Unisys INFOIMAGE FOLDER ON WINDOWS NT. Connector for Microsoft Exchange. Getting Started Guide

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1 INFOIMAGE FOLDER ON WINDOWS NT Connector for Microsoft Exchange Unisys Getting Started Guide Copyright 1999 Unisys Corporation. All rights reserved. Unisys is a registered trademark of Unisys Corporation. December 1999 Printed in USA Priced Item

2 NO WARRANTIES OF ANY NATURE ARE EXTENDED BY THIS DOCUMENT. Any product or related information described herein is only furnished pursuant and subject to the terms and conditions of a duly executed agreement to purchase or lease equipment or to license software. The only warranties made by Unisys, if any, with respect to the products described in this document are set forth in such agreement. Unisys cannot accept any financial or other responsibility that may be the result of your use of the information in this document or software material, including direct, special, or consequential damages. You should be very careful to ensure that the use of this information and/or software material complies with the laws, rules, and regulations of the jurisdictions with respect to which it is used. The information contained herein is subject to change without notice. Revisions may be issued to advise of such changes and/or additions. Notice to Government End Users: The software and accompanying documentation are delivered and licensed as commercial computer software and commercial computer software documentation as those terms are used in 48 C.F.R and 48 C.F.R through , as applicable. The Government shall receive only those rights provided in the standard commercial software license, or where applicable, the restricted and limited rights provisions of the contract FAR or DFARS (or equivalent agency) clause. Correspondence regarding this publication can be ed to Unisys is a registered trademark of Unisys Corporation. All other terms mentioned in this document that are known to be trademarks or service marks have been appropriately capitalized. Unisys Corporation cannot attest to the accuracy of this information. Use of a term in this document should not be regarded as affecting the validity of any trademark or service mark.

3 Contents Section 1. Concepts About This Document System Requirements Connector Features Microsoft Exchange Clients Introduce Workitems Microsoft Exchange Clients Track Workitems InfoImage Sends Renditions of Workitems to Microsoft Exchange InfoImage Tracks Renditions of Workitems Sent to Microsoft Exchange Connector Components Outlook Client Extension ActiveX Control What To Do Next Section 2. Installing the Connector Server Components Before You Begin Installing the Connector Server Components Checking for Installed Connector Server Components Section 3. Installing the Connector Outlook Client Extension Before You Begin Installing the Connector Outlook Client Extension Checking for Installed Connector Client Components Section 4. Installing the Connector ActiveX Control Before You Begin Installing the Connector ActiveX Control Appendix A. Related Product Information iii

4 Contents iv

5 Section 1 Concepts This section provides the following information to get you started with the InfoImage Connector for Microsoft Exchange: A brief description of this document s purpose, audience, and prerequisites A discussion of basic software concepts

6 Concepts About This Document Purpose The Getting Started Guide provides a brief overview of the Connector user interface and environment, as well as installation instructions for the Connector server components (Exchange Server Add-In and Exchange Administrator Extension), the Connector client component (Outlook Client Extension), and the Connector ActiveX control component. This guide is not intended to provide instructions for the Microsoft Windows NT operating system, Windows95, Windows 98, or for any underlying Database Management System (DBMS). For information on these products, see the appropriate users guides. Additional Connector Documentation Unisys InfoImage Connector for Microsoft Exchange is accompanied by two manuals and online help. The manuals include: Getting Started Guide (this document) Administration and User s Guide The Administration and User s Guide is a resource for Connector administrators and users.the Microsoft Exchange administrator of the organization who implements the Connector should read this guide to learn how to configure the Connector server components (Exchange Server Add-In and Exchange Administrator Extension). The Microsoft Outlook user should read this guide to learn how to use the Connector to send messages into the InfoImage environment, and track those messages as they are routed through workflow. In addition, the Administration and User s Guide is a resource for administrators who will write custom Microsoft Visual Basic (VB) or Microsoft C++ applications using the Connector s ActiveX control component. Instructions are also provided for using the sample workstation application provided with the Connector software. You only need to read this section if you are an administrator who allows for InfoImage users to send and track renditions of workitems to Microsoft Exchange clients. Prerequisites We advise a prerequisite reading of the Technical Overview Guide for InfoImage Folder. We recommended that you receive initial training on how to use the system. Users of this guide should be familiar with the Windows NT operating system, LAN architecture, the Windows environment, the DBMS used in their implementation, and their computer hardware. Because a number of other hardware and software products may be integrated with the system, you should use this book in conjunction with the documentation for those products

7 Concepts System Requirements The system requirements for the Connector are listed in the following table. Server Client ActiveX Control Hardware Pentium 90 Mhz and above. Pentium 75 Mhz and above and above IBM PC, PS/2, or compatible. MB RAM recommended. Minimum of32 MB RAM recommended. Minimum of 24 MB RAM; 32 MB recommended. MB fixed disk storage available. Software Microsoft Exchange Server 5.0 running on Windows NT 4.0 with Service Pack 2; or Microsoft Exchange Server 5.5 running on Windows NT 4.0 with Service Pack 2. Windows 95/98 or Windows NT 4.0. Microsoft Outlook Client 8.0 or higher. Windows 95/98 or Windows NT 4.0 with Service Pack 2 or 3. Microsoft Outlook Client 8.0 or higher. Microsoft Outlook Client 8.0 or higher

8 Concepts Connector Features Unisys InfoImage Connector for Microsoft Exchange is a Microsoft Exchange-based product designed to provide interoperability between InfoImage Folder for Microsoft Windows NT and the Microsoft Exchange messaging environment. The Connector software converts Messaging Application Programming Interface (MAPI) messages into InfoImage workitems, and InfoImage workitems into MAPI messages. The Connector software includes the following components: Exchange Server Add-In Exchange Administrator Extension Outlook Client Extension ActiveX control The Connector components work together to provide the following functionality: Microsoft Exchange clients can introduce workitems into the InfoImage system. Microsoft Exchange clients can track workitems sent to the InfoImage system. InfoImage system clients can send renditions of workitems to Microsoft Exchange clients. InfoImage system clients can track renditions of workitems sent to Microsoft Exchange clients. The Exchange Server Add-In and Exchange Administrator Extension provide the ability for Microsoft Exchange clients to introduce work into the InfoImage system. The optional Outlook Client Extension works with the Connector server components to track workitems sent to the InfoImage system. The optional Connector ActiveX control must be installed in order for InfoImage system clients to send and track renditions of workitems to Microsoft Exchange clients

9 Concepts Microsoft Exchange Clients Introduce Workitems Microsoft Outlook users can create MAPI messages using Microsoft Outlook forms and then send them to designated Connector mailboxes. These messages may include named properties, attachments, and embedded messages. After a message arrives at a Connector mailbox, the Exchange Server Add-In converts the message into an InfoImage workitem based on various configuration options. The Exchange Server Add-In places the workitem into workflow based on the configured InfoImage domain and then deletes the associated MAPI message. The Microsoft Outlook client computer does not require the installation of any InfoImage or Connector software. Microsoft Exchange Clients Track Workitems After a Microsoft Outlook user sends a message to a Connector mailbox, the user can request tracking information for the associated InfoImage workitem. To obtain tracking information, the Outlook Client Extension must be installed on the client computer. In addition, the user must keep a copy of the sent message somewhere on his or her machine (for example, in the Sent Items folder). The user is able to request and receive the associated InfoImage workitem s workflow history. InfoImage Sends Renditions of Workitems to Microsoft Exchange Custom Client Automation Layer (CAL) client applications can integrate with the Connector ActiveX control to interoperate with the Microsoft Exchange environment. This allows the application to create MAPI renditions of InfoImage workitems and then send them to Microsoft Exchange users. The InfoImage workitem remains in the InfoImage domain and is not modified by the Connector software. Recipients of workitem rendition messages can store, reply, forward, and delete these messages. Sending a workitem rendition message to a Connector mailbox creates a new InfoImage workitem in the configured InfoImage domain. The Connector ActiveX control requires that Microsoft Outlook is installed on the client computer to gain access to the Microsoft Exchange environment. InfoImage Tracks Renditions of Workitems Sent to Microsoft Exchange After a custom CAL client application sends a MAPI rendition of an InfoImage workitem into Microsoft Exchange, the application can be notified of changes in the message s tracking status. The application can be notified when the rendition message is read, not read, and replied to. The Reply notification gives the application access to the underlying message. This message may contain the same, modified, or completely different data than the original message

10 Concepts Connector Components The Connector components include the Exchange Server Add-In, Exchange Administrator Extension, Outlook Client Extension, and ActiveX control. Exchange Server Add-In The Exchange Server Add-In component is a Windows NT service application that is installed on Microsoft Exchange Server. It is a mailbox agent that processes incoming messages for all Connector mailboxes configured on its server, and utilizes the Windows NT Event Viewer for trace and debug information. The Exchange Server Add-In performs the following functions: Introduces work into the InfoImage environment Services tracking requests Manages the size of its Sent Items folders An agent can only process messages from agent mailboxes that are located on that agent s server. The agent does not support mail-boxes that have been moved from one server to another. One agent or multiple agents can be installed within an organization. If multiple agents are installed, each agent can gain access to multiple InfoImage domains. Introducing Work into InfoImage The Exchange Server Add-In monitors each Connector mailbox s Inbox folder and converts incoming messages into InfoImage workitems. These workitems are then sent into an InfoImage domain. The conversion is based on the configured rules and mappings specified in the mailbox s Properties pages. After the conversion is complete, the message is deleted and, optionally, a response is sent to the message s sender. Delivered and Read/Not Read reports are sent, if requested, by the sender. The optional reply notification contains the following information: Display name of the mailbox agent Time the message was sent by the client Status of the conversion process InfoImage domain in which the new InfoImage workitem was created Time the InfoImage workitem was created Errors and warnings reported during the conversion process External name of the new InfoImage workitem Internal ID of the new InfoImage workitem The Microsoft Outlook client can optionally install a form, WorkflowConnectorRpt, which is provided with the Connector software and is associated with the reply notification message class. This form improves the appearance of reply messages. If the provided form is not used, the default IPM.Note viewer is used to display reply messages

11 Concepts Servicing Tracking Requests The Exchange Server Add-In monitors each Connector mailbox s Inbox folder for Tracking Info requests from the Outlook Client Extension. Tracking Info requests are requests for a converted and introduced message s workflow history. The Connector obtains the history information from the appropriate InfoImage domain and returns it to the Microsoft Outlook client in the form of a MAPI message. Managing the Size of the Sent Items Folder The Exchange Server Add-In uses the Sent Items folder to store link information between MAPI messages and InfoImage workitems. The Sent Items folder can grow large, as link information is maintained for each successfully converted message. To manage the size of the folder, the agent monitors each Connector mailbox s Sent Items folder and deletes all messages that are older than the number of days configured in the Exchange Administrator Extension. Deleting a message deletes the link between the message and the workitem. Therefore, after a message is deleted, tracking information can no longer be retrieved for that workitem. Exchange Administrator Extension The Exchange Administrator Extension provides seamless integration with the Microsoft Exchange Administrator program so that the administrator can configure the Exchange Server Add- In. The Exchange Administrator Extension is implemented as a Dynamic Link Library (DLL), and extends the existing Properties pages for the Connector and Connector mailboxes. The following Properties pages are added: Connector Administration Workitem Mapping Import Mapping Mailbox Statistics Add Connector Mailbox For more information on these Properties pages, see the Administration and User s Guide. Note: The Exchange Server Add-In can only be administered locally. The Exchange Administrator Extension must be used on the Microsoft Exchange server where the Connector is installed. Remote administration is not supported

12 Concepts Outlook Client Extension The Outlook Client Extension is an optional Connector component that provides Microsoft Outlook users with the ability to track the status of InfoImage workitems that they previously introduced into InfoImage using the Exchange Server Add-In. The Outlook Client Extension is implemented as a DLL and extends the Microsoft Outlook Properties pages to display tracking information for workitems sent into InfoImage. The Outlook Client Extension determines whether a selected message was sent to a Connector mailbox. If the message was not sent to a Connector mailbox, no modifications are made to the Properties pages. If the message was sent to a Connector mailbox, the Tracking Info Properties page is added. When the Tracking Info Properties page is selected, the Outlook Client Extension sends a MAPI message requesting workflow history for the selected message. The request is sent to the first recipient that is a Connector mailbox. After issuing the request, the Outlook Client Extension waits for a reply from the Connector. When a reply is received, the data is formatted and displayed on the Tracking Info Properties page. Note: If a message is sent to two or more Connector mailboxes, workflow history is only obtained from the first mailbox. ActiveX Control The Connector ActiveX control is utilized as a component within custom VB or C++ InfoImage applications that are created using CAL. The Connector ActiveX control interacts with InfoImage and MAPI protocols to create MAPI renditions of InfoImage workitems which can be sent to Microsoft Outlook users. The Connector ActiveX control also enables the application to receive notifications of when a message is read or not read. The application can also be notified when another client sends or forwards a response to a rendition to the sender (the host application). With forwarded or replied notification, not only is the host notified of the event, but the host is given access to the reply data. You must use the Connector ActiveX control with CAL and/or the InfoImage ActiveX controls. For more information on the Connector ActiveX control, see the Administration and User s Guide. For more information on the Connector ActiveX control, see the Administration and User s Guide. What To Do Next If you have not yet installed the Connector, proceed to Section 2. If you have already installed the Connector, you can refer to the Administration and User s Guide for more information about administering and using the Connector

13 Section 2 Installing the Connector Server Components This chapter contains installation instructions for the two Connector server components: the Exchange Server Add-In and Exchange Administrator Extension. These components are installed at the same time using the same setup.exe file. Because the Connector client runs in the Microsoft Exchange environment, the server components do not have to be installed on every server in the organization. In fact, you can only install the server components once per Microsoft Exchange site. However, multiple server components can be installed within the Microsoft Exchange organization

14 Installing the Connector Server Components Before You Begin You must install Microsoft Exchange Server and the Microsoft Outlook client on all client computers that are used to send messages into the InfoImage Folder for Microsoft Windows NT system. For more information on installing Microsoft Exchange or Microsoft Outlook, see the documentation that accompanies those products. In addition, you must first install the InfoImage software and then the Client API software before you install the Connector server components. For more information, see InfoImage s Installation Guide for Windows NT and Integration Reference Guide: Client API. Installing the Connector Server Components To install the Connector Server Components, follow the instructions for installing InfoImage Folder in section 3 of the Installation Guide. Note: The installation might notify you that you must restart your computer for the changes to take effect. If you are installing multiple InfoImage products, DO NOT RESTART YOUR SYSTEM until after the last product has been installed. Otherwise, you will have to repeat the installation process. When installing the Connector Server Components the Service Parameters window appears prompting you to enter the following: Parameter Container Mailbox Description/Action A container is the primary storage area for a Connector mailbox. Type the name of the container in the Container box. Type the name of the mailbox in the Mailbox box

15 Installing the Connector Server Components Checking for Installed Connector Server Components You can check to see if the Connector server components are installed on the Microsoft Exchange Server computer. You can do this before an installation to make sure the Exchange Server Add-In and Exchange Administrator Extension are not already installed, or after an installation to make sure they installed correctly. To check if the Connector server components are installed, 1. On the Microsoft Exchange Server computer, click the Start button. Point to Settings, and then click Control Panel. The Control Panel window appears. 2. Double-click Services. The Services window appears. If the Connector server components are installed, the Unisys InfoImage Connector entry appears in the list of services. 3. Click Close

16 Installing the Connector Server Components

17 Section 3 Installing the Connector Outlook Client Extension This chapter contains installation instructions for the Outlook Client Extension. The Outlook Client Extension is an optional Connector component that provides Microsoft Outlook users with the ability to track the status of InfoImage workitems that they previously introduced into InfoImage using the Exchange Server Add-In

18 Installing the Connector Outlook Client Extension Before You Begin You must first install the Microsoft Outlook client on all client computers on which users will perform tracking. For more information about installing Microsoft Outlook, see the documentation that accompanies the product. Installing the Connector Outlook Client Extension To install the Connector Outlook Client Extension, follow the instructions for installing InfoImage Folder in section 3 of the Installation Guide. Note: The installation might notify you that you must restart your computer for the changes to take effect. If you are installing multiple InfoImage products, DO NOT RESTART YOUR SYSTEM until after the last product has been installed. Otherwise, you will have to repeat the installation process. Checking for Installed Connector Client Components You can check to see if the Outlook Client Extension is installed on your client computer. You can do this before an installation to make sure the Outlook Client Extension is not already installed, or after an installation to make sure it installed correctly. To check if the Outlook Client Extension is installed, 1. In Microsoft Outlook, click Options on the Tools menu. The Options dialog box appears. 2. Select the General tab. 3. Click Add-In Manager. The Add-Ins dialog box appears. If the Outlook Client Extension is installed, the Unisys InfoImage Connector Extension entry appears in the list. If a check mark appears in the check box, the extension is enabled; if the check box is empty, the extension is disabled

19 Section 4 Installing the Connector ActiveX Control This chapter contains installation instructions for the Connector ActiveX control. The Connector ActiveX control must be installed if you want to create and track MAPI message renditions of InfoImage workitems

20 Installing the Connector ActiveX Control Before You Begin You must first install the Client Automation Layer (CAL) before you install the Connector ActiveX control. For information on installing CAL, see InfoImage s Client API Reference Guide:. If you want to develop a custom application using the Connector ActiveX control, you must install either VB or C++. You can install either VB or C++ at the same time you install the Connector ActiveX control, or at a later time. Installing the Connector ActiveX Control To install the Connector ActiveX control, follow the instructions for installing InfoImage Folder in section 3 of the Installation Guide. Note: The installation might notify you that you must restart your computer for the changes to take effect. If you are installing multiple InfoImage products, DO NOT RESTART YOUR SYSTEM until after the last product has been installed. Otherwise, you will have to repeat the installation process

21 Appendix A Related Product Information The following documentation is available for InfoImage Folder products: Archive Manager User s Guide Provides instructions for using Archive Manager to operate, support, and maintain optical storage devices. CAL OLE Automation Interface Guide Provides Client API OLE Automation Layer (CAL) development information and a complete reference of CAL objects. Requires an understanding of Document Management Workstation (DMWS) and knowledge of Client API. Client API Reference Guide Explains how to use the Client Engine to create a custom workstation and custom modules for streamlining production tasks. Requires an understanding of InfoImage server components and DMWS. Configuration Guide Provides instructions and supporting information for configuring each software component of the InfoImage system. Use with the Installation Guide and the System Administration Guide. Connector for Microsoft Exchange Administration and User s Guide Describes the communication of workitems between Microsoft Exchange and InfoImage workflow using Microsoft Outlook forms. Requires Message Application Programming Interface (MAPI) expertise. Connector for Microsoft Exchange Getting Started Guide Provides an overview of the Connector user interface and environment. Includes instructions for installing the Connector server components A 1

22 Related Product Information DDE Interface Describes the data structures and functions of the programming interface (Dynamic Data Exchange - DDE) to the DMWS and the System Administration console. Includes sample programs and error codes. Requires an understanding of client/server architecture and familiarity with any tool that can invoke Windows DDE calls. Desktop Manager (DTM) ActiveX Interface Reference Manual Describes the architecture and functions of the DTM ActiveX interface, including sample programs and error codes. Desktop Manager (DTM) Desktop.ini Parameters Reference Manual Discusses the differences between the desktop.ini parameters from previous releases of DTM and the latest release. Requires an understanding of the Configuration tool. Desktop Manager (DTM) Event Monitor User Exit Reference Manual Describes the Event Monitor functions and data structures. Provides information about programming tasks to be performed when InfoImage encounters an event that you want to monitor. Desktop Manager (DTM) Import User Exits Reference Manual Describes user exit architecture and functions. Includes sample source code. Desktop Manager (DTM) Indexing User Exits Reference Manual Describes two types of indexing user exits: DTM Index Form User and Customized Index Form user exit. Desktop Manager (DTM) System Overview Provides instructions on installing, configuring, and using DTM to create customized workstation applications. Document Management Workstation User s Guide Provides instructions on using the workstation to manage documents by organizing them into folder hierarchies and associating images with non-image objects using a full set of desktop tools. Form User Exits Guide Explains how to program user exits for each form created with the Forms Creator tool. Requires knowledge of C or C++ programming, Windows development, client/server architecture, and DTM. A

23 Related Product Information Forms Creator User s Guide Provides instructions for using the Forms Creator tool to create and test electronic forms, which are created for indexing, querying, and other types of data entry. High Performance Workstation User s Guide Provides instructions for using the High Performance Workstation (HPWS) to view, annotate, and print digitized images of business documents. High Volume Scanner Assembly Exits Provides instructions for using the High Volume Scanner (HVS). Provides a reference for the data structures and functions of the HVS User Exit programming interface. Includes error codes and sample programs. High Volume Scanner User s Guide Provides instructions for using the high volume scanner software as an interface between scanner and InfoImage to control how paper documents are converted into electronic form. Also discusses scanning and quality control, document assembly, document indexing, batching, and batch management. Installation Guide Provides instructions for installing the InfoImage software under the Windows NT operating system. Use with the Configuration Guide and the System Administration Guide. Integration Overview Provides information on adding customized functionality to the system. Mainframe Catalog API Reference Guide Describes the functionality of the MVS catalog API engine and its programming interface. Requires an understanding of the OPEN/image (OPEN/workflow) system. MVS Catalog Installation Guide Provides instructions for installing the MVS catalog, a host CICS application used to track the physical addresses of all workitems archived on optical disk platters. PC DOCS Plug-in User s Guide Provides information about the plug-in that promotes document sharing between PC DOCS and InfoImage workflows. Includes information about designing, developing, and using the system (sharing and routing documents). Requires knowledge of and experience with DTM and the DOCS product suite A 3

24 Related Product Information Rapid Batch Entry Integration Reference Manual Describes the functionality of Rapid Batch Entry (RBE) and the Document Generator. Also provides instructions for installing, administering, and monitoring these processes. Remote Request Reference Guide Provides the technical details required to write a program that uses the Remote Request command set, which enables customized applications to request services from an imaging system. Storage Manager User s Guide Provides instructions for using Storage Manager to store and retrieve workitems in an NTFS file system environment. Includes descriptions of the CatalogCheck and VolAdmin utilities. System Administration Guide Provides instructions for setting up and maintaining the system using the system administration tools and console. Use with the Installation Guide and the Configuration Guide. System Internals Guide Provides a consolidated information source about the internal operations of the InfoImage Folder for Microsoft Windows NT system. Task Management InBox User s Guide Provides instructions for using the InBox provided by the Workflow Task Management System. Task Management Resource Guide Provides instructions and supporting information for incorporating Task Management into the InfoImage system. Technical Overview Guide Provides an overview of the InfoImage system components and processes. Troubleshooting Guide Discusses ways to avoid, diagnose, and correct problems that can occur. Utilities Reference Manual Provides reference information about utilities used in InfoImage. Requires an understanding of system administration functions and utilities. A

25 Related Product Information View Server Development Kit Reference Manual Explains the software toolkit used to create a customized workstation application that performs view-only InfoImage tasks for a specific type of business. Requires a knowledge of View Server. View Server Installation and Configuration Guide Provides instructions and supporting information for installing and configuring the View Server software. Web Access Kit Reference Guide Provides instructions for extending an existing web site so the InfoImage folders and documents can be located and viewed using a web browser. Workflow Designer User's Guide Provides instructions for building and testing workflows A 5

26 Related Product Information A

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