ecopy Connector for EMC Documentum

Transcription

1 ecopy Connector for EMC Documentum Version 4.0 for ecopy ShareScan OP Administrator s Guide Part Number: (4/2007)

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. EMC and Documentum are registered trademarks of EMC Corporation. The Designed for Documentum logo is a trademark or registered trademark of EMC Corporation. Intel and Pentium are registered trademarks of Intel Corporation. Microsoft, Windows, Windows NT, Outlook, and MS-DOS are registered trademarks and Windows Server is a trademark of Microsoft Corporation in the USA and in other countries. 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 connector Planning and configuring connector profiles Planning your connector configuration Configuring the ecopy Connector for EMC Documentum Defining a scanning destination Configuring an Express connector profile Using the connector Connector workflow

4 iv List of Tables TABLE 1. Destination settings TABLE 2. Authentication settings TABLE 3. Location settings TABLE 4. Attribute settings TABLE 5. Post-scanning options

5 ecopy Connector for EMC Documentum Administrator s Guide 1 Introduction The ecopy Connector for EMC Documentum enables users to scan documents directly into the EMC Documentum Repository of an EMC Documentum 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 EMC Documentum. It provides an overview of the connector and how it works with EMC Documentum 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 EMC Documentum content management system. Further information The ecopy Connector for EMC Documentum documentation set consists of the following documents: ecopy Connector for EMC Documentum Administrator s Guide: This document. ecopy Connector for EMC Documentum 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 ( 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 EMC Documentum Administrator s Guide 3 What s new in the connector New and updated functionality in this version of the connector includes: Improved Documentum navigation, including support for: Subscriptions: Users can navigate directly to the cabinets and folders they use most often. Home Cabinet: Users can quickly and easily store documents in their home cabinet. 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 document types or attributes. Controlling the attribute fields displayed to the user at the device. Storing default index values without displaying them to the user at the device. 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. Advanced file naming: Replaces the Output File Name screen from the 3.x version of the connector. For more information on Connector Services, see the ShareScan OP Installation and Setup Guide. or the ShareScan OP Administration Console Help.

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9 ecopy Connector for EMC Documentum 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 connector Planning and configuring connector profiles Configuring the ecopy Connector for EMC Documentum Defining a scanning destination Configuring an Express connector profile

10 6 Installing and configuring the connector Installation prerequisites The following are the installation prerequisites: EMC Documentum version 5.3 or later ecopy ShareScan OP 4.0 with Service Pack 2, or later Note: The connector installation kit includes all of the required EMC Documentum JAR files and DLL files. These are installed as part of the connector installation and do not need to be installed separately. Installing the connector Important! Before installing the ecopy Connector for EMC Documentum, 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 EMC Documentum: 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 EMC Documentum Administrator s Guide 7 Planning and configuring connector profiles Once you have installed the ecopy Connector for EMC Documentum, the ecopy ShareScan OP Administration console enables you to configure connector profiles. This gives you the flexibility to configure access to your EMC Documentum 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 EMC Documentum 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 EMC Documentum 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. You can also control the number of destinations presented to the user at the device and the attributes for each destination. 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 EMC Documentum 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. Controlling access: You can limit access to destinations in your EMC Documentum system in several ways: Configure connectors that only allow access to a single destination. Configure connector profiles that allow access to a limited set of destinations. Disable the Allow subfolder navigation option if you do not want your users to have access to the folders and sub-folders of the configured destination. 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 EMC Documentum 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 EMC Documentum > Properties. 2 Select the Display tab and 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 ecopyenabled 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 Destinations tab (see Table 1) and then click New. The 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 and 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 EMC Documentum Help. 6 In the console tree, select EMC Documentum > Services. 7 Configure the connector services. See Configuring Connector Services in the ecopy ShareScan OP Installation and Setup Guide or the ecopy Connector for EMC Documentum Help. 8 Click Save, select the profile name and then click Save.

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14 10 Installing and configuring the connector Section Field Name Description TABLE 1. Destination settings Destinations Displays a list of destinations that you can make available to the user on the Destinations screen at the device. Destinations List Reset New Edit Remove Move Up/ Move Down Displays the following information about each destination: Name Repository Authentication Location Doctypes Placing your cursor over a destination in the list displays a summary of the information for that destination. The information is configured in the Destination window. Selected destinations, indicated with a check mark, are displayed on the Destinations screen at the device. Deletes all destinations in the list. Opens the Destination window where you can configure a new destination (see Defining a scanning destination on page 11). Opens the 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. Removes selected destinations 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.

15 ecopy Connector for EMC Documentum 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. To open the Destination window, click New, or Edit, on the Destinations tab. Authenticate Navigate Index

16 12 Installing and configuring the connector To configure authentication: 1 Enter a Name for the new destination. This is the destination name seen by the user at the device. 2 Select the EMC Documentum Repository for this connector profile. 3 Specify the Authentication settings for the new destination (see Table 2). TABLE 2. Authentication settings Field Name User Name and Password Domain Test Type Populate users list Remember user names Description When you create cabinets and folders in EMC Documentum, you set up credentials for users who have access to them. The user name and password that you enter here must provide access to the cabinets and folders in 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 EMC Documentum server, you must also change it for this connector profile. The domain associated with the User Name and Password. You can select a domain name from the list or enter one directly into the field. The use of this field is optional. Verifies the authentication information against the EMC Documentum server. If the test is successful, the Location, Doctypes, and If file name exists features become active. 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. Runtime: Prompts the user during each session at the device to provide logon credentials before storing the file. Note: When Navigation is enabled, the destinations available to users at the device depend on the credentials provided. Uses the credentials that you enter in the User Name and Password fields to connect to the Documentum server at runtime and retrieve the list of users. Selecting this option enables the user at the device to use the Search while typing function. This option is only available when you select Runtime as the authentication type. Stores the number of user names that you specify in this field in a list on the Client that is retrieved at runtime. The maximum number of names that can be stored is 100. This option is only available when you select Runtime as the authentication type.

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18 14 Installing and configuring the connector To configure navigation: 1 Specify the Location settings for the new destination (see Table 3). 2 To enable the Home Cabinet button on the Location screen at the device, select Enable Home Cabinet. 3 To enable the Subscriptions button on the Location screen at the device, select Enable Subscriptions. TABLE 3. Location settings Field Name Entire Repository Cabinet type Specific Cabinet/ Folder Enable Home Cabinet Enable Subscriptions Allow subfolder navigation Description Allows users to navigate through the entire repository to select a destination for the scanned document. When this option is selected, the Allow subfolder navigation option is automatically selected and grayed out. Allows you to select the types of cabinets that the user sees on the Location screen at the device. The options are: All Cabinets: Show all cabinets in the repository. Public and user s private cabinets: Show all public cabinets and the private cabinets of the logged on user in the repository. User s private Cabinets: Show only the private cabinets in the repository that belong to the logged-in user. Allows you to specify a location for users to store scanned documents. When this option is selected and the Enable Home Cabinet, Enable Subscriptions, and Allow subfolder navigation options are not selected, the Location screen is not displayed to the user at the device. Displays the Home Cabinet button on the Location screen at the device, allowing documents to be stored in the user s Home Cabinet. Displays the Subscriptions button on the Location screen at the device, allowing documents to be stored in the users subscription locations. Enables the user to navigate folders below the location chosen in the Specify location field. The user cannot access folders above the specified location.

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20 16 Installing and configuring the connector To configure indexing: EMC Documentum uses Doctypes (metadata templates) to specify the index information that is stored with a scanned document. 1 To add a Doctype to the list of available Doctypes at the Client, click Add. The Doctypes selection window opens. 2 Select a Doctype and then click OK. The selected Doctype is displayed in the list. 3 Select the Doctype in the list and then click Attributes. The Attributes window opens. 4 Specify the attribute settings for the Doctype (see Table 4) and then click OK. The attributes that you have configured appear on the Attributes screen at the device. 5 Use the If file name exists option to specify the connector behavior when the scanned document has the same name as another document stored in the scanning destination. Return Error: The user at the device sees an error message and must quit the session to rename the file. This is the default. Create unique name (.1,.2, etc): Creates a unique name by appending a rolling number (dot plus number) to the existing file name before storing the document. Allow duplicated name: Stores the document with the name entered by the user, regardless of any conflicts. Note: Use the Document Settings, Document Name options, in the connector Services to control file naming for your documents. For more information see the ShareScan OP Installation and Setup Guide, or the ecopy Connector for EMC Documentum Help. 6 Click OK to save your destination settings and return to the Destinations tab. TABLE 4. Attribute settings Field Name Name Display Name Required Description The object name of the attribute. Attributes that have been edited appear in bold. Attributes that have parent attributes are indicated by an icon. Placing your cursor over these attributes displays the name of the parent attributes. The name of the attribute that appears on the Attributes screen at the device. If this option is selected, a value is required for the attribute. You must either provide a default value for the attribute, or display it at the device and allow the user to enter a value. If the attribute is required by the Documentum server, the option is automatically selected and cannot be modified.

21 ecopy Connector for EMC Documentum Administrator s Guide 17 Field Name Show Modify Order Value Error Status Description TABLE 4. Attribute settings (continued) If this option is selected, a field for this attribute is displayed on the Attributes screen at the device. If the attribute is set to hidden on the Documentum server, the Show option cannot be selected and the option is automatically unchecked and disabled and cannot be modified. This also applies to the corresponding Modify checkbox. If this option is selected, the user can choose or enter a value in the attribute field at the device. When this option is selected, the corresponding Show option must also be selected. The order in which the attributes appear on the Attributes screen. This option is only available if the Show option is selected for the attribute. The default value for the attribute that is displayed on the Attributes screen. Depending on the configuration of the attribute in Documentum, you can select or enter a value. If the User Modify option is selected, the user at the device is able to enter or select another value by the same method. The software evaluates each attribute and displays an error message if it is not configured correctly. For example, you cannot configure a required attribute without a default value unless Show and Modify are also selected. The OK button is disabled until all errors are resolved

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 (see page 20). 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 EMC Documentum > Properties. 2 On the Display tab, specify the Image and Label settings. 3 On the Destinations tab, click New. The 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 and select a repository for the new destination. 5 Under Authentication, enter the user name, password, and domain for the destination and then click Test. If the test is successful, Type, Location, Doctypes, and OK become active. 6 Select Logon As as the Type. This ensures that the user at the device does not see the Logon screen. 7 Under Location, select Specific Cabinet/Folder, select the path to the location, and verify that Enable Home Cabinet, Enable Subscriptions, and Allow subfolder navigation are not selected. With only one storage location, the user does not see the Location screen. 8 Under Doctypes, select a single doctype and then specify a default file format. This ensures that the user at the device does not see the Document screen. 9 Make sure that the attributes of the doctype you select are not set to Show. Also make sure that any required attributes have a default value. This ensures that the user at the device does not see the Attributes screen. 10 Click OK to return to the Destinations tab. 11 Click Save, select or specify the profile name and then click Save. 12 In the console tree, select EMC Documentum > Services. 13 Configure the connector services. Do not select User modify for any of the Document Settings. 14 Click Save, select the profile name and then click Save.

23 ecopy Connector for EMC Documentum 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 EMC Documentum lets you scan documents directly into your EMC Documentum content management system using different, configurable scanning workflows. When you install the connector and configure and activate a connector profile on an ecopyenabled device, a EMC Documentum button is added to the main ecopy ShareScan OP screen. Before using a connector, review the Quick Reference to using a ShareScan OP connector 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 EMC Documentum follows the simple workflow used by all ecopy Add-On Connectors: Scan Preview Authenticate Navigate Index Store

25 ecopy Connector for EMC Documentum 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 Documentum. 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). If you selected User Modify as an option under Document Naming in Connector Services, the Output File Name screen appears. 4 Enter a name for the scanned document and press Next. 1 Delivery button Scan More 2 3 Document Settings

27 ecopy Connector for EMC Documentum Administrator s Guide 23 Authenticate 1 The Destinations screen displays a predefined list of available EMC Documentum 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, then press Next. The Document screen opens and displays the document types that can be stored using this connector. 3 Select the Type and the file Format in which you want to store the document, then press Next

28 24 Using the connector Navigate 1 If you configure the connector to allow navigation of the entire repository, or you specify a cabinet, or folder and select Navigate subfolders, the Location screen appears. Use any of the following features to navigate to the storage location for your scanned document: 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 location that is not displayed in the list, enter the name of the location in the search box and press the name when it appears. Or, if your connector is installed on a device with an embedded client, press Destination and enter the name of the destination, then press OK. If the connector is configured to allow you to store documents in your Home Cabinet, press Home Cabinet to set your Home Cabinet as the starting point for your location search. You can then navigate through your Home Cabinet and select a storage location. If the connector is configured to allow you to store documents to your Subscriptions, you can press Subscriptions to display a list of locations to which you subscribe. Press Browse to navigate through all the folders in the Destination you selected. Press the Folder Up icon to return one level up in the folder structure. 2 When you have selected the storage location within the Destination, press Next. 1 Search box 2

29 ecopy Connector for EMC Documentum Administrator s Guide 25 Index and Store 1 If the Attributes window opens, enter or select the appropriate index attribute information in the available fields. 2 When you have entered the information, press Next or Send. After the connector successfully sends the document to the storage destination, select one of the post-scanning options. 1 2 If there are more usermodifiable 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.

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.