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2001 YearTech and Mac Manager Solution from Eric Doyle


Everyone using Macintosh Manager 1.3 has been having problems getting 2001 YearTech to work correctly. The following details a solution that is working for the school districts I work with.

You will need to make some adjustments at three locations, the server, Macintosh Manager Admin, and at the workstation.

Server


When 2001 YearTech is installed on a workstation, it creates a folder named 2001 YearTech. Inside that folder are two folders. One named 2001 Yearbook and one named Yearbook Tools.

1) The 2001 Yearbook folder contains other folders for saving documents in process and finished documents. You will want to copy this 2001 Yearbook folder onto the server. We will use it as a shared folder for the workgroup that will use YearTech. That way all documents for this workgroup will be stored in one folder on the server.

2) Once you have this 2001 Yearbook folder on the server, startup Mac OS Server Admin, either on the server or from a remote workstation.

3) In Mac OS Server Admin, go to the section named Users & Groups and select Show Users & Groups List. Now create a user named Yearbook User, and give that user a password. We have just been using yearbook for the password.

4) Now go to the Privileges section and select Set Privileges. Find the 2001 Yearbook folder and click once on it, and then click on the Choose button to the right. You will now get the window to set the privileges for this folder.

5) Check the box that says Share this folder. Now drag the Yearbook User from the Users & Groups List into the Owner field. Make sure that is set to read/write. Then drag the Multiple Users User from the Users & Groups List into the User/Group field, and also make that read/write. Next, click on the Copy button at the bottom of that screen to copy these prefs to all enclosed folders.

6) Close the window, and click the appropriate button to save the changes. That folder is now being shared.

7) You are now done with Mac OS Server Admin, so quit, if you don't keep it running.

Macintosh Manager Admin Computer


1) At the computer that you run Macintosh Manager Admin, start it up and log in.

2) Go to the Workgroup section, and create a new workgroup Yearbook. Give it Restricted Finder, and add the users that will be in that workgroup.

3) Go to the Items section, and add PageMaker and any other applications you want this group to access. Also, set it to check local volumes for the applications.

4) Go to the Privileges section, and give Read/Write access to whichever things you want them to have. The one thing you must do is go to the bottom setting for Folder on startup disk named. Type in 2001 YearTech, and give Read/Write access. This will make the 2001 YearTech folder full Read/Write capability.

5) Go to the Volumes section, and click on the Chooser button. In the Chooser, go to AppleShare in the upper left corner, and select your Mac Manager server. It will come to a window that shows you are already logged in as Multiple Users User. Click the OK button, and you will go to the next screen that shows the 2001 Yearbook folder. Make sure it is highlighted, and click OK at he bottom of the screen. Now close your Chooser, and go back into Mac Manager Admin. You should still be in the Volumes section, and should see the 2001 Yearbook folder underneath the Macintosh Manager folder on the left side. Highlight 2001 Yearbook and add it to the right side of the screen. Now highlight the 2001 Yearbook on the right side of the screen, and down below check the box that says Auto log-in as. In the name field type in Yearbook, and in the password field type in yearbook, if that is the password you gave it. Then down below that, check the box Use AFP Privileges.

6) Go to Printers section, and set it the way you want.

7) Go to the Options section, and change the Stored on volume to <Startup Disk>. Check the box Open items in Startup Items folder, and uncheck Copy preferences when workgroup members log in.

8) Go to the Computers section, and add the Yearbook workgroup to the correct computer list, if you are using computer lists.

This above part is the most crucial. What we have done is set it so the workstations that will use this workgroup won't mount the Macintosh Manager folder when the Yearbook workgroup logs in. That will allow the YearTech stuff to work because all the preferences will be read locally.

But, it will auto-mount the 2001 Yearbook folder, so everyone can save their yearbook documents in the correct folder, and others can get to those documents. Make sure you save the changes in Macintosh Manager Admin, and quit.

Workstations


1) Bypass the Macintosh Manager log-in menu.

2) Install PageMaker into the Applications/Other Applications­ folder. If PageMaker is already on the computer, move it into the Applications/Other Applications­ folder.

3) Make sure all hard drives are named the same. Ours are named Macintosh HD.

4) Put in 2001 YearTech CD, and run the installer. Don't change where to have it install. It will then put the 2001 YearTech folder on the root level of the hard drive. This will also set the correct path for the YTDIR.TXT file, so everything will work correctly.

5) When install is finished, quit the installer, but don't restart yet.

6) Go into the 2001 YearTech folder, and trash the 2001 Yearbook folder. This is the folder we put on the server to share for everyone's documents. If you have moved that folder yet, log into the server and do that now.

7) Restart computer.

Here is where you will have to make some decisions. With this setup, all preferences created will be saved to the local hard drive. When a user from the Yearbook workgroup logs in, Mac Manager will create a folder for them on the local hard drive in the Users folder. It will use this folder just like the similar one on the Mac Manager server. It will have a Documents folder, Preferences folder, etc.

When a user does something that needs preferences, it will save those preferences in on the local drive in the Users/Username/Preferences folder. Everything will work just like they were in another workgroup, except everything is saved on that local hard drive. This can include documents, if the users don't pay attention to where they save. They should force everything to save in the Yearbook folder, which is auto-mounted when they log in.

The first time each user of the Yearbook workgroup logs in, they will startup PageMaker and run through the YearTech registration. They are then ready for that computer. If you want that same person to use more than one computer for the Yearbook group, they will have to register YearTech again on that other computer, the first time they log in on that other computer.

This should tell you to try and keep users on one computer for this workgroup. If that doesn't work, try to limit it to 2 or 3 at the most. You might even want to limit the computers you allow users to log into the Yearbook group. That way, you don't have to register YearTech so many times.

8) Once you decide who will use which computers for the Yearbook workgroup, log in once as each of those users, and then immediately log out. This will create a user folder for each of those users on the local hard drive.

9) When done logging in as each user to use that particular computer in the Yearbook workgroup, bypass the Mac Manager log-in menu.

10) Open the Users folder on the local hard drive. You will see a folder for each user you just logged in for. Open each of those user's folders and find the Startup Items folder for each.

11) Now, open the System Folder/Startup Items folder on that local hard drive. There should be a file named Start PageTools. You will need to make an alias of this Start PageTools, and copy it to each user's Startup Items folder from above. This will force the Start PageTools to launch when they log into this Yearbook workgroup.

12) Once that is done, quit back to the Mac Manager login menu, and again log in once as each user in the Yearbook workgroup, that you created on that computer.

13) This time, run PageMaker and go through the registration process. This will be done once for each user the first time you log in and run PageMaker. It will save all the correct preferences in that user's Preferences folder on the local hard drive.

14) When every user for that computer is done, that computer is ready to go. Now do that on every computer you will be using the Yearbook workgroup on.

You will notice when you log into the Yearbook workgroup, the 2001 Yearbook folder on the server will auto-mount. That way all saving of yearbook pages can be done to that folder, and shared by everyone in the Yearbook workgroup.

This is possible because we set the Stored on volume setting in Macintosh Manager Admin to <Startup Disk>. The Macintosh Manager folder on the server doesn't mount, so we can mount a different volume on the same server.

It is a big key to get the users to save anything they create to the 2001 Yearbook folder on the server that is mounted when they log in. If they accidentally save it to the local hard drive, it should be in their Documents folder. They should be able to easily drag to the correct folder in the 2001 Yearbook folder on the server. Then trash it from the local Documents folder.

Also, by setting everything to the local hard drive, 2001 YearTech works correctly, and doesn't give all those annoying error messages.

There are pluses and minuses to this setup. The minuses are : 1) Prefs are saved locally, so each user must be setup on each computer they will use. If you can keep the number of computers each user, for the Yearbook workgroup, uses to 1 or 2, it will save you time. 2) Users can't get to other documents saved in their normal documents folder on the Macintosh Manager server. The Macintosh Manager server doesn't mount, so they won't have access to those. For our schools, that is not a problem because everything they want to use will be done through the Yearbook workgroup.

The pluses are : 1) It works with no problems or errors. 2) Still in Restricted Finder, so still have full security on the computers. 3) Auto-mounting 2001 Yearbook folder on server allows sharing of documents. 4) It doesn't create a 244.5MB PageToolbox Pref file like it does when using model preferences model to the server. 5) Don't need to change the path of the YTDIR.TXT file. It is set to the root level of the local hard drive, so it is set the minute you install YearTech. 6) Preferences that 2001 YearTech needs to read and write will get saved and changed correctly because the 2001 YearTech folder is set to Read/Write privileges.

Additional information 10/27/2000



In sending in my solution to the 2001 YearTech and Mac Manager the other day, I forgot one item at the end.

If the Yearbook workgroup uses that workgroup throughout the day, they will need to log out and restart the computer when they are done in that workgroup.

The reason for that is you have only configured 2001 YearTech for that Yearbook workgroup. That means when someone from that workgroup logs in, the Start PageTools startup item launches. It stays running as long as the computer is still running. If some other workgroup uses PageMaker, after someone from the Yearbook workgroup, and hasn't been configured for 2001 YearTech, they would then have to go through the registration. The problem with that is 2001 YearTech would then try to create the preferences on the server in that user's Preferences folder. That would start all the problems we have experienced with 2001 YearTech.

It all comes down to making sure that anyone that logs into the Yearbook workgroup, must restart the computer when they are done with that workgroup. That way the Start PageTools won't be running after restart.

In our districts, many of them don't use 2001 YearTech until the end of the day, or after school. In that case, they just shut the computers down when they are done because the day is over.

Sorry for forgetting this piece. Hopefully no one has had problems because of this.


- --
Eric Doyle
Technology Consultant
AEA 6
212 W. Ingledue
Marshalltown, IA 50158
(515) 752-1578


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