Deployment Options

Get Smart Flows up and running for your organization. Topics in this section cover installing components, initializing your project, and choosing between cloud and on-premises deployment.

Requirements for on-premise deployment of Smart Flows

To support a deployment of Smart Flows, your servers must meet minimum hardware and software specifications. This section covers requirements for both the Smart Flows application server and the associated SQL database server.

Smart Flows Server Hardware Requirements

Although it's possible to run Smart Flows and its database server on one machine, for performance reasons it is always preferred to separate the components. Generally, only customers with a small implementation and one environment can install on one machine.

When using multiple environments (Production, Development, TEST, UAT, etc), we recommend a separate server for non-production environments.

Experlogix Smart Flows Server Minimum Requirements

 Experlogix Smart Flows Server Software Minimum Requirements

Smart Flows Database Requirements

Experlogix Smart Flows Database Server Minimum Requirements

 Experlogix Smart Flows Database Server Software Minimum Requirements

Initializing your Smart Flows Project

Once you confirm that the Smart Flows service is ready for login, you can start with project initialization and customization steps, such as adding project name and admin users.

Configuring Smart Flows Project

1. Choose the Project Name.

   1. In the Name field, input the name of the project.

   2. (Optional) In the Description field, input a description for the project.

   3. In the Default interface language field, select the language for the project, and select Next.

      

2. Install the Microsoft Dynamics 365 CE solution, the Sugar app, or the Salesforce button, and apply Smart Flows roles.

3. (Optional)Sync users.

   Refer to the following links to implement connectors in your Smart Flows project:

4. Update the Admin User.

   

5. Request a License.

6. (Optional)Set up the primary connector.

server.port=1443
project.baseurl=https://xsfl-server:1443         

server.ssl.key-store=..\yourpfxfile.pfx
server.ssl.key-store-password=yourpfxpassword
server.ssl.key-store-type=pkcs12

project.datasource.jdbc-url=jdbc:sqlserver://localhost;database=smartflows-test
project.datasource.username=sa
project.datasource.password=secretsapassword

sample.user.password=secretadminpassword

Deploy Smart Flows On-Premises

Deploying Experlogix Smart Flows in an on-premises environment enables organizations to maintain full control over their infrastructure, data security, and integration layers. This section provides all the resources needed to plan, install, configure, and manage Smart Flows in self-hosted environments, including both traditional installations and container-based (Docker) setups.

Smart Flows on-prem deployments require careful consideration of prerequisites such as network accessibility, DNS configuration, certificate handling, and infrastructure sizing. Detailed guidance is provided on configuring your application, setting up SQL Server, managing licensing, and ensuring compatibility with enterprise authentication and connector systems such as Microsoft Dynamics 365 CE.

Whether you are setting up your first on-prem project or managing a multi-environment architecture (Development, Test, and Production), these topics will help ensure that your system is installed securely, configured correctly, and ready for scalable document automation.

Topics Covered in This Section Include:

• Prerequisites (SSL, ports, domain, certificates)

• System and database requirements

• Traditional and Docker-based installation methods

• Creating the application configuration (application.properties)

• Configuring authentication, connectors, and JWT handling

• Managing services and testing deployments

• Setting up and securing SQL Server for Smart Flows

• Starting and validating the Smart Flows service

Prerequisites for Smart Flows On-Premises Installation

Before installing Smart Flows on-premises, ensure your environment meets key infrastructure requirements. This section outlines the networking, port, and SSL certificate configurations necessary for a successful deployment.

Networking Requirements

Your Experlogix Smart Flows server needs to be accessible in your network through a browser and be able to communicate with the license server.

Domain Name Configuration

Your server requires a Fully Qualified Domain Name (FQDN).

• You will need to be able to make DNS changes for your organization's domain

• The FQDN must resolve and translate to your server IP from the internet 

Smart Flows Port Numbers

You should always use the default ports unless it is restricted. The use of Transport Layer Security (TLS) is necessary for proper communication with Microsoft services such as Microsoft 365 and Microsoft Dynamics 365 CE .

For servers with multiple roles, allow your traffic on multiple ports:

Smart Flows On Premise Port Numbers, e.g.

Installation Folder Path

Create the installation folder: e.g. C:\Experlogix -Smart Flows .

TLS Certificate Setup

The use of TLS encryption is required for the Smart Flows system to function. To enable TLS encryption, you need a TLS Certificate that matches your FQDN.

If you install multiple projects on one server, you can also use a wildcard certificate for the CN . For example *.base.domain.com with *base.domain.com and base.domain.com as alternative names. The "*base" component of the address serves as a "fill in the blank" to properly direct to all versions of the address that end in ".domain.com"

SSL Certificate Format Guidelines

• The recommended format is PFX

• The Certificate must be valid

• You must have the PFX password available

Store the PFX file inside the installation folder (e.g. C:\Experlogix-Smart Flows).

Smart Flows System and Software Requirements

To support a deployment of Smart Flows, your servers must meet minimum hardware and software specifications. This section covers requirements for both the Smart Flows application server and the associated SQL database server.

Smart Flows Server Hardware Requirements

Although it's possible to run Smart Flows and its database server on one machine, for performance reasons it is always preferred to separate the components. Generally, only customers with a small implementation and one environment can install on one machine.

When using multiple environments (Production, Development, TEST, UAT, etc), we recommend a separate server for non-production environments.

Experlogix Smart Flows Server Minimum Requirements

 Experlogix Smart Flows Server Software Minimum Requirements

Smart Flows Database Requirements

Experlogix Smart Flows Database Server Minimum Requirements

 Experlogix Smart Flows Database Server Software Minimum Requirements

Installing Smart Flows Server On Premises

To download the server component (a zip file), you will need a Freshdesk account. You can request access through our Client and Support Operations team, or you will get it after purchasing the license. In Freshdesk, go to 'Knowledge base' -> Experlogix Smart Flows -> Smart Flows Downloads. Here is a direct link: https://support.experlogix.com/en/support/solutions/articles/12000098262-smart-flows-downloads. The two most popular methods of installing Smart Flows are: 

• The traditional install that installs Smart Flows on your computer

• Using containers, such as Docker Desktop, which allows you to install Smart Flows in a container environment

Install Smart Flows Using Traditional Method

Download the ZIP file. In File Explorer, Right-click the ZIP file. Then go to Properties. In the General tab, if there is a message here that says 'This file came from another computer and might be blocked to help protect this computer', then check 'Unblock' and press 'OK'.

Extract Server Installation Files

1. Unpack the ZIP file in the installation folder (C:\Xpertdoc-SmartFlows\).

2. Rename the folder to be meaningful.

Create the application.properties file

1. In the project folder, create a blank text file and save it with the name application.properties.

project.datasource.jdbc-url=jdbc:sqlserver://PRD-V-SQL-DB02;database=XprtDoc;encrypt=true;hostNameInCertificate=*.database.windows.net;loginTimeout=30;lockTimeout=5000;socketTimeout=300000

server.port=443 
project.baseurl=https://xsfl-server:443

server.ssl.key-store=../yourpfxfile.pfx 
server.ssl.key-store-password=yourpfxpassword 
server.ssl.key-store-type=pkcs12

project.datasource.jdbc-url=jdbc:sqlserver://PRD-V-SQL-DB02;database=XprtDoc;encrypt=true;trustServerCertificate=false;
hostNameInCertificate=*.database.windows.net;loginTimeout=30;lockTimeout=5000;socketTimeout=300000
project.datasource.username=sa 
project.datasource.password=secretsapassword

sample.user.password=secretadminpassword 
# Uncomment when using HTTP instead of HTTPS: 
# cookie.secure=false

2. Update the following parameters according to your setup.

#the address of your Smart FlowsXSF server as seen by the end-user (include port number if not using default port).

project.baseurl=http://exampleurl.be

#Location of the PFX file

server.ssl.key-store=examplepfx.pfx

#Password of the PFX file

server.ssl.key-store-password=enteryourpasswordhere

#Do not change, use this value

server.ssl.key-store-type=pkcs12

#Example JDBC URL

project.datasource.jdbc-url=jdbc:sqlserver://PRD-V-SQL-DB02;database=XprtDoc;encrypt=true;hostNameInCertificate=*.database.windows.net;loginTimeout=30;lockTimeout=5000;socketTimeout=300000

#Username of the database user

project.datasource.username=myusername

#Password of the database user

project.datasource.password=mypassword

#Choose a password for your first login with the native admin user (It will be changed at the initial project setup)

sample.user.password=secretadminpassword

Configure JWT Token Settings

For on-premise clients, we recommend adding the following so that users are not logged out whenever the server restarts. Use the table below for guidance on creating and setting the JWT tokens.

For on-premise installation, the following list of properties can be added to the application.properties file.

(Optional) Setup Docusign Connector

If you want to configure Docusign, you need to make changes to the application.properties file. Refer to Docusign (E-sign) connector setup for more details.

Create the Smart Flows service

Create the Smart Flows service. Open the command prompt as Administrator. Go into the installation folder via the cd command.

Run this command to create the Smart Flows service:

C:\...>smartflows-server install

You should see no error message:

The service has been created. You can start and stop Smart Flows here:

Update smartflows-server.xml Configuration

The file can be found in the project folder. Update the content of the file to reflect the role of the server.

<service>    
    <id>smartflows-server</id>    
    <name>Xpertdoc Smart Flows Server</name>    
    <description>Xpertdoc Smart Flows Server</description>    
    ...    
</service>

To differentiate multiple Smart Flows servers on the same machine, change the service parameters as follows:

1. Rename the service ID from ‘smartflows-server’ to ‘smartflows-prod’.

2. Rename the service name to ‘Xpertdoc Smart Flows Prod’.

Install Smart Flows using Docker

If you prefer containerized deployment, you can use Docker to install Smart Flows in a more modular and scalable environment. This section walks through editing Docker files and executing Docker build commands.

1. Download the Docker zip file and extract. All properties normally in the application.properties file must now be listed in the Dockerfile.

2. Using Notepad ++, edit the Docker file. Use capital letters and an underscore instead of a period.

3. Unzip the server component zip file and place the unzipped files with the Docker files.

4. From the command line, go to your current location and type:

1
docker build . --build-arg JAR_FILE=smartflows-server-4.19.1.2.jar -t smartflows:4.19.1.2

5. From the Docker Desktop, select Run.

Smart Flows opens in the Docker container.

Start and Validate the Smart Flows Service

When starting your Smart Flows service for the first time, an administrator must confirm the service is active. This topic walks administrators through the process of confirming that your Experlogix Smart Flows service is active and ready for login.

Install and Launch Smart Flows as a Service

1. Open the command prompt as an Administrator.

2. Navigate to the project folder.

3. Run each of the following commands to install & start Smart Flows as a Windows service.

C:\Users\myprofile>cd C:\Xpertdoc Smart Flows\project-prod

C:\Xpertdoc Smart Flows\project-prod> smartflows-server install

C:\Xpertdoc Smart Flows\project-prod> smartflows-server start

Verify that Smart Flows started successfully

Once you’ve executed the install command and started the service, you need to confirm that Smart Flows itself started successfully. This needs to be done via the log file. Your server XML file in the installation folders specifies where you have configured your system to store the log files. To confirm if the Smart Flows is started, you can always check the log files.

1. Navigate to the XML file located in your installation folder.

2. Note where the system indicates where the logs are stored, for example, C:\Xpertdoc Smart Flows\project-prod\logs.

3. Navigate to this log file location.en

4. Open the log file and verify that Smart Flows has started.

4.1. If your log file includes the entry application started, you have successfully started your Smart Flows application. Please continue to Test Smart Flows Service.

4.2. If your log file does not include the entry application started, then please look at the logs and read the errors. Smart Flows is written in Java; a lot of information about all kinds of errors can be found through internet searches. Also, it often helps to re-check all the steps from ‘STEP 1 Confirming Smart Flows service start on page 1’ through ‘STEP 3 Confirming Smart Flows service start on page 1’ to make sure that everything is configured correctly.activat. If you continue to experience issues, please reach out to our Customer Success Team.

Test and Log In Smart Flows Service

Now that your Smart Flows application has started, you can navigate to it in your browser and login to your project for the first time.

1. In your browser’s address bar, copy and paste the URL for Smart Flows server.

2. Make sure to add the port number after your Smart Flows server URL if you are not using the default port number of http or https.

The login page for your Smart Flows instance displays.

3. Login with admin credentials stored in your application.properties file.

• Select the login in with log in with password option.

• Enter 'admin' for the username.

• Enter the initial password specified in the sample.user.password property within the application.properties file.

• Select login.

Upon logging in, the system prompts you to change the admin password.

4. Follow the wizard’s guidance for changing the password.

You’ve successfully started your Smart Flows service, and you can now install the Template Builder Word add-in. Please refer to Installing Template Builder for more information.

Creating the SQL Server Database

This guide explains how to create an SQL Server database for use with Smart Flows. It provides step-by-step instructions for using SQL Server Management Studio (SSMS) and Transact-SQL (T-SQL). Additionally, it covers authentication settings, security best practices, and connectivity configurations to ensure a secure and optimized setup.

The SQL Server database actively stores and retrieves data requested by other applications within your system, even if those applications aren’t on the same machine. Creating the SQL Server database allows Smart Flows to access your existing data. The two most popular ways to configure the SQL Server for Smart Flows are listed below:

• Using SQL Server Management Studio (SSMS)

• Using Transact-SQL (T-SQL)

Configure SQL Server for Smart Flows

Use SSMS to Configure SQL Server for Smart Flows

Follow these steps to create a database and a native user using SQL Server Management Studio (SSMS):

1. From the Object Explorer, right-click the Databases folder and select New Database.

2. Right-click the Security folder in Object Explorer and select New Login.

   

3. Create the login with the necessary credentials.

4. To create a database user:

• Right-click the Users folder under the target database and select New User.

• Map the login created for this user by selecting User Mappings and choosing the created database.

  

Use T-SQL to Configure SQL Server

Alternatively, you can use Transact-SQL (T-SQL) to configure SQL Server:

To create a database:

CREATE DATABASE MyDB;

To create a login:

CREATE LOGIN MyUser WITH PASSWORD = 'MyPassword';

To create a database user:

USE MyDB;
CREATE USER MyUser FOR LOGIN MyUser;

Enabling Connectivity and Authentication

Enable TCP/IP Connection

To enable TCP/IP connections for SQL Server:

1. Open SQL Server Configuration Manager.

2. Expand SQL Server Network Configuration and select Protocols for MSSQLSERVER.

   

3. Right-click the TCP/IP protocol and select Enable.

4. Right-click again, select Properties, and enter port number 1433 for each listed IP address.

   

Set Authentication Mode

To set authentication mode:

1. In SSMS, right-click on the server instance and select Properties.

2. Go to Security and set Server Authentication to SQL Server and Windows Authentication mode.

   

Update JDBC Connection String for SQL Server

Ensure your JDBC connection string follows security best practices. With the latest SQL Server driver, using trustServerCertificate is now optional. If you do not possess a trusted certificate, you can still establish a secure connection using trustServerCertificate=true, but only when necessary. Whenever possible, prioritize using a trusted certificate instead.

project.datasource.jdbc-url=jdbc:sqlserver://PRD-V-SQL-DB02;database=XprtDoc;encrypt=true;hostNameInCertificate=*.database.windows.net;loginTimeout=30;lockTimeout=5000;socketTimeout=300000

SQL Server Security Best Practices

• Enable encryption (encrypt=true): Ensures data is encrypted in transit between Smart Flows and the SQL Server.

• Use Trusted Certificates: Whenever possible, install and use certificates trusted by the client’s machine. This removes the need for setting trustServerCertificate=true.

• Limit Roles and Permissions: Only assign the required database roles (e.g., ‘public’) to service accounts used by Smart Flows.

• Remove trustServerCertificate: trustServerCertificate is removed from the default examples. If you need to use it, add trustServerCertificate=true manually.

• Enforce Encryption: encrypt=true is strongly recommended to ensure data-in-transit is secured.

• Do Not Use Unencrypted Connections: In the example below, the encrypt=false parameter is used because encryption is not enabled. Do not use this setting in a production environment or with real data.

SQL Server Compatibility Considerations

Upgrading to the latest SQL Server driver may require adjustments to existing connection strings. To avoid connectivity issues, verify that your application.properties file or equivalent configuration reflects the updated JDBC parameters—especially regarding encryption and the optional trustServerCertificate parameter. If you previously relied on trustServerCertificate=true without a properly trusted certificate, be aware that you must either add a trusted certificate or explicitly set the parameter to true to maintain the same behavior.

Login

To access Project Console or Flow Execution Panel, you must authenticate to Smart Flows (at least the first time). If you are integrating with a connector such as Microsoft Dynamics 365 CE, you can access Smart Flows using the same credentials as your connector system.

The first time you access Smart Flows, the screen looks as shared below:

User Types

Based on the method you use to authenticate, Smart Flows identifies you as one of two user types:

• Connected User: A user who accesses the system using connector credentials

• Native User: A user who accesses the system using Smart Flows credentials

Connected User

In the example below, the Smart Flows environment is configured for integrations with several different connectors. This is why you see the option to Log in with Microsoft Dynamics 365 CE and other systems. Logging in using these systems makes you a Connected User.

Current Connected User with Smart Flows Security Role Assigned in Connector

If you select Log in with your connector such Login with Microsoft Dynamics 365 CE) and you do not have a native Smart Flows user account, the user account will be created for you and you will be logged in immediately, provided you have a Smart Flows role assigned in your connector. If no role is assigned to your user in the connector, you will receive an error message saying you don't have a role assigned in the connector.

If your connector Smart Flows security role does not match Smart Flows, Smart Flows will update to your match your connector security role and overwrite the Smart Flows role. This behavior is the default behavior for projects created after version 4.23.0 and can be managed via User Management settings. See Settings for more information.

New User with Smart Flows Security Role Assigned in Connector

If a user account does not exist in 'Smart Flows', assigning a Smart Flows security role to that user within a connected host system results in automatic creation of the connected user during their 'login' to 'Smart Flows'.

No Security Role and Not a Current User

If you don't have the required Smart Flows security role or you are not a current user, you will need to provide your connector credentials. If your connector user is not configured in Smart Flows or you are attempting to access a resource that you do not have permissions for, such as a Smart Flows User accessing Project Console, you’ll receive an error message stating that your user is not recognized as a Smart Flows user.

If you are not already logged into the connector, you will need to provide your connector credentials. If your connector user is not configured in Smart Flows (i.e., the user has not been synchronized with a Smart Flows role), you'll receive an error message stating that your user is not recognized as a Smart Flows user.

Native User

You can access Smart Flows as a Native user by selecting "Log in with password". To authenticate, provide the username and password and select login.

If the credentials are valid, you will be redirected to Smart Flows. Depending on your project’s configuration for what interface to show at login, you may be redirected to Project Console or Flow Execution Panel. You can modify the default landing for users via Settings.

Security / CAPTCHA

Smart Flows detects brute force or suspicious login attempts. prompting users with a CAPTCHA response. The system also provides a CAPTCHA response to users who fail to enter valid credentials multiple times.