : 755
      To File : 644

If a user is deleted while an application made by their proxy is in progress, a portion of the form items might not display properly.

If a user is deleted while an application made by their proxy is in progress, the following issues may occur:

• The link to the proxy may no longer be available when viewing "Application details" screen.
• When viewing the "Withdraw application" screen for the proxy's application, the user's name is not displayed.
• If the proxy cancels the application, the processor who deleted the application will not be displayed in the "Application details" screen in the "Manage application" screen.

I am asked to log in repeatedly, even after logging in to ApprovalFlow.

If you are required to login repeatedly,the root cause might be:

1. 1) A web browser setting is set to not accept cookie.
2. 2) There is a firewall or poxy server on the network, and it may have blocked out the transaction of cookie information.
3. 3) Using "_" (under score) in the server host name.

Troubleshooting:

1. 1) A web browser setting is set to not accept cookie.

Please initialize the cookie and the cache on the client machine.
Please follow the steps below:

Internet Explorer 6.0

1. 1. From Start menu of Windows,go to "Control Panel"→"Internet Options"
2. 2. In the "General" tab, click [Delete Cookies] in "Temporary Internet files" then click [OK]
3. 3. Click [Delete files],then check on "Delete all offline contents" then click [OK]
4. 4. Click [Settings], check on "Every visit to the page", then click [OK]
5. 5. Open "Security" tab, and select "Internet" then click " Default level"
6. 6. Select "Intranet" then click [Default level]
7. 7. Open "Privacy" tab, set to "Medium" for security level.
8. 8. Click [OK],then close "Internet Options"

Internet Explorer 7.0

1. 1. From Start menu of Windows,go to "Control Panel"→"Internet Option"
2. 2. In "General" tab, click [Delete] of "Browsing history"
3. 3. Click [Delete files] in "Temporary internet files" then click [YES]
4. 4. Click [Delete Cookies] then click [YES]
5. 5. Close "Delete browsing history" screen
6. 6. Click [Settings] in "Browsing history" ,check on "Everytime I visit the web page",then click [OK]
7. 7. Open "Security", select "Internet", then click [Default Level]
8. 8. Select [Local intranet], then click [Default Level]
9. 9. Open "Privacy" tab,and set to "Medium" for the security level
10. 10. Click [OK],then close "Internet Option"

Mozilla Firefox 3.0

1. 1. Select "Tool" on the web browser, then select "Option"
2. 2. Click [Veiw Cookies] in "Privacy" tab
3. 3. Click [Remove all cookies in this list]
4. 4. Click [Clear now] in "Privacy"tab
5. 5. Click [OK], then close "Option" screen

1. 2) There is a firewall or a proxy server on your network, and it may have blocked out the transaction of cookie information.

Please configure the network setting without proxy server on the web browser.

* If a resident program that is activated through Internet is installed on the client machine,the web browser may not be able to receive the cookie information of ApprovalFlow properly.
In this case, please confirm the proxy server setting.

1. 3) Using "_" (under score) in the server host name.

You can avoid the problem by changing to a host name without underscore.

Product Information

Does ApprovalFlow support LDAP?

ApprovalFlow supports LDAPv3.

ApprovalFlow can collaborate with various types of directory servers that support LDAPv3.
- Cooperative function

ApprovalFlow can transfer user authentication information to an LDAP server.
This can be configured via the [Basic System administration] > [Authentication] screens.

Which port numbers does ApprovalFlow use?

ApprovalFlow uses the following port numbers:

HTTP ： 80 （* 1）
HTTPS ： 443 （* 2）
SMTP ： 25 （* 3）
MySQL ：3770 （* 4）

（* 1）
HTTP (80) is the default setting.
If you assign a different port number to the web server, HTTP port number will be changed accordingly.

（* 2）
HTTPS（443）is used when you run ApprovalFlow in an SSL environment.

（* 3）
SMTP（25）can be changed to another port.

（* 4）
The database engine uses this port number.
Ensure to protect this port from external networks using a firewall, for example.
In a split-server configuration, make sure to open the port only for requests from the application server.
The port number of the database engine can be checked in the database configuration file.
The database setting file is located at:
/mysql-af-5.0/etc/my.ini

Can I change the approval route after I have submitted an application form?

Yes, ApprovalFlow allows the approval routes of submitted application forms to be changed in three different ways:

- Allow applicants to change routes (Yes or No)
- Allow operational administrators to change routes (Yes or No)
- Allow system administrator to change the routes (Yes or No)

You can configure these settings via the "System administration: Basic system" > "Workflow" > "General settings" screen.

For more details, please refer to "Chapter 4 Managing the workflow system" of the Administration Guide:

ApprovalFlow Administration Guide:

http://cybozu.com/en/af/support/manual/

Which directory should the anti-virus software be configured to scan?

Please target the following directory:

Scan target directory:

(Install Directory)/mysql-af-5.0/files

For example： /usr/local/cybozu/mysql-af-5.0/files
C:\Program Files\Cybozu\mysql-af-5.0\files s

Do not configure the following directory as the scan target:

(CGI executable directory)/(Install identifier)

For example : /var/www/cgi-bin/cbaf
C:\Inetpub\scripts\cbaf
* Assume installed with default setting.

(Document root)/(Install identifier)

For example : /var/www/html/cbaf
C:\Inetpub\wwwroot\cbaf
* Assume installed with default setting.

Do not scan all directories under (Install Directory)/mysql-af-5.0 except for the "files" directory.

MIME type bitmap (.bmp) image files do not get displayed properly.

Bitmap image files (.bmp) can not be displayed properly.

Among the registered image MIME types in ApprovalFlow, the following can be displayed properly:

• image/gif
• image/jpeg
• image/pjpeg
• image/png

How can I convert data from other Cybozu products to ApprovalFlow?

We are sorry, but we don't provide a way to convert data from other Cybozu products to ApprovalFlow at this time.

Product Licenses

In case of registering mutiple licenses at once, is there any proper order?

The license registration must be started with the basic user license.
If you want to register the service license from next year at same time, please note that the basic user license must be registered first.

In addition, if you purchase the service license and the additional user license at the same time, please register your licenses by following order:

1. Register the service license
2. Register the additional user license

Can I change the start and/or end dates of my service license?

You can not change the start or end date of your service license.

Service starts on the first day of the second calendar month after your "New user license" is delivered. For example, if your license is delivered on March 16, then service begins on May 1.

Service ends exactly 1 year after it starts. Following the above example, service starting on March 16th of one year would end on March 15th of the next year.

Are there any extra fees to pay after purchasing ApprovalFlow?

A basic user license contains a one (1) year service license.
If you want to continue receiving service from the second year onwards, a service contract extension must be purchased.

How can I add users to ApprovalFlow?

Please purchase a license for the number of users you want to add.
Licenses can be purchased even for one additional user.

For example:
If you add 50 users with an "ApprovalFlow basic user license for 50 users (Rank A)",
please purchase a 50 user license "ApprovalFlow basic user license (Rank B)".

For pricing, please refer to the following link:

New / Additional user license price: http://cybozu.com/en/af/price/license/
* Service contract extensions must be purchased using the same number of users previously registered.
Service contract extension price: http://cybozu.com/en/af/price/continuing/

I switched the server that hosts ApprovalFlow, will this incur any extra fees?

ApprovalFlow was developed based on the multi-platform license concept.
Accordingly, you do not have to pay additional fees for any changes in OS.

For more details about licenses and license keys,
please refer to the license agreement that is bundled with the software.

I'm already using other Cybozu products. Can I buy ApprovalFlow at a discounted rate?

We do not provide ApprovalFlow at a discount price for users of other Cybozu products at this time.
Please purchase a new user license.

Software Operation

How can I send an inquiry to technical support?

To Customers ( End users ) :

You may contact us using the Support Online form.
Support Online is only for customers within a valid service license or during a product trial period.

Maintenance contract extension/Service license:
http://cybozu.com/en/af/price/continuing/
How to use Support Online:

1. 1) Log in to the System administration screen as a user with administrative privilege.
2. 2) Click [Support] in the lower right corner.
3. 3) Follow the instructions on screen.

For those who are not connected to the Internet, please contact us at the following E-mail address:

Please note that the technical center may not be able to answer your inquiry about the installation method or failures caused by invalid behaviour depending on the contents.

For more information about our support service, please refer to the "Cybozu(R) ApprovalFlow(TM) Support Service Description":


Please contact your Cybozu official partner or distributor about the system confuguration in your enviroment and its technical support.

I lost the Administrator's password.

You can reset the administrator's password by:

Windows environment

1. 1.Change the current directory to the CGI executable directory
   cd C:\Inetpub\Scripts\cbaf
2. 2. Execute the reset command
   af.exe -f code\command\set_admin_password.csp
3. 3. After confirming the message, set a new password

Linux environment

1. 1.Change the current directory to the CGI executable directory
   cd /var/www/cgi-bin/cbaf
2. 2. Execute the reset command
   ./af.cgi -f code/command/set_admin_password.csp
3. 3. After confirming the message, set a new password

A user can't remember their password.

There is no way to retrieve a password once it has been set, however a user with administrative privileges can reset a new password.

To reset a user's password:

1. 1.Access the [System administration] screen
2. 2. Click [Basic system administration] > [User] > [Organization/user settings]
3. 3. Select the user who forgot his/her password, and then click [Change]
4. 4. Clear the existing password or enter a new password, and then click [Change]

How do I backup data?

ApprovalFlow does not currently have a backup feature.

Database and attachments backup must be taken manually.

Please backup directory or file data regularly to external media such as CD-R, CD-RW, etc.

When you make a backup, please restrict user access to ApprovalFlow.

There are two methods for taking a backup:

A. Stop the database:

1. 1.Stop the database engine
2. 2.Copy the the "data" directory using operating system commands such as "xcopy" or "cp"
3. 3.Copy the "files" directory using operating system commands such as "xcopy" or "cp"
4. 4.Start the database engine

B. Set ApprovalFlow to backup mode without stopping database.

1. 1.Change ApprovalFlow to backup mode
2. 2.As the database administrator, execute mysqldump
3. 3.Copy the "files" directory using operating system commands such as "xcopy" or "cp"
4. 4.Return ApprovalFlow to normal operation by disabling backup mode

You can configure ApprovalFlow to not allow database updates by specifying backup mode.

How do I initialize ApprovalFlow?

To initialize ApprovalFlow:

When you initialize ApprovalFlow, the attachment storage area is also deleted.

1. 1.Restrict the user access to ApprovalFlow
   (The web server and database engine must be activated)
2. 2.Access the following URL with a web browser:
   • Windows environment:
     http://(IP address or host name of the server)/scripts/cbaf/af.exe/initialize

     * Assuming the CGI executable directory is "C:\Inetpub\scripts" and the installation identifier is "cbaf"

   • Linux environment:
     http://(IP address or host name of the server)/cgi-bin/cbaf/af.cgi/initialize

     * Assuming the CGI executable directory is "/var/www/cgi-bin" and the installation identifier is "cbaf"

3. 3. Enter the administrator's name and password

   [!] If you were logged in as another user,
   an error screen will block this process. Please log out first, and then log in as administrator.

4. 4. After initialization, enter the database administrator's password and the administrator's password, and then click [Next]
5. 5. Click [OK] on the confirmation page

Can I change the server, OS or Web server after ApprovalFlow has been installed?

You can change server, server OS and Web server running ApprovalFlow without informing Cybozu.

ApprovalFlow is developed based on the multi-platform license concept, so you don't need to pay any extra fees for any changes in operating environment.

Please follow the steps below for moving servers:

1. 1.Stop the scheduling service on the old server
2. 2.Stop the database engine on the old server
3. 3.Backup data in the following directories on the old server
   - (Install Directory)/mysql-af-5.0/data
   - (Install Directory)/mysql-af-5.0/files
4. 4.Install and initialize ApprovalFlow on the new server

   [NOTE] Both ApprovalFlow instances must be the same version.

   * You can choose whether to install the sample data.
5. 5.Stop the scheduling service on the new server
6. 6.Stop the database engine on the new server
7. 7.Copy the data from the old server to the new server
   

   　 7-1. On the new server, delete the following directory:
   - (Install Directory)/mysql-af-5.0/data
   - (Install Directory)/mysql-af-5.0/files

   　 7-2. Copy the following directory that you backed up in Step 3 to the new server:
   - (Install Directory)/mysql-af-5.0/data
   - (Install Directory)/mysql-af-5.0/files

   [!] Configure the permissions and owner information on the data area in the Linux environment using the "chown" command.

8. 8.Start the database engine on the new server
9. 9.Start the scheduling service on the new server
10. 10.Check that ApprovalFlow can be accessed without any problems.