Yearly Archives: 2014

9 posts

Google Apps Account Access Temporarily Disabled

Backup Business Systems Support Google Apps

More than 22.7 million U.S. businesses are one-man or one-woman shows. Each of these tiny firms has a single owner, but no paid employees at all. The US government calls these businesses “Nonemployer” businesses.

If you are one of those 22.7 million U.S. businesses, you probably know about Google Apps for Work, the professional email, online storage, shared calendars, video meetings, voice telephone service and more, built for business, by Google.

More than 5 million businesses have gone Google. You may be a Google Apps for Work single user and account holder. If so, you need to know about Google’s account access problem.

You may have experienced or will experience in the future the dreaded “Account access temporarily disabled” message when you log in to your Google Apps for Work account. Imagine your business’ risk if you depend on all of Google Apps for Work’s services including business telephone service and you find your Google Apps for Work account arbitrarily disabled. You can be out of business in the blink of an eye.

Google’s account access problem lies in it’s “catch 22” process to re enable your account, should you find yourself out of business. It goes like this;

Upon attempting to log on to your Google account, you get Google’s version of the “Blue Screen of Death”

Since you are the only administrator, you seek the “24/7 phone and email support,” that you pay $5 to $10 a month for, from the “Google Support team”

Unfortunately, you cannot email support because you cannot access the “Admin Console.” But, you would want to call the “Google Support team” anyway because of the urgency to re enable your Google account. So you go about the business of locating your PIN because the “Google Support team” requires your PIN in order for them to answer their telephone. But, you see a page that states, “To locate your PIN: Sign in to the Google Admin console.”

So now, you’re stuck. You cannot call or email the “Google Support team” without access to your disabled Google account for their email link or PIN. That’s some strange paid “24/7 phone and email support.”

Fortunately, when Google’s account access problem happened to me, I located an obscure form at https://support.google.com/a/contact/admin_no_access that opened a support ticket. Unfortunately, 48 hours into the support request, my Google Apps for Work remains disabled.

Let me be the first to say that I like Google Apps for Work’s features and general performance. I especially like the ability to wipe a lost smartphone. I also like using Google Voice for calls using a computer headset. I’m not a Google Apps for Work reseller, but I have set up many businesses with Google Apps for Work.

But, single user Google Apps for Work accounts require a different approach. What can one do to protect one’s self from Google’s lackluster Google Apps for Work support?

Google Apps for Work “Nonemployer” business folks should always have two admin users in their account, with strong passwords and be well documented. The second admin user can be used to re enable the primary admin user when that user experiences “Account access temporarily disabled.”
Never use a Google Voice number as your primary business telephone number. If you have done that, immediately port your number out of Google Voice to a more dependable carrier, either a local telco service provider or a national VOIP provider with a demonstrated excellent support track record.
Back up your primary user’s email, contacts, calendars, tasks, voice calls, chats, drive and any other data you may have in Google Apps for Work. One can use Outlook sync for manual and limited backup or go the distance with backupify, the leader in Google Apps backup.

Have you been stunned by the dreaded “Account access temporarily disabled” message? If so, what was your experience?

Update 11.26.2014: The account was re enabled at 5:30am, four days after the initial disabling. Once I correct the DNS workaround that will flow my email back into the account, if will be an entire week down, a service level that I would understand for free services, but not a paid business service. Also, my android phone was rendered useless during the process because the policy app on the phone. I’m certainly glad that this was not a business related account. When a “Nonemployer” business person needs paid “24/7 phone and email support,” they deserve not to wait a week. My conclusion, I will seriously reevaluate Google Apps for Work for my businesses and will not recommend Google Apps for Work to any other “Nonemployer” business person.

Intuit Closes QuickBooks Remote Access

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QuickBooks

Intuit made an interesting announcement today, (please see below). Intuit closed QuickBooks Remote Access effective the end of 2014. Apparently, the lion’s share of the market appears to be in the hands of LogMeIn who gets compared to the likes of Cisco, Citrix and Microsoft instead of other remote access players like GoToMyPC. Any of the secure remote computer access products provide a great way to access your desktop computer running QuickBooks or to collaborate with your peers. I frequently use join.me

Service Notice: Important Changes to Your QuickBooks Remote Access Subscription

After much consideration, we’ve made a very difficult decision to close our QuickBooks Remote Access service. All subscriptions and related technical support will end on January 31, 2015. However, Intuit will continue to sell new subscriptions and allow changes to existing subscriptions until December 31, 2014.

Our goal is to minimize any inconvenience this change may cause for you and your business. Please read this information carefully to prevent any unnecessary disruption to your daily operations.

What you need to know:


1.	After December 31, 2014, no new QuickBooks Remote Access subscriptions will be sold and existing subscribers may no longer make changes to their subscription levels.
2.	One month after your December billing date your service will be canceled automatically, unless you have chosen to cancel sooner. The FAQs include instructions to determine your billing date.
3.	After January 31, 2015, all service and technical support for QuickBooks Remote Access will cease.

What happens next?


1.	Your service and technical support will remain unchanged through your final billing period or January 31, 2015, whichever comes first.
2.	You may cancel your subscription online at any time by following the account cancellation instructions in the Remote Access Closure FAQs.
3.	If you do nothing, your account automatically will be canceled one month after your December billing date.

Our commitment to you:


1.	For active accounts, QuickBooks Remote Access service and support will remain available through January 31, 2015.
2.	Intuit Customer Care is also available to assist you. We’re available to answer your questions to help make the transition process as easy as possible

Please visit the Remote Access Closure FAQ to learn more or contact us.

Difference Between Office 2013 Suites and Office 365

Business Systems Support Software

I get this question about the difference between the Office 2013 suites and Office 365 more than any other question. The main two differences have to do with “the cloud” and your ownership.

Microsoft Office is still the name Microsoft uses for its familiar productivity software. Office suites have traditionally included applications such as Word, Excel, PowerPoint, and Outlook. All Office 2013 suites include the latest versions of the applications, for use on a single PC.

Microsoft uses the name “Office 365” for products that include cloud services, such as additional SkyDrive online storage, Skype minutes for home use, Lync web conferencing or Exchange Online hosted email for businesses. Cloud services are features that are enabled over the Internet.

Some Office 365 plans also include the full-featured Office 2013 applications, which users can install across multiple computers and devices. Some Office 365 plans do not include the full-featured Office 2013 applications. Consequently, one gets stuck with limited "cloud" versions of familiar Office applications like Word and Excel.

All Office 365 products, such as Office 365 Home Premium, are paid for on a subscription basis, annually. Active subscribers will receive future rights to version upgrades as a benefit of their subscription. One pays for Office 365 every year.

Office 2013 suites require a one time payment. After payment, one owns the license to an Office 2013 product in perpetuity; in other words, forever.

I still use Office 2002, a product I paid under a hundred dollars to acquire, on some of the computers I own. But my standard, Office 2007 that I purchased one time in 2008, gets all my work done without any issues.

So, pay one time and own forever a Microsoft Office suite, preferably on DVD; or pay forever for Microsoft Office 365 adding a bit of cloud stuff, most of which one can get free already.

Microsoft Office 2013

QuickBooks 2015 Best Price

QuickBooks

I recently purchased QuickBooks Pro 2014 with an upgrade to QuickBooks 2015 for $149, the best price for QuickBooks 2015 that I could find at the time. My QuickBooks CD arrived yesterday and I plan to try QuickBooks 2015 as soon as I can get my upgrade. Intuit releases QuickBooks 2015 on 9/22/14. My experience tells me that you can get the best price for QuickBooks 2015 here; no coupons needed and no hassle.

With QuickBooks 2015, you can easily create invoices and sales receipts to keep track of who owes you money, what they bought, and when they paid you. Stay on top of your expenses by entering and paying bills from vendors, downloading your bank and credit card transactions directly into QuickBooks and gain insights into your business by drilling down to see the details behind the numbers.

Don’t delay, purchase QuickBooks 2015 beginning 9/22/14.

QuickBooks

QuickBooks 2015 System Requirements

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QuickBooks

Regarding all the questions I get about QuickBooks 2015 requirements; if you plan to move to QuickBooks 2015, it’s time for you to upgrade from XP to a new operating system. However, if you plan to stick with QuickBooks 2014 for awhile, consider that currently, all versions of QuickBooks 2014 support installation on XP Pro Service Pack 3. Check this link: http://support.quickbooks.intuit.com/support/articles/INF24382.

Although Microsoft no longer supports XP, by using a modern version browser, not Internet Explorer 8 and by using updated security software, one can mitigate most of XP’s security problems. No Microsoft support for XP Pro means very little, as refurbished XP Pro desktops will be around for some time to come.

The Painless QuickBooks XP Pro based QuickBooks Production Server still proves itself to be the easiest to configure and most cost effective way to host QuickBooks company files to Windows 7 or 8 client computers running any version of QuickBooks 2014 or earlier, sized for five users or less.

When you’re ready for QuickBooks 2015, return to painlessquickbooks.com and review these QuickBooks 2015 system requirements direct from Intuit QuickBooks Support at http://support.quickbooks.intuit.com/support/articles/inf26865 are listed below.

Pay particular attention to “natively installed,” performance issues with QuickBooks on RAID arrays and Microsoft Office 365 issues.

Operating systems:

Operating systems supported:

Windows 8, all editions including 64-bit, natively installed
Windows 7, all editions including 64-bit, natively installed
Windows Vista (SP1 or later), all editions including 64-bit, natively installed
Windows Server 2012, Windows Small Business Server 2011, Small Business Server 2008
Windows Server 2008 R2, Windows Server 2008, and Windows Server 2003 (SP2), including 64-bit, natively installed

Database Servers:

Windows: natively installed & Windows 8, Windows 7 or Vista (SP1) with UAC on, Windows Server 2011, Windows Server 2008 R2, Windows Server 2008, Windows Server 2008 – Terminal Server Config., Windows Server 2003 (SP2), and Windows Small Business Server 2008

Note: Windows Home Server Edition is not supported.

Hardware and operating system requirements (client and server)

2.4 GHz processor minimum
System processor should support at least Streaming SIMD Extensions 2 (SSE2) instruction set
2 GB RAM minimum

RAM requirements for multi-user setup
5 users: 2-3 GB
10 users: 3-4 GB
15 users: 4-6 GB
20 users: 6-8 GB

4x CD-ROM drive required for CD installations

Display optimized for 1024 x 768 screen resolution or higher with up to 2 Extended monitors

Best optimized for Default DPI setting (96 DPI or 100%). Additionally, medium DPI (120 DPI or 110%) is supported to ensure an optimal experience for 110% scaling.

Windows:
U.S. version
Regional Settings are supported when set to English (United States) with keyboard setting to U.S. only
Administrator Rights required for the server computer when hosting Multi User Access
Natively installed

Disk space requirements:
1.5 GB of disk space (additional space required for data files)
Additional software: 250 MB for Microsoft .NET 4.0 Runtime, provided on the QuickBooks CD
Additional requirements for Intuit Data Protect in QuickBooks Connected Services offerings
Require minimum 2.0 GB Ram
Twice the size of the largest File set to back up + 100MB or twice the size to restore. The space is only required from the work folder LocalApplicationData+”Intuit\Intuit Data Protect”

Software compatibility:

QuickBooks is capable of integrating with hundreds of third-party applications. The following integrations are provided with QuickBooks; additional RAM will enhance the use of these features. See Intuit Marketplace for the most up-to-date list.

Microsoft Office:

Office 2010 and Office 2013/365 (including Outlook 2010 and Outlook 2013) both on 32 and 64 bit. (Note: Office 365 is only supported when it is locally installed, not the web version.)
Preparing letters requires Microsoft Word 2013, 2010, or 2007.
Exporting reports requires Microsoft Excel 2013, 2010, or 2007.
Contact Synchronization with Microsoft Outlook requires Outlook 2013, 2010, or 2007.
Synchronization with Outlook requires QuickBooks Contact Sync for Outlook (the download is available at no charge).
Contact Sync does not work with the Microsoft Business Contact Manager Outlook plug-in. If a sync is performed, duplicate records could result

QuickBooks Point of Sale 2015 (V12.0), V11.0 , V10.0

Adobe Acrobat Reader: Business Planner functionality and viewing forms requires Adobe Acrobat Reader 5.0 or later.

Payroll and other online features and services requires Internet access with at least a 56 Kbps connection speed (DSL or cable modem recommended)
TurboTax 2014 and 2013 (Personal and Business)
Lacerte 2014 and 2013
Pro-Series tax years 2014 and 2013
QuickBooks for Mac 2015
Quicken 2015, 2014, 2013
Gmail, Yahoo Email, Windows Mail, Hotmail and AOL
Internet Explorer 11, 10, and 9.
Firewall and antivirus software compatibility
QuickBooks Pro 2015 has been tested with the following firewall and antivirus products.

Note: In some cases, it may be necessary to adjust settings in these products to ensure the best possible performance with QuickBooks.

Windows Server Firewall (all editions)
Windows 8 and 8.1 Firewall (all editions)
Windows 7 Firewall (all editions)
Windows Vista Firewall (all editions)
Microsoft Security Essentials
Avast
Windows Defender
AVG
Symantec
ESET
Avira
Kaspersky
McAfee
Bitdefender
Norton

Note: QuickBooks will work with systems running RAID (Redundant Array of Inexpensive Disks) but this is not recommended because performance issues may cause QuickBooks to operate slowly.

Move To A New QuickBooks Server

Business Systems Support QuickBooks Software

I recently responded to a request about using a Mac as a server. It got me to thinking about two things; how much I like Macs and how I move client’s QuickBooks to a new QuickBooks server after a hardware upgrade. I hope this information helps you out.

My response:

I also like Macs except when it comes to QuickBooks. You may have picked up on the fact that I always install a full version of QuickBooks on the server; never using Intuit’s “server install only” option for QuickBooks. Consequently, Mac is not an option for me. Intuit allows for a free extra server install in their licensing. I developed my XP Pro server installation as a reasonably inexpensive alternative to hosted QuickBooks, Windows Server operating systems/hardware installs and Apple or Linux installs.

For several years now, I’ve used my own methodology to move QuickBooks from a desktop or old server to a new server. I always use unique folders for each unique group of companies. I evaluate and enumerate the existing company files folder to see what I’m working with. Every company has their own unique mess. Once I’ve figured out the mess, I plan the cut-over date and build the new server including the new folder structure. Just prior to cut-over, I complete a fully verified backup of each company file. I will generally rebuild the company files when they do not verify. On many occasions, especially with large files, the company accountant will need to back out transactions or clean up the data before the file will verify.

Upon cut-over to the new server, I perform a restore from the verified QuickBooks backup file, moving unique companies into their respective new folders. Then, I go back to pick up custom reports, invoices, images, etc in their folders, like “QuickBooks Letter Templates”, “[company file name] – Images”, “Templates” as well as other folders with names relative to past versions. I will also pick up any shipping databases or other third party add on files. Finally, I copy the entire contents of the old company files folder to a unshared location on the server from where I can get anything that might be found missing several days after the cut-over.

Folks have a habit of placing task lists, spreadsheets, pdf docs and other extraneous files in the company files folder. I will copy those over to a shared “Accounting” folder and train users to place any accounting related support documents in that folder. In spite of that, I still see stuff land in the QuickBooks company file folders when I’ve returned weeks or months later.

On a side note, I’ve stopped using “Q” as a mapped drive letter. Microsoft reserved “Q” for their click to run software. Seems that everyone gets Microsoft Office from click to run these days. Consequently, I go to each client computer and map the server shared QuickBooks company files folder to a new drive letter.

Systems Lessons To Learn From Core Strength for Cyclists

Business Systems Support Cycling

I like to bike and have biked for years. Anyone that bikes seriously will tell you how important one’s core strength is for performance and endurance. I’ve not seen a better group of core strength exercises than these from Tom Danielson and Allison Westfahl from their book, Tom Danielson’s Core Advantage: Core Strength for Cycling’s Winning Edge.

So, I decided to create this page to use as a visual workout guide. Since one video is worth thousands of words, check out the example from youtube.

You can grab a copy of Tom and Allison’s great book from Amazon.

What does core strength have to do with computer and network systems, you ask? If you want your systems to endure over time and perform at a top level, develop strength in your core systems management practices. Use high quality systems monitoring, state of the art mobility management and best practices driven systems management. One can accomplish all of that, even with disparate systems located in your office and in the cloud. If you’re wondering how, contact me.

Utilize Systems Monitoring To Meet HIPAA Requirements

Business Systems Support Cyber Security EMR Medical

All systems monitoring should be configured to facilitate HIPPA compliance. However, the first step dictates that one deploys systems monitoring to all devices resident on the health care providers’ network. This often forgotten area of technology management needs illuminating to help bring some order and methodology to deploying activities that keep your medical enterprise fully HIPAA compliant.

HIPAA Security Rules specifically outline US national security standards to protect health data created, received, maintained or transmitted electronically, also known as electronic protected health information (ePHI). The HIPAA Security Rules are divided into 3 distinct categories and below is a summary of each.

Administrative Safeguards. This section of the HIPAA security requirements is focused upon establishing a risk analysis process, with periodic reviews, assigning security management responsibilities, formulating security policies and procedures and establishing appropriate workforce security training.
Physical Safeguards. This section of the HIPAA security requirements is focused upon securely controlling physical access: to data processing facilities, workstations and devices as well as physical media which contains PHI (personal health information).
Technical Safeguards. This section of the HIPAA security requirements is focused upon establishing specific technical security controls which aim to protect PHI via the following key aspects: data access control, data & access auditing, integrity and transmission security.

Below is a detailed description of each HIPAA related configuration item and the required guidance towards a HIPAA compliant configuration. As per the HIPAA requirements, for items listed as Addressable the entity must perform one of the 3 options: 1) Implement the required control as stated 2) Implement an alternative control which meets the intent of the original control 3) If implementing either, they must document the technical and or business constraint which prevents them from doing so. For items listed as “Required” the entity is required to implement this control as stated.

164.308(a)(3)(ii)(C) – Terminating Access

Addressable

Have you implemented procedures for terminating access to EPHI when an employee leaves your organization or as required by paragraph (a)(3)(ii)(B) of this section?

» Recommendation: Utilize the systems monitoring dashboard to remotely remove terminated employees from all in-scope EPHI related systems.

164.308(a)(5)(ii)(A) – Security Reminders

Addressable

Do you provide periodic information security reminders?

» Recommendation: Utilize systems monitoring to push periodic reminders to the in-scope workstations.

164.308(a)(5)(ii)(B) – Malicious Software

Addressable

Do you have policies and procedures for guarding against, detecting, and reporting malicious software?

» Recommendation: systems monitoring provides managed antivirus services that guard, detect and report against malicious software.

164.308(a)(5)(ii)(C) – Monitoring Login’s

Addressable

Do you have procedures for monitoring login attempts and reporting discrepancies?

» Recommendation: Utilizing the systems monitoring dashboard, develop procedures to periodically review audit logs and login attempts.

164.308(a)(5)(ii)(D) – Password Management

Addressable

Do you have procedures for creating, changing, and safeguarding passwords?

» Recommendation: Via the centralized management capabilities of the systems monitoring dashboard, develop procedures to create, change and safeguard passwords.

164.312(a)(2)(i) – User Identity

Required

Have you assigned a unique name and/or number for identifying and tracking user identity?

» Recommendation: systems monitoring requires each user ID to be unique and tracks activity according to such. Further, ensure there are no shared user accounts within the client environments you manage.

164.312(a)(2)(iii) – Inactive Sessions

Addressable

Have you implemented procedures that terminate an electronic session after a predetermined time of inactivity?

» Recommendation: systems monitoring automatically times out inactive user sessions.

164.312(a)(2)(iv) – Encrypting EPHI Data

Addressable

Have you implemented a mechanism to encrypt and decrypt EPHI?

» Recommendation: systems monitoring mail automatically and transparently encrypts all mail archives with secure AES 256bit encryption, thereby protecting any EPHI information potentially contained within the archive.

164.312(b)(2) – Audit Reporting

Required

Have you implemented Audit Controls, hardware, software, and/or procedural mechanisms that record and examine activity in information systems that contain or use EPHI?

» Recommendation: User audit reports are dynamically generated by default and can be accessed at any time via the systems monitoring dashboard. Develop procedures to periodically review and investigate any discrepancies.

164.312(d) – Authentication to EPHI Data

Required

Have you implemented Person or Entity Authentication procedures to verify that a person or entity seeking access EPHI is the one claimed?

» Recommendation: Consult with your client and determine the appropriate level of security. Upon such, implement strong password authentication & for further security, configure the systems monitoring dashboard to validate source IP addresses.

164.312(e)(2)(ii) – Encrypt EPHI Data in Transit

Addressable

Have you implemented a mechanism to encrypt EPHI whenever deemed appropriate?

» Recommendation: Configure systems monitoring mail to only transmit email traffic via IMAPS (IMAP over SSL) as this will securely encrypt and protect EPHI transmitted via email over the Internet.

Dropbox Tops Inc’s List of Top 10 Apps Banned in the Office

Business Systems Support Cloud Computing

Inc Magazine recently included Dropbox in their list of top 10 apps banned in the office. That’s because, while it’s a valuable productivity tool, users aren’t usually aware of the security and control risks that it introduces.

If you’re having Dropbox issues, consider SecuriSync. It offers file sync and share that both employees and administrators will love. That’s because it’s built to meet both their needs, with easy file syncing and sharing that’s balanced by full admin control and direct integration. Contact me to learn more about SecuriSync, Exchange Mail and Hosted Telephone Systems.