Front-Office Server 2.7
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1 KOFAX Front-Office Server 2.7 Administrator s Guide
2 Kofax, Inc., 15211Laguna Canyon Road, Irvine, California 92618, U.S.A. All rights reserved. Use is subject to license terms. Third-party software is copyrighted and licensed from Kofax s suppliers. For information on third-party software included in this product, see KFSTHIRDPARTYLICENSEREADME.txt. This product is protected by U.S. Patent No. 6,370,277. THIS SOFTWARE CONTAINS CONFIDENTIAL INFORMATION AND TRADE SECRETS OF KOFAX, INC. USE, DISCLOSURE OR REPRODUCTION IS PROHIBITED WITHOUT THE PRIOR EXPRESS WRITTEN PERMISSION OF KOFAX, INC. Kofax, the Kofax logo, VirtualReScan, the VRS VirtualReScan logo, and VRS are trademarks or registered trademarks of Kofax, Inc. in the U.S. and other countries. All other trademarks are the trademarks or registered trademarks of their respective owners. U.S. Government Rights Commercial software. Government users are subject to the Kofax, Inc. standard license agreement and applicable provisions of the FAR and its supplements. You agree that you do not intend to and will not, directly or indirectly, export or transmit the Software or related documentation and technical data to any country to which such export or transmission is restricted by any applicable U.S. regulation or statute, without the prior written consent, if required, of the Bureau of Export Administration of the U.S. Department of Commerce, or such other governmental entity as may have jurisdiction over such export or transmission. You represent and warrant that you are not located in, under the control of, or a national or resident of any such country. DOCUMENTATION IS PROVIDED AS IS AND ALL EXPRESS OR IMPLIED CONDITIONS, REPRESENTATIONS AND WARRANTIES, INCLUDING ANY IMPLIED WARRANTY OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE OR NON-INFRINGEMENT, ARE DISCLAIMED, EXCEPT TO THE EXTENT THAT SUCH DISCLAIMERS ARE HELD TO BE LEGALLY INVALID.
3 Contents How to Use This Guide...7 Introduction...7 Additional Documentation and Resources...7 Kofax Front-Office Server Installation Guide...7 Multifunction Peripheral (MFP) Administrator Guides...8 Kofax Front-Office Server Configuration Guide for Kofax Capture...8 Help for Kofax Front-Office Server Applications...8 Release Notes...8 Training...8 Technical Support...8 Overview...9 Stopping and Restarting Kofax Front-Office Server...9 About File and Folder Locations in this Guide...9 When Enabling Security with SSL...9 Identifying the URLs for Kofax Front-Office Server Applications...10 Using the Administration Console...11 Starting the Administration Console...11 Registration and Licensing...12 Connecting to Directory Services...12 Connecting to Active Directory...13 Connecting to LDAP...13 To Disconnect from Directory Service...13 Identifying Internal and Linked Users...14 Internal Users...14 Linked Users...14 Linked Users from Non-Default Domains...14 Viewing Logs...15 Purging the Log Entries...15 Backing Up and Restoring...15 Departmental Configurations...15 Enterprise Configurations...17 Configuring Kofax Front-Office Server Destination Types...18 Configuring Folders for the Network Location Destination...18 Sending Documents through the Web Client...18 Using Shared Folders with MFP Global Shortcuts...18 Kofax, Inc. 3
4 Contents Changing the Location of the Master Configuration File...19 Changing the Locations for Scanned Images and Inboxes...19 Configuring a Watched Folder...21 Sharing a Watched Folder...21 Specifying the Watched Folder Path...21 Example of Setting Up a Watched Folder...22 Managing Free Drive Space...23 Blocking Requests when Drive Space is Limited...23 Changing the Host Name...24 Defining the Page Size for the Web Client List of Documents...24 Setting Up to Scan Directly from the Web Client...24 Setting Up to Scan with a Certified Scanner...25 Setting Up the Scanner...26 Setting Up the Appropriate Security Policy for an Enterprise...27 Setting Up the Appropriate Security Policy on a Client Workstation...29 Setting Up a Scanner Profile...30 Setting Up to Use a Kofax Document Scan Server...32 Changing the Default VRS Settings for Document Scan Server...33 Configuring Retries for Failed Scan Jobs...33 Configuring Database Retries...34 Configuring Retries to Storage Destinations...34 Changing the Database Credentials and Encrypting the Password...35 Tracking Document Activity...36 Retrieving Information from the Embedded Database: Examples...36 Accessing the Embedded Database...36 Retrieving All Scan Jobs...37 Purging the Database...37 Enterprise Installations...37 Departmental Installations...37 Customization...38 Using Custom Validation and Enhanced Field Lookup...38 Kofax Fax Connector...39 Fax Destination...39 Lookup List for Send , Fax, and Kofax Capture Destinations...39 Database Table Lookup...40 Active Directory or LDAP Lookup...41 Contacts List Lookup...41 Setting Up Queuing in Kofax Front-Office Server Web Client...42 Using the DesQueueDefinition.xml File...42 Elements and Attributes of the DesQueueDefinition.xml...43 QueueSet Element (Required)...43 CustomFields Element (Required) Kofax, Inc.
5 Contents CustomField Element (Required)...44 Queues Element (Required)...45 Queue Element (Required)...45 Filters Element (Required)...45 Filter Element (Optional)...46 Roles Element (Required)...47 Role Element (Required)...47 Process of Setting Up a Queue...47 Planning Your Queue Setup...48 Making Sure Roles Exist in the Administration Console...49 Defining Queues in the DesQueueDefinition.xml File...50 Viewing Kofax Queue, Queue Sets, and Queues...51 Setting Up Queue Shortcuts in the Administration Console...52 Setting Up Queues: Example Planning Queue Setup: Example Making Sure Roles Exist in the Administration Console: Example Defining Queues in the DesQueueDefinition.xml File: Example Viewing Kofax Queue, Queue Sets, and Queues: Example Setting Up Queue Shortcuts in the Administration Console: Example Setting Up Queues: Example Considerations When Setting Up or Modifying Queues...59 About the Queue Schema File...59 Troubleshooting...60 Firefox...60 Remembered Password Used in the Administration Console...60 Missing Cursor...60 Destinations...60 Problems Sending Documents to Destinations...60 Coversheets...60 Problems with Coversheets...60 Kofax Capture...61 Limitations in Value Lists In Kofax Capture...61 Problems Transferring Large Image Files to Kofax Capture...61 Index...63 Kofax, Inc. 5
6 Contents 6 Kofax, Inc.
7 How to Use This Guide Introduction This guide is intended to be used by the administrator who will configure and maintain the Kofax Front-Office Server installation. This guide assumes that you have a thorough understanding of application servers, Internet technologies and Web servers, your network configuration, and destination types (such as Kofax Capture) that you will use with Kofax Front-Office Server. Additional Documentation and Resources In addition to this guide, Kofax Front-Office Server includes the following documentation. Except for the Help and release notes, you can select to view any of the documentation by opening guides.html on the installation media root or \Documentation\KFSguides.html after installation. Figure 1. Guides Page Kofax Front-Office Server Installation Guide Refer to the installation guide for instructions on planning and installing Kofax Front-Office Server. The guide is located in the root of the installation media, and is installed with the software in the \Documentation folder. Kofax, Inc. 7
8 Multifunction Peripheral (MFP) Administrator Guides These guides show how to make Kofax Front-Office Server features available on MFP front panels. The MFP administrator guides are in the \setup\guides folder on the installation media. They are also installed with the software in the \Documentation\Guides folder. Kofax Front-Office Server Configuration Guide for Kofax Capture This guide shows how to connect Kofax Front-Office Server with Kofax Capture. This guide is in the \setup\guides folder on the Kofax Front-Office Server installation media. It is also installed with the software in the \Documentation\Guides folder. For instructions on using Kofax Capture, refer to the Kofax Capture guides and Help. Help for Kofax Front-Office Server Applications Kofax Front-Office Server Web Client (referred to as the Web Client) and Kofax Front-Office Server Administration Console (referred to as the Administration Console) have Help that describes how to use the application. Each Help system has a table of contents, index, and full-text search to assist you in finding information. To view the Help from the application, click the Help button. The Help appears in a separate browser window. You can also view the Help when you are at the server by selecting Start Programs Kofax Documentation and then the Help system. Release Notes Late-breaking product information is available from the release notes. Read the release notes carefully, because they contain information that may not be included in other Kofax Front-Office Server documentation. Documentation for Deprecated Features Documentation for deprecated features is provided for your reference. It is recommended that you use the new features, as indicated in the release notes. Deprecated features are retained in the product for backward compatibility. These features may be removed in a future release. For information about deprecated features and the new features to use instead, refer to the release notes. Training Kofax offers both classroom and computer-based training that will help you make the most of your Kofax Front-Office Server solution. Visit the Kofax Web site at for complete details about the available training options and schedules. Technical Support For additional technical information about Kofax products, visit the Kofax Web site at and select an appropriate option from the Support menu. The Kofax Support pages provide product-specific information, such as current revision levels, the latest drivers and software patches, online documentation and user manuals, updates to product release notes (if any), technical tips, and an extensive searchable knowledgebase. 8 Kofax, Inc.
9 The Kofax Web site also contains information that describes support options for Kofax products. Please review the site for details about the available support options. If you need to contact Kofax Technical Support, please have the following information available: Kofax Front-Office Server software version and build number Operating system and service pack version MFP or scanner make and model Kofax Front-Office Server version Destination type name, version, and configuration Special/custom configuration or integration information Overview Kofax Front-Office Server enables documents from a variety of sources, including multifunction peripherals (MFPs), to be delivered to content management systems, servers, and other destinations. You can install Kofax Front-Office Server on a single server or in a load-balanced cluster of multiple servers for maximum availability and scalability. Stopping and Restarting Kofax Front-Office Server You may need to stop and restart Kofax Front-Office Server when changing the files in the \conf folder or for routine maintenance. The process depends on which installation and configuration you use, and the instructions are in the installation guide. About File and Folder Locations in this Guide Some files and folders are installed in different locations. For example, many configuration settings can be edited in the various files located in the \conf folder. By default, these files are located in C:\Program Files\Kofax\Front-Office Server\Avalin\jboss\server\avalin\conf. In the rest of this guide, references will be to use just the folder names (such as \conf or \log) without the additional path details. When Enabling Security with SSL By using a self- or CA-signed SSL certificate for your active directory environment, you enable security when transmitting data to and from Kofax Front-Office Server. The use of an SSL certificate encrypts, and thereby protects, the transmission of sensitive data, such as passwords. Tip If you use the DSA algorithm when creating a self-signed certificate for use with SSL, users will not be able to connect to the HP MFP. To use SSL with the HP, you must create the certificate using the RSA algorithm. We recommend you use the RSA algorithm when generating self-signed certificates. Kofax, Inc. 9
10 In preparing to enable security with SSL, note the following: Kofax Front-Office Server ships with a default self-signed SSL certificate, with the file avalin.keystore which specifies avalin as the host name for the installation. The avalin.keystore file is located in the \conf folder. You can replace the file avalin.keystore, using the same file name to ensure a smooth implementation and to avoid having to edit other server and/or network properties. If replacing the file avalin.keystore using the same file name, note the following: Keystore password = avalin Host name = The full name for the server where Kofax Front-Office Server is installed. For example: or Server01. Key password = avalin Kofax Front-Office Server by default uses port 8443 for the secured transmittal of encrypted data. The URL for accessing the Administration Console or the Web Client requires https instead of http. For more information, see Identifying the URLs for Kofax Front-Office Server Applications. Identifying the URLs for Kofax Front-Office Server Applications Provide all users of Kofax Front-Office Server applications with the URL they need to connect to them from a Web browser. For Kofax Front-Office Server Administration Console, type the URL as follows: If security is not enabled with an SSL certificate: If security is enabled with an SSL certificate: For Kofax Front-Office Server Web Client, type the URL as follows: Where: If security is not enabled with an SSL certificate: If security is enabled with an SSL certificate and you are not using WebScan: If security is enabled with an SSL certificate and you are using WebScan: server is the IP address or host name of: The computer with a departmental installation of Kofax Front-Office Server An NLB cluster or IIS server in an Enterprise installation servername is the host name of: The computer with a departmental installation of Kofax Front-Office Server An NLB cluster or IIS server in an Enterprise installation 8443 is the port used by Kofax Front-Office Server for transmitting secure data. 10 Kofax, Inc.
11 Note the following: In the URL, KFSAdmin and KFSWebClient may be typed in all uppercase or all lowercase, as in these examples: You can omit the Web Client portion of the URL to start Kofax Front-Office Server Web Client, as in this example: You can also run Kofax Front-Office Server applications from the server where Kofax Front-Office Server is running. Open a Web browser and enter the full URL as shown above, but use localhost as the server host name. You can also select a command to start an application by selecting Start Programs, Kofax Front-Office Server and then the application. Note Before running any of the applications, complete the installation and make sure that Kofax Front-Office Server has started. When you start an application, its Log On page appears. Enter the user name and password. Passwords are case-sensitive. Using the Administration Console Use the Administration Console to add internal users and to link to directory services users, to link to directory services groups, to create and assign roles, to install licenses, to add MFPs, to create global shortcuts, to deploy profiles of shortcuts to MFPs, and to perform other server administration tasks. This section shows you how to start the Administration Console and perform initial setup and registration. For full instructions on using the Administration Console refer to its online Help. Starting the Administration Console You can start the Administration Console from the server or from any computer that can connect to the server where Kofax Front-Office Server is installed. Before starting the Administration Console, do the following: Make sure that the Web browser is certified by Kofax Front-Office Server. Enable the browser to use cookies and JavaScript. Make sure that Kofax Front-Office Server has been properly installed and is running. To start the Administration Console 1 Start the Administration Console by doing either of the following: Open a certified Web browser and type the URL for Kofax Front-Office Server Administration Console. For the URL, refer to Identifying the URLs for Kofax Front-Office Server Applications on page 10. If you are at the server, select Start Programs Kofax Kofax Front-Office Server Administration Console. The the Administration Console Log On page appears (Figure 2). Kofax, Inc. 11
12 Figure 2. The Administration Console Log On Page Tip Bookmark the the Administration Console Log ON page to make it convenient to start it each time. 2 Type the user name and password of the administrator you defined during installation. Passwords are case-sensitive. After you have logged on successfully, the Administration Console appears (Figure 3). Figure 3. The Administration Console Expand the nodes in the menu on the left to add users and perform other Kofax Front- Office Server management tasks. Registration and Licensing Kofax Front-Office Server is installed with an evaluation license. For production use, delete the evaluation license and install the license file that you received from Kofax. Refer to the Administration Console Help for instructions. Connecting to Directory Services This section contains information about connecting to Active Directory or LDAP directory services. If you don t want to connect to a directory service, see To Disconnect from Directory Service. If you disconnect, all users must be added in the Administration Console as internal users maintained in the embedded database, and the Groups security option will be unavailable. Once you are connected to your directory service, you can use the Administration Console to manage users, groups, and roles. See the Administration Console Help for instructions. 12 Kofax, Inc.
13 Warning Before deleting a linked user from directory services, make sure that user s Kofax Front- Office Server Web Client Inbox is empty. Connecting to Active Directory By default, Kofax Front-Office Server will connect to Active Directory in the domain, and will use the account used to run the KofaxServer service. Departmental installation can use the Local System account, which is the predefined local account used by the service control manager, and which has unrestricted access to Active Directory Domain Services. Enterprise installations require a domain user, which is specified during installation. The following conditions apply when using an Active Directory connection: The computer running Kofax Front-Office Server must be on the Windows domain where the Active Directory server is running. The KofaxServer service must be run using either a domain user (Enterprise or Departmental installations) or the Local System account (Departmental installations). For a directory services user to log on to the Administration Console or the Web Client, the samaccount name, not the common name, must be used. There is no way to configure authentication using common name. Connecting to LDAP To connect to your LDAP server, you must configure the \conf\avalin_security.properties file and restart Kofax Front-Office Server. To configure an LDAP server connection 1 In the \conf folder, locate the avalin_security.properties file and open it in a text editor. a Comment out the property: #type=activedirectory b Uncomment the property: type=ldap 2 Edit the url property to change localhost to the LDAP computer. 3 Following the commented information in the file, change any other properties to reflect your configuration, including whether you want users to log on using the common name (the default) or uncomment useattrasusername=samaccountname. 4 Save the file. 5 Stop and restart Kofax Front-Office Server. Restarting encrypts the password and obfuscates the password in the properties file. To Disconnect from Directory Service To disconnect from directory services, you must configure the \conf\avalin_security.properties file and restart Kofax Front-Office Server. To disconnect from directory services 1 In the \conf folder, locate the avalin_security.properties file and open it in a text editor. a Comment out the property: Kofax, Inc. 13
14 b #type=activedirectory or #type=ldap Uncomment the property: type=none 2 Save the file. 3 Stop and restart Kofax Front-Office Server. Identifying Internal and Linked Users In the Administration Console, you can add internal users whose data is stored in the embedded database, and you can also link users from a directory service. For example, for Active Directory, a user can come from the default, child, or trusted domains. For LDAP connections, the list of external users is based on how you configured the conf\avalin_security.properties file. All users are identified and authenticated based on the following: In the Administration Console and the Web Client and MFP log on: domain (optional), user name, password At the MFP for Send to KFS Inbox: domain (optional) and user name Internal Users Internal users are not associated with a domain, so any user name that does not include the domain will be checked against internal users first. Linked Users Linked users from the default domain can omit the domain when logging on to the Administration Console, the Web Client, or when sending to KFS Inbox from an MFP. For example, user DefaultDomain\mjames can log on simply as mjames. Special Case: When User Name and Password are the Same If a linked user on the default domain is also an internal user with the same password, and the domain is not included in the log on, the internal user will always be used. To be recognized as the linked user, the log on would have to include the domain, such as DefaultDomain/mjames. Note For LDAP connections, the domain name external is used, so the log on would be external\mjames Linked Users from Non-Default Domains For linked users on the non-default domains (child or trusted), the domain must always be included as part of the user name. 14 Kofax, Inc.
15 Viewing Logs To view the logs, you can do either of the following: Use the Administration Console to view the server and console logs. You can filter the display of messages and delete them. Open the log files in a text editor. The files are located in the \log folder in \Avalin\jboss\server\avalin. To filter the messages that get included in the log files located the \log folder, locate the \conf\log4j.xml file. Edit the log4j.xml file in a text editor. For information about working with a log4j file (version 1.2), see the following Web site: logging.apache.org/log4j. Purging the Log Entries Old log entries should be purged periodically to prevent the Kofax Front-Office Server database from growing too large and affecting performance. By default, log entries are purged after they remain in the log for 10 days. You can specify a threshold for removing entries (such as removing entries older than three days), or you can disable the automatic purge. To purge log entries or disable purging 1 In the \conf folder, locate the log_purge.properties file and open it in a text editor. 2 Edit the property values to your specifications. See the comments in the file for instructions. 3 Save the file. 4 Stop and restart Kofax Front-Office Server for the new values to take effect. Backing Up and Restoring This section provides instructions for backing up and restoring Departmental and Enterprise configurations. Departmental Configurations This section provides instructions for gathering backup data and restoring a Departmental configuration. You may want to back up important data before upgrading, and regularly to be able to restore a failed system to a certain state. Make sure that you have your original Kofax Front-Office Server installation media (or installation media of the same version) before proceeding. To backup data 1 Make a record of the following: The password of the postgres user account that Windows uses to start the database service. This is the password you supplied on the Database Configuration screen of the Installer. The user name and password of the database administrator account. This is the user name and password you supplied on the Database Administrator screen of the Installer. The user name and password of the initial administrator account. This is the user name and password you supplied on the Initial Administrator screen of the Installer. Kofax, Inc. 15
16 2 Create backup copies of the folders \Avalin, \Resources, and \PostgreSQL at the root of the Kofax Front-Office Server installation. 3 Verify that the backup was successful, and store in a safe location. With the backup data gathered, you can proceed with the restore. To restore Kofax Front-Office Server 1 Remove the non-functional Kofax Front-Office Server installation from the computer. This can be done by uninstalling the software or restoring the computer a state before Kofax Front-Office Server was installed. Be sure that all Kofax Front-Office Server software is removed from the computer. 2 Install the same version of Kofax Front-Office Server as you previously backed up, because the installer versions must match. If possible, install to the same path as the original installation. As you install, enter the information you entered during the original installation: Password for the database service account User name and password for the database administrator User name and password for the initial administrator 3 In the Services console, stop the following services: PostgresSQL Database Server 8.2 KofaxServer 4 If this is a 32-bit computer with the Kofax Server Monitor running in the system tray, right-click the icon and select Exit. 5 In the folder where you installed Kofax Front-Office Server, delete the following folders: \Avalin \Resources \PostgreSQL 6 Copy the \Avalin, \Resources, and \PostgreSQL folders from the backup data to the folder where you installed Kofax Front-Office Server. 7 Change the permissions for the following folders: Set Security permissions of the \PostgreSQL folder to grant Full Control to the Windows postgres user. Set the Security permissions of the \Avalin and \Resources folders to grant Full Control to the Windows SYSTEM user. 8 Skip this step if your shared folder where the \Inbox and \scanjobs are located was not in one of the folders copied in the backup. Share the folder where the \Inbox and \scanjobs are located, and set the Share name as KFS. Set the Security permissions to grant Full Control to the Windows SYSTEM user. Important If the new installation root folder is not the same path as the previous one, be sure to change the \runonce folder property in the avalin_startup_deployer.properties in the \conf folder before you restart the services in the next step. 9 In the Services console, start the following services: PostgresSQL Database Server 8.2 KofaxServer 16 Kofax, Inc.
17 10 On 32-bit computers, you can display the Kofax Server Monitor in the system tray by selecting Start Programs Kofax Kofax Server Monitor. Enterprise Configurations This section provides instructions for gathering backup data and restoring an Enterprise configuration. You may want to back up important data before upgrading, and regularly to be able to restore a failed system to a certain state. Make sure that you have your original Kofax Front-Office Server installation media (or installation media of the same version) before proceeding. To backup data 1 Make a record of the location of the shared folder. You can find the share path in the SharedFolder.properties file in the \conf folder. 2 Create backup copies of the folders \Avalin and \Resources at the root of the Kofax Front-Office Server installation. 3 Verify that the backup was successful, and store in a safe location. To restore Kofax Front-Office Server 1 Remove the non-functional Kofax Front-Office Server installation from the computer. This can be done by uninstalling the software or restoring the computer a state before Kofax Front-Office Server was installed. Be sure that all Kofax Front-Office Server software is removed from the computer. 2 Install the same version of Kofax Front-Office Server as you previously backed up, because the installer versions must match. If possible, install to the same path as the original installation. As you install, enter the same path to shared folder. 3 In the Services console, stop the KofaxServer service. 4 If this is a 32-bit computer with the Kofax Server Monitor running in the system tray, right-click the icon and select Exit. 5 In the folder where you installed Kofax Front-Office Server, delete the \Avalin and \Resources folders. 6 Copy the \Avalin and \Resources folders from the backup data to the folder where you installed Kofax Front-Office Server. 7 Skip this step if your shared folder where the \Inbox and \scanjobs are located was not in one of the folders copied in the backup. Share the folder where the \Inbox and \scanjobs are located, and set the Share name to the share folder property in the SharedFolder.properties file in the \conf folder. For example, in the following example the Share name would be KFSshares. share=//myserver04/kfsshares Set the Security permissions on the share to grant write permission to the user account that runs the KofaxServer service. Important If the new installation root folder is not the same path as the previous one, be sure to change the \runonce folder property in the avalin_startup_deployer.properties in the \conf folder before you restart the services in the next step. 8 In the Services console, start the KofaxServer service. Kofax, Inc. 17
18 9 On 32-bit computers, you can display the Kofax Server Monitor in the system tray by selecting Start Programs Kofax Kofax Server Monitor. Configuring Kofax Front-Office Server Destination Types The following destination types are deployed with Kofax Front-Office Server installation: Kofax Capture Network Location to send documents to a network folder Kofax Queue to send documents to a queue To configure Kofax Front-Office Server for additional destinations, refer to the configuration guides provided for each destination. You will find the configuration guides in the following folders: The \Documentation\Guides folder in the installed location The \setup\guides folder on the installation media You must enable destination types before they can be available to Kofax Front-Office Server users. Use the Administration Console to enable destinations. Refer to Using the Administration Console on page 11 and the Administration Console Help for instructions. To set up queues, refer to Setting Up Queuing in Kofax Front-Office Server Web Client on page 42. Configuring Folders for the Network Location Destination Folders used as Network Location destinations can be on any computer available to Kofax Front- Office Server or shared storage such as Microsoft Cluster Service nodes. The folders must be shared, and users must have Change permissions. Refer to the Windows documentation for information about setting up user accounts and sharing folders. Users can then send documents to these folders through Kofax Front-Office Server Web Client or from or personal shortcuts on the MFP front panel. Additional steps are needed to configure folders to be used for global shortcuts. Note If users receive an Invalid login. Please try again error when releasing a document to a network folder, make sure that you have granted those users Read permissions for that folder. Sending Documents through the Web Client In the Web Client, users must use the Lookup button the first time they use a folder on a computer. They are prompted to log on if they have not established credentials with a computer or if their password has changed. If they type the path in the Destination field without establishing credentials, they will receive a logon failure. For more information about sending documents to a network folder, refer to the Web Client Help. Using Shared Folders with MFP Global Shortcuts If you plan to use a shared folder for a global shortcut on the MFP front panel, you need to associate the credentials of a user with folder access rights to the shortcut. For information about setting up global shortcuts, refer to the the Administration Console Help. 18 Kofax, Inc.
19 Changing the Location of the Master Configuration File During installation a shared folder is specified or created, and the file MasterConfig.properties is created in the root of the share. This file contains several properties that are used by other Kofax Front-Office Server components (for example, the migration utilities and the IIS component installer), so the components need to be able to find MasterConfig.properties when they are run. How do the components find the file? The SharedFolder.properties file in the \conf folder contains the share property, whose value for share is the location of the share specified or created during installation. Anytime after installation, you can specify a different location for the shared folder to contain the file. Before changing the location, create the share noting the following: Make sure that the user account that runs the KofaxServer service has read/write access to the folder you specify. If you want to limit access, add the service user account as a user for that shared folder. For information about locating and changing the service user account, refer to Example of Setting Up a Watched Folder on page 22. Make sure that the folder is configured for read and write access. Selecting a read-only folder can cause program errors. Note the full UNC path, a full drive letter path from a local drive, or a path that is relative to the \bin folder. Mapped network drives are not certified. If you have clustered storage in a highly available environment, you can use Microsoft Cluster Service to create a file share accessible through a UNC path and specify the clustered storage. Important Do not remove the shared folder or the \scanjobs or \Inboxes folders that may be in the share. A description of those folder s use and instructions on changing their location are in the next section Changing the Location of the Master Configuration File. To change the location of MasterConfig.properties 1 In the \conf folder, locate the SharedFolder.properties file and open it in a text editor. 2 Locate the property share, and enter the value in the appropriate format: UNC path to the folder in //server/share name format. A local drive on a server running Kofax Front-Office Server. Use forward slashes, such as C:/folder. 3 Save the file. 4 Copy the file to the \conf folder on each machine in a cluster. 5 Stop and restart Kofax Front-Office Server on each machine in the cluster. Changing the Locations for Scanned Images and Inboxes During installation a shared folder is specified or created, and the following folders are created in the shared folder: The \scanjobs folder is used to store scanned images. The images are deleted when a workflow process has been successfully started to send the images to the appropriate location. The \Inboxes folder contains a folder for each user s the Web Client inbox. The Inboxes folder is actually created when the first user logs on to the Web Client. In addition, the MasterConfig.properties file is created in the root of the share. Kofax, Inc. 19
20 Anytime after installation, you can specify a different location for these folders. Before changing the location, do the following: Make sure that the user account that runs the KofaxServer service has read/write access to the folders you specify. If you want to limit access, add the service user account as a user for that shared folder. For information about locating and changing the service user account, refer to Example of Setting Up a Watched Folder on page 22. Make sure that the folder is configured for read and write access. Selecting a read-only folder for scanned images and inboxes can cause data loss. Make sure that there are no documents in any user s Inbox. Changing the folder while there are documents in any Inbox can corrupt data. Specify a full UNC path, a full drive letter path from a local drive, or a path that is relative to the \bin folder. Mapped network drives are not certified. If you have clustered storage in a highly available environment, you can use Microsoft Cluster Service to create file shares accessible through a UNC path and specify the clustered storage. Important Do not remove the shared folder or the MasterConfig.properties file that is in the root. A description of the file s use and instructions on changing the location of the file are in the previous section Changing the Location of the Master Configuration File. To change the locations for storing scanned images and inbox folders 1 In the \conf folder, locate the shared_resources.properties file and open it in a text editor. 2 Locate the following properties: scanjobsdir inboxdir 3 If you want to change the scan jobs storage location, change the value after scanjobsdir to the path you want to use for the folder in the appropriate format: UNC path to the folder in //server/folder name format. A local drive on a server running Kofax Front-Office Server. Use forward slashes, such as C:/folder. For example, if you want to use the share tempscans folder on the KFS1 server for scan job storage, you would change the scanjobsdir property as follows: scanjobsdir=//kfs1/tempscans 4 If you want to change the location of user \Inboxes folders, change the value after inboxdir to the path you want to use. Use a UNC or a mapped local or network drive path as shown for scanjobsdir. For example, if you want user inbox folders to be stored on the KFS1 server in a folder with the share name KofaxShare, you would change the line as follows: inboxdir=//kfs1/kofaxshare Note The \Inboxes folder is automatically appended to the path you specify when the first user logs on to the Web Client. Thus, on the KFS1 server, user Inbox folders are found in \KofaxShare\Inboxes. As another example, if you wanted to use drive Z on the Kofax Front-Office Server, you would change the line as follows: inboxdir=z: 5 Save the file. 20 Kofax, Inc.
21 6 Copy the file to the \conf folder on each machine in a cluster. 7 Stop and restart Kofax Front-Office Server on each machine in the cluster. Configuring a Watched Folder Note The watched folder feature is deprecated in Kofax Front-Office Server 2.7. In the Web Client, users can select a watched folder for bringing documents into their Inbox. Files that are copied into the folder are automatically imported into the Web Client. Each user can select a folder on a network share or on that user s local computer. Users can select a watched folder in the Web Client, but users will need your help to assign the Input Watcher permission, and to share the folder and set the proper permissions. This section provides guidelines and a sample procedure. Refer to the Windows documentation for more information about performing these procedures. Refer to the the Web Client Help for instructions on selecting a watched folder. Sharing a Watched Folder Do the following to enable the use of watched folders: In the Administration Console, assign users and groups who will use the watched folder to a role that has Input Watcher as an associated KFS Web Client permission. Set up the watched folder as a shared folder so that files can be copied into it from users and services such as fax importers. Grant the user accounts Full Control permissions. You can limit access to only the user accounts that need it. If the watched folder is on a system other than the server, change the user account used to run the KofaxServer service to one that has access to the shared folder. You need to restart Kofax Front- Office Server after changing the user account. If users want to use a folder on their local computer, have them do the following: Make sure that their computer is on the same domain as Kofax Front-Office Server. The watched folder cannot be on a different domain. Share the folder so it is accessible by the user account that runs the KofaxServer service. If they want to limit access, have them add the appropriate user account as a user for that shared folder. Grant at least Read permissions to the appropriate user account. If users want to delete documents automatically after they have been successfully uploaded, also have them grant Modify permissions to the user account. Specifying the Watched Folder Path When users specify the watched folder in the Web Client, they must specify a UNC path or a local path on the server. If users want to use a shared folder on their computer, they need to use a UNC path to their shared folder. Kofax, Inc. 21
22 Important To prevent two users from watching the same folder, have all your users enter the UNC path using either the host name or the IP address of the machine where the shared folder is located. This allows Kofax Front-Office Server to notify a user when the path being entered is already watched by another user: if a UNC path using host name is entered for one user and another use enters the same path using the IP address, both users will end up watching the same folder. Example of Setting Up a Watched Folder This section provides an example of how to set up a watched folder on a user s local computer. For this example, the user s computer name is accounting1, and the folder that the user wants to share is invoices. The user wants to limit access to only the KofaxServer service user account and to delete documents automatically after they have been successfully uploaded. To set up a watched folder 1 On the server, change the user account for the KofaxServer service from the local system account to a user account that can also access the accounting1 computer. Do the following: a Select Administration Tools Services. Depending on the version and configuration of Windows, the Administration Tools are in Control Panel or Programs. b Locate KofaxServer in the Services console. c Right-click KofaxServer and select Properties. d Click the Log On tab. 2 Under Log on as, select This account. Select the user account and type the password for it. Click OK. 3 Right-click KofaxServer and select Restart. When KofaxServer service restarts, close the Services console. 4 On the user s computer, right-click the invoices folder and select Properties. 5 Select the Sharing tab and complete it as follows: a Select Share this folder. The Share name field displays invoices as the default name. Users can change this field, if desired. b Click Permissions. The Permissions for invoices window appears. c Click Add. The Select Users or Groups window appears. d In the Enter the object names to select field, type the user account for the KofaxServer service and click Check Names. You may need to click Locations and change to the domain of the user account. When you have selected the user account, click OK. The Select Users or Groups window closes, and the user account appears in the Permissions for invoices window under Group or user names. e Select the user account for KofaxServer. The permissions that are currently assigned to the user are selected. f In the Allow column, select the box for Modify. This enables Kofax Front-Office Server Web Client to delete documents after they have been uploaded successfully to the Inbox. g Click OK to close the Permissions for invoices window. 6 Click the Security tab and add the KofaxServer service user as follows: 22 Kofax, Inc.
23 a b Click Add. The Select Users or Groups window appears. Add the KofaxServer service user account as shown in step 3d. The KofaxServer user account appears under Group or user names. c Select the user account for KofaxServer. The permissions that are currently assigned to the user are selected. d In the Allow column, select the box for Write and make sure that the Read permission is also selected in the Allow column. e Click OK to close the properties window for the folder. 7 Set up the watched folder in Kofax Front-Office Server Web Client as follows: a Have the user log on to Kofax Front-Office Server Web Client. b Make sure that the Inbox is displayed. If it is not, click Inbox in the Sent & Received panel. c Click Options in the toolbar. The Inbox Options window appears. d Click the Watched Folder tab. e Type \\accounting1\invoices as the path of the folder. Note Always use the UNC path to specify the path to the watched folder instead of specifying a mapped drive. If you attempt to specify a mapped network drive as the path of a watched folder, the following error may occur: The folder path does not exist. Where path is the drive and folder you specified. f g Select an option for deleting documents after they have been successfully uploaded to the Inbox. Click OK. Managing Free Drive Space The Kofax Front-Office Server database expands in size as it accumulates logs and document tracking records. If destination types go offline for a prolonged period of time, requests are queued on the server, which also consumes hard drive space. If the hard drive runs out of space, Kofax Front-Office Server may operate unpredictably. Kofax Front-Office Server automatically blocks requests and suspends folder watching when free drive space reaches a minimum amount. This amount is adjustable. Blocking Requests when Drive Space is Limited When drive space reaches a minimum threshold, Kofax Front-Office Server blocks requests until more drive space is made available. You can adjust this amount by editing the system.resource.checker.properties file. It is located in the \conf folder. Modify the following properties in a text editor: enabled limits check.frequency.millis accept.requests.on.disk.check.error When you have finished modifying the file, stop and restart Kofax Front-Office Server. Kofax, Inc. 23
24 Changing the Host Name The host name of a computer should not be changed after Kofax Front-Office Server has been installed. Changing the host name may cause problems with licensing and connecting to MFPs. You can restore licensing by changing the host name back to the one you used when you licensed Kofax Front-Office Server. The host name of an MFP also should not be changed after it has been added to Kofax Front-Office Server. Because the Administration Console does not recognize that the MFP s host name has changed, it instead recognizes it as a different device. If you add the device with the new host name, the Administration Console will have two records for the same device. Defining the Page Size for the Web Client List of Documents When you are viewing a list of documents in the Inbox or a queue, only a certain number of these documents display at one time, on a page of the list. If the number of documents in the Inbox or queue exceed a defined maximum for a page, you can view additional pages of the list. the Web Client installs with a default page size for the list of documents. If you have a preference, you can change the maximum number of documents to display on a single page of the list. You can set the page to display from 1 to 150 listed documents. To define the page size of the list of documents 1 In the \conf folder, locate the desportal.properties file and open it in a text editor. 2 Edit the following property to specify the desired maximum number documents for a page of the list of documents: paging.page.size For example, to set the maximum number to 25, define the property as follows: paging.page.size=25 3 Save the file. For the change to take effect, users need to log out of and log in to the the Web Client. Setting Up to Scan Directly from the Web Client You can scan directly to your Inbox by doing one of the following: Scanning with a certified scanner connected to a client workstation You can connect a certified scanner to a client workstation installed with VRS 4.2 or the manufacturer s TWAIN driver. Then, using a feature (referred to as WebScan) included in Kofax Front-Office Server Web Client with the installation of Kofax Front-Office Server, you can set up an option that enables you to scan a document directly from the Web Client. To ensure the best image quality, it is recommended that you use WebScan with VRS 4.2. Scanning with a Kofax Document Scan Server You can set up a connection between the Web Client and a Kofax Document Scan Server that is in turn connected to a certified scanner. With this connection set up in the Web Client, you can scan a document directly from the Web Client. 24 Kofax, Inc.
25 For each logged on user, only one of these options can be used at a time. When you have successfully connected to either a certified scanner or Kofax Document Scan Server, buttons for scanning documents are enabled in the Web Client. For a list of certified scanners, see the Kofax Front-Office Server Release Notes or go to the Kofax Web site ( Setting Up to Scan with a Certified Scanner To successfully scan with a certified scanner connected to a client workstation, the following criteria must be met: Internet Explorer 6.0 or 7.0 on the Client Workstation Make sure Internet Explorer 6.0 or 7.0 is available on the client workstation and is used to log on to the Web Client. The setup for and scanning with a connected scanner is not supported with Mozilla Firefox, which will not be supported in the versions of Kofax Front-Office Server past 2.7. Microsoft.NET Framework 2.0 on the Client Workstation If the client workstation is using Windows XP, make sure Microsoft.NET Framework 2.0 is installed. If the client workstation is using Windows Vista, Microsoft.NET Framework 2.0 is not required. Note If you have a later version of Microsoft.NET Framework, use the instructions presented later in this section as described for Microsoft.NET Framework 2.0. Scanner Setup on the Client Workstation Connect a certified scanner to the client workstation. Make sure VRS 4.2 or the manufacturer s TWAIN driver is installed on the client workstation. For more information, see Setting Up the Scanner. Security Policy for Your Enterprise (or the Client Workstation) Make sure the appropriate security policy is set up for your enterprise. For more information, see Setting Up the Appropriate Security Policy for an Enterprise. As an alternative, you can also set up the security policy for an individual client workstation. For instructions, see Setting Up the Appropriate Security Policy on a Client Workstation. However, it is recommended that you set up the security policy for your enterprise. WebScan Role for the Applicable User Assign the role WebScan to each applicable user, including the administrator, in the Administration Console. This assignment is required to enable a user and the administrator to use WebScan. (The administrator role does not automatically enable use of WebScan for the administrator.) For more information about defining and assigning roles, see the the Administration Console Help. Optionally, modify the WebScan role to assign permission to change the scanner settings when using WebScan. Kofax, Inc. 25
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