ecopy Connector for Interwoven WorkSite

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1 ecopy Connector for Interwoven WorkSite Version 4.0 for ecopy ShareScan OP Administrator s Guide Part Number: (6/2007)

2 Licensing, Copyright, and Trademark Information The information in this document is subject to change and does not represent a commitment on the part of ecopy, Inc. The software described in this document is furnished under a license agreement. The software may be used or copied only in accordance with the terms of the agreement. It is against the law to copy the software on any medium except as specified in the license agreement. No part of this document may be reproduced, transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or information storage and retrieval systems, or translated into any language for any purpose other than the purchaser s personal use, without the written permission of ecopy, Inc ecopy, Inc. ecopy, the ecopy logo, ecopyfax, the Simplify logo, the MailRoom logo, ecopy ShareScan OP, ecopy ScanStation, ecopy ScanStation OP, ecopy Desktop, ecopy Quick Connect, ecopy Xpert Compression, UniDoc, SpeedFax, and SpeedPrint are trademarks of ecopy, Inc. ShareScan, Simplify, and MailRoom are registered trademarks of ecopy, Inc. Interwoven is a trademark of Interwoven, Inc. All other terms and products are trademarks or registered trademarks of their respective owners and are hereby acknowledged.

3 Table of Contents Introduction About this guide Further information Registering your software Obtaining technical support What s new in the connector Installing and configuring the connector Installation prerequisites Installing the ecopy Connector for Interwoven WorkSite Planning and configuring connector profiles Planning your connector configuration Configuring the ecopy Connector for Interwoven WorkSite Defining a scanning destination Configuring an Express connector profile Using the connector Connector workflow

4 iv Table of Contents List of Tables TABLE 1. Destinations settings TABLE 2. Authentication settings TABLE 3. Document storage settings TABLE 4. Document Profile settings TABLE 5. Post-scanning options

5 ecopy Connector for Interwoven WorkSite Administrator s Guide 1 Introduction The ecopy Connector for Interwoven WorkSite allows users to scan documents directly into the WorkSite library of an Interwoven WorkSite system from an ecopy-enabled device. In this chapter About this guide Registering your software Obtaining technical support What s new in the connector

6 2 Introduction About this guide This guide is intended for administrators responsible for the installation and configuration of the ecopy Connector for Interwoven WorkSite. It provides an overview of the connector and how it works with Interwoven WorkSite as well as system requirements, installation instructions and configuration options, and procedures. It also provides an overview of how to use the connector at the scanning device to index and store documents directly to an Interwoven WorkSite content management system. Further information The connector documentation set consists of the following documents: ecopy Connector for Interwoven WorkSite Administrator s Guide: This document. ecopy Connector for Interwoven WorkSite Help: Provides configuration and how-to information. To access Help, select the connector in the ShareScan OP Administration console tree and then click the Connector Help button. Registering your software You must register your software to receive technical support. To do this, visit the ecopy Web site (www.ecopy.com) and click Support > Product Registration. Alternatively, if your software includes an ecopy Standard Support Registration Form, complete the form and return it to ecopy. Obtaining technical support Technical support is available to registered users of ecopy software during the warranty period or for the duration of your software support and maintenance agreement. Contact your supplier for details. The maintenance agreement identifies the service provider. In most cases the dealer or distributor who provided the ecopy product to your organization also provides support. The dealer or distributor provides information about getting assistance for product installation, implementation, and usage. The ecopy Technical Support, Quality Assurance, and Development organizations provide backup support to the network of dealers and distributors. Policies established with each distributor of ecopy products determine how customer inquiries are escalated. When you open a Technical Support case, your service provider will tell you what identification information you need to provide to validate the status of your support contract. In addition to support provided by your dealer or distributor, the Ask ecopy Technical Support Web site provides access to a knowledge base that includes Frequently Asked Questions (FAQs), product support matrices, product information, and other information.

7 ecopy Connector for Interwoven WorkSite Administrator s Guide 3 What s new in the connector New and updated functionality in this version of the connector includes: Expanded Navigation: Significantly improves usability and replicates the user experience from their desktop including support of: Searching for workspaces and folders. Navigation of the user's entire working environment with the addition of: Document Worklist My Favorites Worksite Explorer Search Folders Improved Authentication: The Logon As option enables you to configure connector profiles that do not require the user at the device to enter authentication credentials. Improved Index administration: Enables you to pre-configure scanning workflows by: Defining default values for a specified location. Removing Subclass Setting dynamic values for Description and Author Support for multiple destinations: You can create multiple storage destinations and assign specific storage and attribute values to each destination. The values you assign allow you to control which steps of the Connector Workflow; Preview, Authenticate, Navigate, Index, or Store, are visible to the user at the device. Support for Express connector profiles (see Configuring an Express connector profile on page 18). Support for ShareScan OP 4.0 functionality: The connector uses the full range of ShareScan OP 4.0 functionality, including updated Connector Services, in particular: Batching: Enables you to create a connector profile that splits a stack of pages into separate documents. The connector creates a new document after a fixed number of pages, when the file reaches a specified size, or when it finds a blank page. File Naming Blank page removal Document Tracking Improved performance. For more information on these features, see the ecopy ShareScan OP Installation and Setup Guide.

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9 ecopy Connector for Interwoven WorkSite Administrator s Guide 5 Installing and configuring the connector This chapter describes the installation prerequisites and guides you through the installation and configuration process. In this chapter Installation prerequisites Installing the ecopy Connector for Interwoven WorkSite Planning and configuring connector profiles Configuring the ecopy Connector for Interwoven WorkSite Defining a scanning destination Configuring an Express connector profile

10 6 Installing and configuring the connector Installation prerequisites The following are the installation prerequisites: Interwoven WorkSite version 8.0, 8.1, or 8.2 ecopy ShareScan OP 4.0 Service Pack 2 or later Note: ecopy recommends that you do not install the WorkSite server or the DeskSite client on the same computer as the ShareScan OP server. Installing the ecopy Connector for Interwoven WorkSite Important! Before installing the connector, make sure that the ShareScan OP software is installed and functioning correctly. Refer to the ecopy ShareScan OP Installation and Setup Guide for details. To install the ecopy Connector for Interwoven WorkSite: 1 Insert the installation CD. If the installer does not start automatically, double-click Launch.exe on the CD. 2 Click Install Connector to start the installation. 3 Follow the on-screen instructions 4 When the installation is complete, click Finish.

11 ecopy Connector for Interwoven WorkSite Administrator s Guide 7 Planning and configuring connector profiles Once you have installed the ecopy Connector for Interwoven WorkSite, the ecopy ShareScan OP Administration console enables you to configure connector profiles. This gives you the flexibility to configure access to your WorkSite destinations in the ways that best suit your organization. Planning your connector configuration To obtain the best results from your connector, you may want to consider the ways in which WorkSite products are used in your work environment as well as other factors that are important to your organization, for example: Saving time: If you want to reduce the amount of time your users spend at the device, you can set up an Express WorkSite connector profile that allows the user to scan and send the document by simply pressing the connector button at the device. You can create multiple buttons and configure each to store documents in a different destination. For more information, see To configure an Express connector profile: on page 18. Users can also save time by not having to enter their credentials each time they use the device. To skip this step in the scanning process, select the Logon As option as the authentication type when you configure the destination for your connector profile. For more information see Defining a scanning destination on page 11. You may also want to consider using the ShareScan OP Session Logon feature on your client device. If the Session Logon credentials match the WorkSite credentials, users do not see the connector Logon screen. Enhancing security: If you want to keep track of the documents sent by each user, select the Runtime option as the authentication type when you configure the destination for your connector profile. This forces users to log on each time they use the connector and allows the system to keep a record of the documents sent by each user in the log file. You may also want to use the ShareScan Document Tracking functionality. For more information see the ShareScan OP Installation and Setup Guide or the ecopy Connector for Interwoven WorkSite Help. Controlling access: You can limit access to destinations in your WorkSite system in several ways: Configure connector profiles that only allow access to a single destination. Configure connector profiles that allow access to a limited set of destinations. Select the Runtime option as the authentication type when you configure the destination for your connector profile.

12 8 Installing and configuring the connector Configuring the ecopy Connector for Interwoven WorkSite This section explains all the connector configuration options and the procedure for setting up an Express connector profile for more streamlined use (see page 18). To configure a connector profile 1 In the console tree, select WorkSite > Properties. 2 Select the Display tab and then configure the Image and Label options for the connector button (see Configuring the Display settings in the ecopy ShareScan OP Installation and Setup Guide or the ecopy ShareScan OP Configuration Help). The button that the user sees at the ecopy-enabled device displays the information that you specify on this tab. To avoid confusion, if you create more than one connector profile, you should give each profile a unique button label. 3 Select the Configure tab and click New (see Table 1). The Create a Destination Window opens. 4 Specify the destination settings (see Defining a scanning destination on page 11). 5 Click Save, select or specify the profile name, then click Save. The system saves your settings as part of the connector profile, or creates a new profile. See Creating and saving connector profiles in the ecopy ShareScan OP Installation and Setup Guide or the ecopy Connector for Interwoven WorkSite Help. 6 In the console tree, select WorkSite > Services. The Services pane appears. 7 Configure the connector services. See Configuring Connector Services in the ecopy ShareScan OP Installation and Setup Guide or the ecopy Connector for Interwoven WorkSite Help. 8 Click Save, select the profile name, then click Save.

13 ecopy Connector for Interwoven WorkSite Administrator s Guide

14 10 Installing and configuring the connector Section Field Name Description TABLE 1. Destinations settings Destinations The Configure tab displays a list of destinations that you can make available to the user on the Destinations screen at the device. Destinations List New Edit Copy Remove Move Up/ Move Down The name of each destination. You can create up to 200 different destinations for a single connector profile. Selecting a destination name displays the settings for that destination in the Settings section of the tab. Opens the Create a Destination window where you can configure a new destination (see page 11). Opens the Create a Destination window where you can make changes to the selected destination. When you edit a destination, the system automatically verifies the configuration settings and displays a warning if the logon credentials are no longer valid. Makes a copy of a selected destination. Removes a destination from the list. Repositions a destination on your list. The order of the destinations is reflected in the list on the Destinations screen at the device. Settings: An overview of the settings for the selected destination. Connector Screens: Displays a list of the screens presented to the user at the device for the selected destination.

15 ecopy Connector for Interwoven WorkSite Administrator s Guide 11 Defining a scanning destination Defining a scanning destination allows you to control how the connector behaves during the Authenticate, Navigate, and Index phases at the device. You must define at least one destination. If you define more than one destination, the connector will prompt the user to select one during the scanning process. Authenticate Navigate Index

16 12 Installing and configuring the connector To configure authentication: 1 On the Configure tab, click New. The Create a new Destination window opens. 2 Enter a Name for the new destination. This is the destination name seen by the user at the device 3 Specify the Authentication settings for the new destination (see Table 2). TABLE 2. Authentication settings Field Name User Name and Password Server Description When you create locations in Interwoven WorkSite, you set up credentials for users who have access to the information stored in each location. The user name and password that you enter here must provide access to the location referenced by this destination. The user name and password are also used to access the list of names used for the Search while typing function at the device. If you change this information on the WorkSite server, you must also change it for this connector profile. The WorkSite server to which the connector profile will connect. Type Logon As: All documents scanned and stored to this destination use the credentials that you enter in the User name and Password fields. The user is not required to log on at the device. If this option is selected, the Use Trusted Login option is not available. Runtime: Prompts the user during each session at the device to provide logon credentials before storing the file Test Search while typing Use Trusted Login Impersonation Password Windows/ Novell Verifies the authentication information against the WorkSite server. If the test is successful, Document Storage, Document Properties, and OK become active. Enables or disables the Search while typing option at the device. Enables the use of the trusted login feature supported by WorkSite, which allows users to authenticate using their Windows user name and password. If selected, the trusted login settings are used when a user logs on to the connector at the device. This option is only available if the Runtime option is selected in the Type field. If the Use Trusted Login option is not selected, the Impersonation Password and Windows/Novell fields are not active. The Administrative Impersonation password for the WorkSite server that is required for the use of Trusted Login. The operating system against which the connector should authenticate when using trusted logon. The default is Windows.

17 ecopy Connector for Interwoven WorkSite Administrator s Guide

18 14 Installing and configuring the connector To configure navigation: 1 Specify the Document storage behavior for the new destination (see Table 3). 2 Use the browse button to open the Browse locations window, select a storage destination for the scanned documents and click OK. The path to the location you select is displayed in the Create a Destination window. TABLE 3. Document storage settings Field Name Navigate Work Area Specify Specify and browse Description Enables users to navigate through the entire server to select a destination for the scanned document. When this option is selected, the Recent Folders button is enabled at the device. Specifies a single location for users to store scanned documents. When this option is selected, the Navigation screen is not displayed to the user at the device. If you want to use Auto Index, you must select this option and a valid storage location. Virtual locations, for example, Matter Worklist, My Favorites, or WorkSite Explorer, are not available with this option. Enables the user to navigate to folders below the chosen location. The user cannot access folders above the location, and the Recent Folders button is not displayed to the user at the device. This option enables you to select virtual locations, for example, My Matters or Matter Worklist.

19 ecopy Connector for Interwoven WorkSite Administrator s Guide

20 16 Installing and configuring the connector To configure indexing: 1 In the Document Profile section, configure the index and storage settings for documents scanned to the new destination (see Table 4). 2 Click OK to save your settings and return to the Configure tab. Field Behavior Property list Description TABLE 4. Document Profile settings Enables you to configure the appearance and behavior of the Document Profile screen at the device. Show all fields: Displays all available index fields to the user at the device. Show all required fields: Displays only required index fields to the user at the device. Auto Index with ecopy values: Stores the default values that you specify in the Property list and does not display the Properties screen to the user at the device. If you select this option you must also select the Specify option as your Document storage setting and provide default values for all index fields. The Properties screen is not displayed to the user at the device Auto Index with folder defaults: Displays the index fields associated with the document, unless all the required index fields have default values, in which case the Properties screen is not displayed to the user at the device. Displays a list of the index fields that can be stored with the scanned document in the WorkSite destination selected in the Navigation section. Available only when Auto Index with ecopy values is selected. The fields are displayed in the following order: Description Author DocType Database (if the destination is a worklist) Class Subclass Fields 1-12 Fields 29 and 30 You must provide values for all required fields. If you leave non-required fields blank, no values are stored for these fields.

21 ecopy Connector for Interwoven WorkSite Administrator s Guide 17 Field Edit Show a storage confirmation screen Never show subclass TABLE 4. Document Profile settings (continued) Description Opens the Properties Search window. The results list displays the first 200 index values for the property. The Search while typing feature enables you to filter the list by entering the first few letters of the property that you want to set as the default. Selecting None stores no information for that field. The following properties use modified search windows: Author: The Use operator as author option sets the logged in user at the device as the default author for the scanned document. Description: Opens the Property Input window. You can enter a default name to be stored in the Description field, or select the Use filename as Description option. This option stores the name of the scanned document file, without the file extension, in the Description field. Displays a message to the user at the device indicating the successful storage of the scanned document and the document ID number. Prevents users at the device from seeing the Subclass field. This is intended to avoid confusion for sites that do not use the Subclass property. This option is not available if you select the Auto Index with ecopy values option. 1 2 Selecting the Auto Index with ecopy values option enables you to configure the index field values. The Document Profile screen does not appear at the device. Selecting any of the other Behavior options disables the Properties table and displays the Document Profile screen at the device. 1

22 18 Installing and configuring the connector Configuring an Express connector profile An Express connector profile allows you to control the number of screens that the user sees at the device. The profile below allows the user to scan and store the document by simply pressing the button on the main screen. You can customize the profile so that the user sees as many or as few screens as you want. To configure an Express connector profile: 1 In the console tree, select WorkSite > Properties. 2 Select the Display tab and then specify the Image and Label settings. 3 Select the Configure tab and then click New. The Create a Destination window opens. For an Express connector profile, create only one destination. This ensures that the user at the device does not see the Destinations screen. 4 Enter a name for the new destination. 5 Under Authentication, enter the user name, password, and server for the destination. 6 Select Logon As as the Type. This ensures that the user at the device does not see the Logon screen. 7 Click Test. If the test is successful, the remaining fields in the window become active. 8 Under Document storage, select Specify, select the path to the location, and verify that your selection is a valid storage location. With only one storage location, the user at the device does not see the Navigate screen. 9 Under Document Profile, set the Behavior to Auto Index with ecopy values and select default values for all required fields. This ensures that the user at the device does not see the Index screen. 10 Make sure that the Provide a storage confirmation screen option is not selected. This ensures that the user at the device does not see the storage confirmation message. 11 Click OK to return to the Configure tab. 12 Click Save, select or specify the profile name, then click Save. 13 In the console tree, select WorkSite > Services. The Services pane appears. 14 Configure the connector services. Do not select User modify for any of the Document Settings. 15 Click Save, select the profile name and then click Save.

23 ecopy Connector for Interwoven WorkSite Administrator s Guide 19 Using the connector This chapter describes the workflow that the connector user will experience at the scanning device. In this chapter Connector workflow Scan Preview Authenticate Navigate Index and Store Post-scanning options

24 20 Using the connector Connector workflow The ecopy Connector for Interwoven WorkSite lets you scan documents directly into your WorkSite content management system using different, configurable scanning workflows. When you install the connector and configure and activate a connector profile on an ecopy-enabled device, a WorkSite button is added to the main ecopy ShareScan OP screen. Before using a connector, review the Quick Reference to using a ShareScan OP connector section in the ecopy ShareScan OP Installation and Setup Guide for an overview of the scanning process and for information that is common to all the connectors. The ecopy Connector for Interwoven WorkSite follows the simple workflow used by all ecopy Add-On Connectors: Scan Preview Authenticate Navigate Index Store

25 ecopy Connector for Interwoven WorkSite Administrator s Guide 21 Scan 1 Place your document in the feeder or on the glass. 2 Access the main ShareScan OP screen (on a device with an embedded client, press ). 3 If your system is configured to use the Session Logon feature, enter your user credentials on the Logon screen. 4 On the main ShareScan OP screen, review the default scanner settings. Press Scanner Settings to change any of the settings. 5 Press WorkSite. 1 2 This screen appears if your system is configured to use Session Logon. If your Session Logon Credentials are not valid for the selected scanning destination, the Logon screen for the connector will appear when you select a destination

26 22 Using the connector Preview 1 When the connector finishes scanning the document, review the scanned images. If necessary, scan additional pages or re-scan any of the original pages by placing the pages in the feeder, or on the glass, and then pressing Scan More. 2 Press Document Settings to change any of the settings. 3 When you are ready to store the document, press the delivery button (Send or Next depending on whether you are running the client on a device with an embedded client or on a ScanStation). 1 Delivery button Scan More 2 3 Document Settings

27 ecopy Connector for Interwoven WorkSite Administrator s Guide 23 Authenticate 1 The Destinations screen displays a predefined list of available WorkSite destinations where you can store the scanned document. Select a destination for your document. If your connector is configured for only one destination, you will not see this screen. 2 If the Logon screen appears, enter your user credentials and then press Next. 1 2

28 24 Using the connector Navigate 1 If you configure the connector to allow navigation, the Navigation screen appears. The list can display 200 entries at one time. Use any of the following features to navigate to your destination. These features are available depending on the configuration of the connector profile: Select sub-levels in the list until the complete path appears in the Destination field at the top of the screen. To navigate to a destination that is not displayed in the list, enter the name of the destination in the search box and press the destination name when it appears. Or, if your connector is installed on a device with an embedded client, press Destination, enter the name of the destination and then press OK. Press Recent to display a list of up to 10 folders to which you have recently scanned documents. You can navigate through the contents of these folders, but you cannot navigate to the level above your point of access. Press Browse to navigate through all the folders in the destination you selected. Press Search and, when the Search screen appears, select All Databases, or select the database where the Workspace you are searching for resides. Enter any part of the Workspace name and press OK. The Navigation screen appears and displays the results of your search. Select a folder in the Workspace to hold your scanned document. Press the Folder Up icon to return one level up in the folder structure. 2 When you have selected the destination, press Next. Search box 1 2

29 ecopy Connector for Interwoven WorkSite Administrator s Guide 25 Index and Store The indexing feature of the WorkSite Connector uses two screens. The first screen always shows the Database, Description, Class, and Subclass fields. All other fields are available from the second screen. Required fields are indicated by an exclamation point icon. 1 If the Document Profile window opens, enter or select the appropriate information in the Description, Class, and Subclass fields, and press Next. Note: You can only enter information in the Database field if you select Document Worklist as the destination. 2 On the second Document Profile window enter or select the appropriate information in the available fields and press Next. The indexed document is stored in the selected destination. 3 If configured to do so, the connector displays a confirmation message with the ID number of the stored document. 4 Press OK and then select one of the post-scanning options If there are more user-modifiable fields than can fit on the screen, up and down arrow buttons appear, allowing you to view the subsequent fields. If the arrows are active, this indicates that there are more fields on the following screen. 4

30 26 Using the connector Post-scanning options TABLE 5. Post-scanning options Option Log Out New Job Done New Document New Destination Description Displays the Logon screen. Appears only when Session Logon is enabled. Displays the main Client screen. Appears only when Session Logon is enabled. Displays the main Client screen. Appears only when Session Logon is not enabled. Displays the scan preview screen and enables you to scan a new document using the current settings. Place the new document in the feeder or on the glass and then press Scan More (if you are using the Client s interface) or Insert (if you are using the TWAIN driver s own interface). If you are using a device with an embedded Client, you can press the device s Start button to scan the new document. Enables you to send the scanned document to another connector. Select the target connector in the list and then press New Destination. The Client opens the target connector and displays the scanned document on the scan preview screen. Press Next and then follow the prompts provided by the target connector.

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