ecopy Connector for Interwoven WorkSite

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Part Number: 73-00220 (6/2007)

eCopy™ Connector for

Interwoven WorkSite

Version 4.0 for eCopy ShareScan

®

OP

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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, the eCopy logo, eCopyFax, the Simplify logo, the MailRoom logo, eCopy ShareScan OP, eCopy ScanStation, eCopy ScanStation OP, eCopy Desktop, eCopy Quick Connect, eCopy Xpert Compression, UniDoc, SpeedFax, and SpeedPrint are trademarks of eCopy, Inc. ShareScan, Simplify, and MailRoom are registered trademarks of eCopy, Inc.

Interwoven is a trademark of Interwoven, Inc.

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Introduction

. . . 1

About this guide . . . .2

Further information . . . .2

Registering your software . . . .2

Obtaining technical support . . . .2

What’s new in the connector . . . .3

Installing and configuring the connector

. . . 5

Installation prerequisites . . . .6

Installing the eCopy Connector for Interwoven WorkSite . . . .6

Planning and configuring connector profiles . . . .7

Planning your connector configuration . . . .7

Configuring the eCopy Connector for Interwoven WorkSite . . . .8

Defining a scanning destination . . . .11

Configuring an Express connector profile . . . .18

Using the connector

. . . 19

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iv | Table of Contents

List of Tables

TABLE 1. Destinations settings . . . 10

TABLE 2. Authentication settings . . . 12

TABLE 3. Document storage settings . . . 14

TABLE 4. Document Profile settings . . . 16

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eCopy Connector for Interwoven WorkSite Administrator’s Guide | 1

Introduction

The eCopy Connector for Interwoven WorkSite allows users to scan documents directly into the WorkSite library of an Interwoven WorkSite system from an eCopy-enabled device.

In this chapter

■ About this guide . . . 2

■ Registering your software . . . 2

■ Obtaining technical support . . . 2

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2 | Introduction

About this guide

This guide is intended for administrators responsible for the installation and configuration of the eCopy Connector for Interwoven WorkSite. It provides an overview of the connector and how it works with Interwoven WorkSite as well as system requirements, installation instructions and configuration options, and procedures. It also provides an overview of how to use the connector at the scanning device to index and store documents directly to an Interwoven WorkSite content management system.

Further information

The connector documentation set consists of the following documents:

■ eCopy Connector for Interwoven WorkSite Administrator’s Guide: This document. ■ eCopy Connector for Interwoven WorkSite Help: Provides configuration and how-to

information. To access Help, select the connector in the ShareScan OP Administration console tree and then click the Connector Help button.

Registering your software

You must register your software to receive technical support. To do this, visit the eCopy Web site (www.ecopy.com) and click Support > Product Registration. Alternatively, if your software includes an eCopy Standard Support Registration Form, complete the form and return it to eCopy.

Obtaining technical support

Technical support is available to registered users of eCopy software during the warranty period or for the duration of your software support and maintenance agreement. Contact your supplier for details.

The maintenance agreement identifies the service provider. In most cases the dealer or distributor who provided the eCopy product to your organization also provides support. The dealer or distributor provides information about getting assistance for product installation, implementation, and usage. The eCopy Technical Support, Quality Assurance, and Development organizations provide backup support to the network of dealers and distributors. Policies established with each distributor of eCopy products determine how customer inquiries are escalated.

When you open a Technical Support case, your service provider will tell you what identification information you need to provide to validate the status of your support contract.

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What’s new in the connector

New and updated functionality in this version of the connector includes:

■ Expanded Navigation: Significantly improves usability and replicates the user experience

from their desktop including support of:

■ Searching for workspaces and folders.

■ Navigation of the user's entire working environment with the addition of: ■ Document Worklist

■ My Favorites ■ Worksite Explorer ■ Search Folders

■ Improved Authentication: The Logon As option enables you to configure connector

profiles that do not require the user at the device to enter authentication credentials.

■ Improved Index administration: Enables you to pre-configure scanning workflows by:

■ Defining default values for a specified location. ■ Removing Subclass

■ Setting dynamic values for Description and Author

■ Support for multiple destinations: You can create multiple storage destinations and assign

specific storage and attribute values to each destination. The values you assign allow you to control which steps of the Connector Workflow; Preview, Authenticate, Navigate, Index, or Store, are visible to the user at the device.

■ Support for Express connector profiles (see “Configuring an Express connector profile”

on page 18).

■ Support for ShareScan OP 4.0 functionality: The connector uses the full range of

ShareScan OP 4.0 functionality, including updated Connector Services, in particular:

■ Batching: Enables you to create a connector profile that splits a stack of pages into

separate documents. The connector creates a new document after a fixed number of pages, when the file reaches a specified size, or when it finds a blank page.

■ File Naming ■ Blank page removal ■ Document Tracking ■ Improved performance.

For more information on these features, see the eCopy ShareScan OP Installation and Setup

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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 . . . 6

■ Installing the eCopy Connector for Interwoven WorkSite . . . 6

■ Planning and configuring connector profiles . . . 7

■ Configuring the eCopy Connector for Interwoven WorkSite . . . 8

■ Defining a scanning destination . . . 11

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6 | Installing and configuring the connector

Installation prerequisites

The following are the installation prerequisites:

■ Interwoven WorkSite version 8.0, 8.1, or 8.2 ■ eCopy ShareScan OP 4.0 Service Pack 2 or later

Installing the eCopy Connector for Interwoven WorkSite

To install the eCopy Connector for Interwoven WorkSite:

1 Insert the installation CD. If the installer does not start automatically, double-click

Launch.exe on the CD.

2 Click Install Connector to start the installation. 3 Follow the on-screen instructions

4 When the installation is complete, click Finish.

Note: eCopy recommends that you do not install the WorkSite server or the DeskSite client on the same computer as the ShareScan OP server.

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Planning and configuring connector profiles

Once you have installed the eCopy Connector for Interwoven WorkSite, the eCopy ShareScan OP Administration console enables you to configure connector profiles. This gives you the flexibility to configure access to your WorkSite destinations in the ways that best suit your organization.

Planning your connector configuration

To obtain the best results from your connector, you may want to consider the ways in which WorkSite products are used in your work environment as well as other factors that are important to your organization, for example:

■ Saving time: If you want to reduce the amount of time your users spend at the device, you

can set up an Express WorkSite connector profile that allows the user to scan and send the document by simply pressing the connector button at the device. You can create multiple buttons and configure each to store documents in a different destination. For more information, see “To configure an Express connector profile:” on page 18.

Users can also save time by not having to enter their credentials each time they use the device. To skip this step in the scanning process, select the Logon As option as the authentication type when you configure the destination for your connector profile. For more information see “Defining a scanning destination” on page 11.

You may also want to consider using the ShareScan OP Session Logon feature on your client device. If the Session Logon credentials match the WorkSite credentials, users do not see the connector Logon screen.

■ Enhancing security: If you want to keep track of the documents sent by each user, select

the Runtime option as the authentication type when you configure the destination for your connector profile. This forces users to log on each time they use the connector and allows the system to keep a record of the documents sent by each user in the log file. You may also want to use the ShareScan Document Tracking functionality. For more information see the

ShareScan OP Installation and Setup Guide or the eCopy Connector for Interwoven WorkSite Help.

■ Controlling access: You can limit access to destinations in your WorkSite system in

several ways:

■ Configure connector profiles that only allow access to a single destination. ■ Configure connector profiles that allow access to a limited set of destinations. ■ Select the Runtime option as the authentication type when you configure the

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Configuring the eCopy Connector for Interwoven

WorkSite

This section explains all the connector configuration options and the procedure for setting up an Express connector profile for more streamlined use (see page 18).

To configure a connector profile

1 In the console tree, select WorkSite > Properties.

2 Select the Display tab and then configure the Image and Label options for the connector

button (see “Configuring the Display settings” in the eCopy ShareScan OP Installation and

Setup Guide or the eCopy ShareScan OP Configuration Help). The button that the user sees at

the eCopy-enabled device displays the information that you specify on this tab. To avoid confusion, if you create more than one connector profile, you should give each profile a unique button label.

3 Select the Configure tab and click New (see Table 1).

The Create a Destination Window opens.

4 Specify the destination settings (see “Defining a scanning destination” on page 11). 5 Click Save, select or specify the profile name, then click Save.

The system saves your settings as part of the connector profile, or creates a new profile. See “Creating and saving connector profiles” in the eCopy ShareScan OP Installation and Setup

Guide or the eCopy Connector for Interwoven WorkSite Help.

6 In the console tree, select WorkSite > Services.

The Services pane appears.

7 Configure the connector services.

See “Configuring Connector Services” in the eCopy ShareScan OP Installation and Setup Guide or the eCopy Connector for Interwoven WorkSite Help.

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TABLE 1. Destinations settings

Section Field Name Description

Destinations

The Configure tab displays a list of destinations that you can make available to the user on the Destinations screen at the device.

Destinations List

The name of each destination. You can create up to 200 different destinations for a single connector profile. Selecting a destination name displays the settings for that destination in the Settings section of the tab.

New Opens the Create a Destination window where you can configure a new destination (see page 11).

Edit Opens the Create a Destination window where you can make changes to the selected destination. When you edit a destination, the system automatically verifies the configuration settings and displays a warning if the logon credentials are no longer valid.

Copy Makes a copy of a selected destination. Remove Removes a destination from the list. Move Up/

Move Down

Repositions a destination on your list. The order of the destinations is reflected in the list on the Destinations screen at the device.

Settings: An overview of the settings for the selected destination.

Connector Screens: Displays a list of the screens presented to the user at the device for the selected

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Defining a scanning destination

Defining a scanning destination allows you to control how the connector behaves during the Authenticate, Navigate, and Index phases at the device.

You must define at least one destination. If you define more than one destination, the connector will prompt the user to select one during the scanning process.

Authenticate

Navigate

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To configure authentication:

1 On the Configure tab, click New.

The Create a new Destination window opens.

2 Enter a Name for the new destination.

This is the destination name seen by the user at the device

3 Specify the Authentication settings for the new destination (see Table 2).

TABLE 2. Authentication settings

Field Name Description

User Name and Password

When you create locations in Interwoven WorkSite, you set up credentials for users who have access to the information stored in each location. The user name and password that you enter here must provide access to the location referenced by this destination. The user name and password are also used to access the list of names used for the Search while typing function at the device.

If you change this information on the WorkSite server, you must also change it for this connector profile.

Server The WorkSite server to which the connector profile will connect.

Type ■ Logon As: All documents scanned and stored to this destination use the credentials that you enter in the User name and Password fields. The user is not required to log on at the device. If this option is selected, the Use Trusted Login option is not available.

■ Runtime: Prompts the user during each session at the device to provide logon

credentials before storing the file

Test Verifies the authentication information against the WorkSite server. If the test is successful, Document Storage, Document Properties, and OK become active.

Search while typing

Enables or disables the Search while typing option at the device.

Use Trusted Login

Enables the use of the trusted login feature supported by WorkSite, which allows users to authenticate using their Windows user name and password. If selected, the trusted login settings are used when a user logs on to the connector at the device.

This option is only available if the Runtime option is selected in the Type field. If the Use Trusted Login option is not selected, the Impersonation Password and Windows/Novell fields are not active.

Impersonation Password

The Administrative Impersonation password for the WorkSite server that is required for the use of Trusted Login.

Windows/ Novell

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To configure navigation:

1 Specify the Document storage behavior for the new destination (see Table 3).

2 Use the browse button to open the Browse locations window, select a storage destination

for the scanned documents and click OK.

The path to the location you select is displayed in the Create a Destination window.

TABLE 3. Document storage settings

Field Name Description

Navigate Work Area

Enables users to navigate through the entire server to select a destination for the scanned document. When this option is selected, the Recent Folders button is enabled at the device.

Specify Specifies a single location for users to store scanned documents. When this option is selected, the Navigation screen is not displayed to the user at the device. If you want to use Auto Index, you must select this option and a valid storage location. Virtual locations, for example, Matter Worklist, My Favorites, or WorkSite Explorer, are not available with this option.

Specify and browse

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2

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To configure indexing:

1 In the Document Profilesection, configure the index and storage settings for documents

scanned to the new destination (see Table 4).

2 Click OK to save your settings and return to the Configure tab.

TABLE 4. Document Profile settings

Field Description

Behavior Enables you to configure the appearance and behavior of the Document Profile screen at the device.

■ Show all fields: Displays all available index fields to the user at the device.

■ Show all required fields: Displays only required index fields to the user at the device.

■ Auto Index with eCopy values: Stores the default values that you specify in the

Property list and does not display the Properties screen to the user at the device. If you select this option you must also select the Specify option as your Document storage setting and provide default values for all index fields. The Properties screen is not displayed to the user at the device

■ Auto Index with folder defaults: Displays the index fields associated with the

document, unless all the required index fields have default values, in which case the Properties screen is not displayed to the user at the device.

Property list Displays a list of the index fields that can be stored with the scanned document in the WorkSite destination selected in the Navigation section. Available only when Auto Index with eCopy values is selected. The fields are displayed in the following order:

■ Description ■ Author

■ DocType

■ Database (if the destination is a worklist) ■ Class

■ Subclass

■ Fields 1 - 12

■ Fields 29 and 30

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Edit Opens the Properties Search window. The results list displays the first 200 index values for the property. The Search while typing feature enables you to filter the list by entering the first few letters of the property that you want to set as the default.

Selecting None stores no information for that field. The following properties use modified search windows:

■ Author: The Use operator as author option sets the logged in user at the device as

the default author for the scanned document.

■ Description: Opens the Property Input window. You can enter a default name to be stored in the Description field, or select the Use filename as Description option. This option stores the name of the scanned document file, without the file extension, in the Description field.

Show a storage confirmation screen

Displays a message to the user at the device indicating the successful storage of the scanned document and the document ID number.

Never show subclass

Prevents users at the device from seeing the Subclass field. This is intended to avoid confusion for sites that do not use the Subclass property. This option is not available if you select the Auto Index with eCopy values option.

TABLE 4. Document Profile settings (continued)

Field Description

Selecting the Auto Index with eCopy values option enables you to configure the index field values. The Document Profile screen does not appear at the device.

Selecting any of the other Behavior options disables the Properties table and displays the Document Profile screen at the device.

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Configuring an Express connector profile

An Express connector profile allows you to control the number of screens that the user sees at the device. The profile below allows the user to scan and store the document by simply pressing the button on the main screen. You can customize the profile so that the user sees as many or as few screens as you want.

To configure an Express connector profile:

1 In the console tree, select WorkSite > Properties.

2 Select the Display tab and then specify the Image and Label settings. 3 Select the Configure tab and then click New.

TheCreate a Destinationwindow opens. For an Express connector profile, create only one destination. This ensures that the user at the device does not see the Destinations screen.

4 Enter a name for the new destination.

5 Under Authentication, enter the user name, password, and serverfor the destination. 6 Select Logon As as the Type.

This ensures that the user at the device does not see the Logon screen.

7 Click Test.

If the test is successful, the remaining fields in the window become active.

8 Under Document storage, select Specify, select the path to the location,and verify that

your selection is a valid storage location.

With only one storage location, the user at the device does not see the Navigate screen.

9 Under Document Profile, set the Behavior to Auto Index with eCopy values and select

default values for all required fields.

This ensures that the user at the device does not see the Index screen.

10 Make sure that the Provide a storage confirmation screen option is not selected.

This ensures that the user at the device does not see the storage confirmation message.

11 Click OK to return to the Configure tab.

12 Click Save, select or specify the profile name, then click Save. 13 In the console tree, select WorkSite > Services.

The Services pane appears.

14 Configure the connector services.

Do not select User modify for any of the Document Settings.

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Using the connector

This chapter describes the workflow that the connector user will experience at the scanning device.

In this chapter

■ Connector workflow . . . 20 ■ Scan . . . 21 ■ Preview. . . 22 ■ Authenticate. . . 23 ■ Navigate . . . 24

■ Index and Store . . . 25

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20 | Using the connector

Connector workflow

The eCopy Connector for Interwoven WorkSite lets you scan documents directly into your WorkSite content management system using different, configurable scanning workflows. When you install the connector and configure and activate a connector profile on an eCopy-enabled device, a WorkSite button is added to the main eCopy ShareScan OP screen.

Before using a connector, review the “Quick Reference to using a ShareScan OP connector” section in the eCopy ShareScan OP Installation and Setup Guide for an overview of the scanning process and for information that is common to all the connectors.

The eCopy Connector for Interwoven WorkSite follows the simple workflow used by all eCopy Add-On Connectors:

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Scan

1 Place your document in the feeder or on the glass.

2 Access the main ShareScan OP screen (on a device with an embedded client, press ). 3 If your system is configured to use the Session Logon feature, enter your user credentials

on the Logon screen.

4 On the main ShareScan OP screen, review the default scanner settings. Press Scanner

Settings to change any of the settings.

5 Press WorkSite. 2 1 3 4 5

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

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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

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Authenticate

1 The Destinations screen displays a predefined list of available WorkSite destinations

where you can store the scanned document. Select a destination for your document. If your connector is configured for only one destination, you will not see this screen.

2 If the Logon screen appears, enter your user credentials and then press Next.

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Navigate

1 If you configure the connector to allow navigation, the Navigation screen appears. The

list can display 200 entries at one time. Use any of the following features to navigate to your destination. These features are available depending on the configuration of the connector profile:

■ Select sub-levels in the list until the complete path appears in the Destination field at

the top of the screen.

■ To navigate to a destination that is not displayed in the list, enter the name of the

destination in the search box and press the destination name when it appears. Or, if your connector is installed on a device with an embedded client, press Destination, enter the name of the destination and then press OK.

■ Press Recent to display a list of up to 10 folders to which you have recently scanned

documents. You can navigate through the contents of these folders, but you cannot navigate to the level above your point of access.

■ Press Browse to navigate through all the folders in the destination you selected. ■ Press Search and, when the Search screen appears, select All Databases, or select the

database where the Workspace you are searching for resides. Enter any part of the Workspace name and press OK. The Navigation screen appears and displays the results of your search. Select a folder in the Workspace to hold your scanned document.

■ Press the Folder Up icon to return one level up in the folder structure.

2 When you have selected the destination, press Next.

2 1

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Index and Store

The indexing feature of the WorkSite Connector uses two screens. The first screen always shows the Database, Description, Class, and Subclass fields. All other fields are available from the second screen. Required fields are indicated by an “exclamation point” icon.

1 If the Document Profile window opens, enter or select the appropriate information in the

Description, Class, and Subclass fields, and press Next.

2 On the second Document Profile window enter or select the appropriate information in

the available fields and press Next.

The indexed document is stored in the selected destination.

3 If configured to do so, the connector displays a confirmation message with the ID number

of the stored document.

4 Press OK and then select one of the post-scanning options.

Note: You can only enter information in the Database field if you select Document Worklist as the destination.

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Post-scanning options

TABLE 5. Post-scanning options

Option Description

Log Out Displays the Logon screen. Appears only when Session Logon is enabled.

New Job Displays the main Client screen. Appears only when Session Logon is enabled.

Done Displays the main Client screen. Appears only when Session Logon is not enabled.

New Document

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.

New Destination