eCopy 3323B001 - imageFORMULA ScanFront 220e Service manual

Part Number: 73-00326 (1/2009)
eCopy™ Quick Connect
Version 4.5for ShareScan®
Administrator’s Guide
Quick Connect Admin Guide.book Page i Wednesday, March 26, 2008 3:45 PM

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.
© 2004 - 2009eCopy, Inc.
eCopy, the eCopy logo, eCopyFax, the Simplify logo, the MailRoom
logo, eCopy ShareScan, eCopy ScanStation, 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.
All other terms and products are trademarks or registered trademarks of
their respective owners and are hereby acknowledged.
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Table of Contents
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
About this guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Further information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2
Registering your software . . . . . . . . . . . . . . . . . . . . . . . . . . . .2
Customer Support services . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Installing and configuring the connector . . . . 5
Installation procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Installation prerequisites . . . . . . . . . . . . . . . . . . . . . . . . . .6
Installing the connector . . . . . . . . . . . . . . . . . . . . . . . . . .7
Planning and configuring connector profiles . . . . . . . . . . . . . 8
Planning your connector configuration . . . . . . . . . . . . . . .8
Configuring the connector . . . . . . . . . . . . . . . . . . . . . . .10
Defining a scanning destination . . . . . . . . . . . . . . . . . . .11
Defining a file naming field . . . . . . . . . . . . . . . . . . . . . .16
Defining index fields . . . . . . . . . . . . . . . . . . . . . . . . . . .18
Configuring file name and index fields . . . . . . . . . . . . . .19
Configuring an index file . . . . . . . . . . . . . . . . . . . . . . . .22
Setting a database as a destination . . . . . . . . . . . . . . . . 25
Mapping index fields to fields in a database . . . . . . . . . .27
Using a database as the source of field values . . . . . . . .29
Configuring a data source . . . . . . . . . . . . . . . . . . . . . . .31
Configuring an Express connector profile . . . . . . . . . . . .33
Using the connector . . . . . . . . . . . . . . . . . . . . 35
Connector workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
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iv | Table of Contents
List of Tables
TABLE 1. Folder Destination settings . . . . . . . . . . . . . . . . . . . 12
TABLE 2. SMTP Message Destination Settings . . . . . . . . . . . . 13
TABLE 3. Database Destination settings . . . . . . . . . . . . . . . . . 15
TABLE 4. Destination List settings . . . . . . . . . . . . . . . . . . . . . 15
TABLE 5. File naming settings . . . . . . . . . . . . . . . . . . . . . . . . 17
TABLE 6. Field Editor fields . . . . . . . . . . . . . . . . . . . . . . . . . . 19
TABLE 7. Field Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
TABLE 8. Index value types . . . . . . . . . . . . . . . . . . . . . . . . . . 24
TABLE 9. Database types and settings . . . . . . . . . . . . . . . . . . 32
TABLE 10. Post-scanning options . . . . . . . . . . . . . . . . . . . . . . 38
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eCopy Connector for Quick Connect Administrator’s Guide | 1
Introduction
Quick Connect enables users to scan documents and deliver them to
predetermined network locations, Web locations, databases, or to an
SMTP server, with minimal data entry requirements. It is ideally suited
to environments where large numbers of documents must be scanned
quickly into automated or manual workflows.
In this chapter
■About this guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
■Further information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
■Registering your software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
■Customer Support services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
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2 | Introduction
About this guide
This guide is intended for administrators responsible for the installation
and configuration of eCopy Quick Connect. It provides an overview of
the connector as well as system requirements, installation instructions and
configuration options, and procedures.
Further information
The eCopy Connector for Quick Connect documentation set consists of
the following documents:
■eCopy Quick Connect Administrator’s Guide: This document.
■eCopy Quick Connect Help: Provides configuration and how-to
information. To access Help, select the connector in the ShareScan
Administration console tree and then click the Connector Help
button.
Registering your software
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You must register your software to receive customer support.
You can access the Registration web site by using the following link:
http://www.ecopy.com/registration.

eCopy Connector for Quick Connect Administrator’s Guide | 3
Customer Support services
Customer Support services include the following components:
■Customer support for licensing, registration, and other non-
technical issues
■Technical support
eCopy does not provide hardware repair and RMA (Return Merchandise
Authorization) services for this product. Contact your dealer/distributor
or system integrator for more information.
eCopy-provided services are available to registered users of eCopy
software during the warranty period or for the duration of your software
maintenance and support agreement. Contact your supplier for details.
As described in the maintenance and support agreement, your dealer or
distributor will provide you with Level 1 support (Help-line telephone or
other assistance) for operating the covered products during the hours
established by your dealer or distributor. If you require technical support
after your dealer or distributor has provided Level 1 support, the dealer or
distributor will escalate the support issue to eCopy for resolution and will
manage all related communications with you.
In addition to support provided by your dealer or distributor, the Ask
eCopy online resource—www.askecopy.com—provides 24x7 access to a
knowledge base that includes Frequently Asked Questions (FAQs),
product service packs, product support matrices, product information,
and other information.
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eCopy Connector for Quick Connect 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 procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
■Planning and configuring connector profiles . . . . . . . . . . . . . . . . . . 8
■Configuring the connector . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
■Defining a scanning destination . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
■Defining a file naming field . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
■Defining index fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
■Configuring file name and index fields . . . . . . . . . . . . . . . . . . . . . . 19
■Configuring an index file . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
■Setting a database as a destination . . . . . . . . . . . . . . . . . . . . . . . . . 25
■Mapping index fields to fields in a database . . . . . . . . . . . . . . . . . . 27
■Using a database as the source of field values . . . . . . . . . . . . . . . . 29
■Configuring a data source . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
■Configuring an Express connector profile . . . . . . . . . . . . . . . . . . . 33
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6 | Installing and configuring the connector
Installation procedures
Installation prerequisites
The following are the installation prerequisites:
■Quick Connect version 4.5
■eCopy ShareScan 4.5
Note: Quick Connect supports Oracle®Database 10g. When you install
Oracle Client 10g, select the Custom Installation option and then
make sure that you select the Oracle Provider for OLE DB
component. This enables Quick Connect to connect to the Oracle
database and store scanned documents and other information.
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eCopy Connector for Quick Connect Administrator’s Guide | 7
Installing the connector
To install the connector:
1Double-click the Setup.exe file.
2Click Install Connector to start the installation.
3Follow the on-screen instructions
4When the installation is complete, click Finish.
Important! Before installing eCopy Quick Connect, make sure that the
ShareScan software is installed and functioning correctly.
Refer to the eCopy ShareScan Installation and Setup Guide
for details.
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8 | Installing and configuring the connector
Planning and configuring connector
profiles
Once you have installed eCopy Quick Connect, the eCopy ShareScan
Administration console enables you to configure connector profiles. This
gives you the flexibility to configure access to your Quick Connect
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 eCopy 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 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 “Configuring an
Express connector profile” on page 33.
■Users can also save time by not having to enter their credentials
each time they use the device. Depending on the destination
type, you may be able to skip this step in the scanning process,
by predefining the authentication information 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 Session
Logon feature on your client device. If the Session Logon
credentials match the Quick Connect credentials, users do not
see the connector Logon screen.
■Enhancing security: If you want to keep track of the documents
sent by each user, you can configure the connector authentication
process to force users to log on each time they use the connector
and allow the system to keep a record of the documents sent by
each user in the log file.
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eCopy Connector for Quick Connect Administrator’s Guide | 9
You may also want to use the ShareScan Document Tracking
functionality. For more information, see the ShareScan Installation
and Setup Guide or the eCopy Quick Connect Help.
■Controlling access: You can limit access to destinations in your
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.
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10 | Installing and configuring the connector
Configuring the connector
This section explains all the connector configuration options and the
procedure for setting up an Express connector profile for more
streamlined use (see page 33).
To configure a connector profile:
1In the console tree, select Quick Connect > Properties.
2Select the Display tab and then configure the Image and Label
options for the connector button.
See “Configuring the Display settings” in the eCopy ShareScan
Installation and Setup Guide or the eCopy Quick Connect Help.
3Select the Destinations tab and then define a scanning destination
(see page 11).
4Select the File Name tab and then define any file naming fields
(see page 16).
5Select the Index File tab and then define any index fields (see
page 18).
6Click 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
Installation and Setup Guide or the eCopy Quick Connect Help.
7In the console tree, select Quick Connect > Services.
The Services pane appears.
8Configure the connector services.
See “Configuring Connector Services” in the eCopy ShareScan
Installation and Setup Guide or the eCopy Quick Connect Help.
9Click Save, select the profile name, then click Save.
Note: 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.
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eCopy Connector for Quick Connect Administrator’s Guide | 11
Defining a scanning destination
Defining a scanning destination enables you to specify where the
connector will send scanned documents.
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 define a destination:
1Select Quick Connect > Properties.
2Select the Destinations tab and then click New.
The New destination window opens.
3In the Name field, type the name of the new destination.
4Specify the type of destination (see page 11) and then specify
information for the new destination.
5When you have defined the new destination, click OK.
The Destinations list includes the new destination.
Destination types
The following tables show the available Quick Connect destination types
and their settings.
Folder destinations (see Table 1) apply to the following destinations:
■Windows folders
■Novell Netware folders
■FTP folders
■WebDAV folders
Other destination types are:
■SMTP messages (see Table 2)
■Databases (see Table 3)
■Destination lists (see Table 4)
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12 | Installing and configuring the connector
TABLE 1. Folder Destination settings
Section Field/
Button
Description
Folder
location
Path to the
folder
Destination information for the scanned
documents.
For Windows or Novell folders, click the
Browse button and then select an existing
folder or create a new folder and then select it.
For an FTP folder, enter the FTP location, such
as “ftp://ftp01/scans”. (The Browse button is
not available for FTP folders.) For a WebDAV
folder, enter the Web location, such as “http:/
10.10.10.100/scans” or “https:/10.10.10.100/
scans”.
Enable
subfolder
navigation
Enables users to select a subfolder at the
device.
Maximum
folder level
The number of folder levels down that users
may navigate.
Acquire
Scheme
Applies only to WebDAV Folder option. Enables
you to select an authentication scheme (NTLM,
NTLM/Kerberos, or Basic.) After selecting the
scheme, the authentication options specified in
the scheme are enabled
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eCopy Connector for Quick Connect Administrator’s Guide | 13
Authen-
tication
Authen-
ticate User
The options are:
■None: Sends scanned documents to the
destination without requiring user
authentication. The Services Manager
requires write access to the destination.
■Logon as: Sends scanned documents to the
destination using the specified
authentication information; the user does
not need to enter authentication
information at the device. Specify the
domain/tree, user ID, and password to use
for authentication. The specified account
requires write access to the destination.
■RunTime: The user at the device must log
on to the destination before the scanned
document is sent. You specify the domain/
tree to use for authentication.
Note: If you select FTP Folder as a destination
type and Session Logon is enabled, eCopy
recommends that you select "None" or
"Logon as" as the authentication type.
TABLE 2. SMTP Message Destination Settings
Section Field/
Button
Description
SMTP
Server
Name The name of the server to use when sending
scanned documents.
Port The port number of the server.
TABLE 1. Folder Destination settings (continued)
Section Field/
Button
Description
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14 | Installing and configuring the connector
Send
From
Personal
Account
Sends scanned documents from the user’s
personal e-mail account.
Generic
account
Sends scanned documents from a generic
account. Use this field to specify the return
address that will always be used by the
connector.
Cc: Sender Sends a copy of scanned documents to the
sender.
Authenticate
user and
Domain
(available only
if you select
the Personal
account
option)
The options are:
■Windows: Sends scanned documents
from the personal account in the specified
Windows domain.
■Novell NetWare: Sends scanned
documents from the personal account in
the specified Novell tree.
■LDAP: Sends scanned documents from
the personal account specified in the
LDAP Server Settings window
Note: If you select SMTP Message as the
destination type and Session Logon is
enabled, eCopy recommends that you select
the same authentication type that you
selected for Session Logon.
Destin-
ation
To Specifies address information for SMTP
recipients. You add recipients by clicking Add
and then entering an SMTP address in the
Add Recipient window.
Subject A subject line for the message.
TABLE 2. SMTP Message Destination Settings (continued)
Section Field/
Button
Description
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eCopy Connector for Quick Connect Administrator’s Guide | 15
TABLE 3. Database Destination settings
Section Field/Button Description
Destination Data source,
Catalog, Table,
and Column
Sets a database as a destination,
enabling users at the device to scan
documents and store them in the
destination database. Database mapping
allows you to store the name of the
document and the file extension. For
information about setting a database
destination, see page 25.
TABLE 4. Destination List settings
Section Field/
Button
Description
Destinations Name,
Location,
and
Network
Enables you to create a list of destinations
to which the connector profile can send
scanned documents.
When you add a destination to the list, you
specify the destination name, type, and
location, as well as the authentication
information. The New destination window
then lists all the destinations.
Note: To make sure that users have to log on, at most once, at the device,
you cannot mix certain combinations of destination type and
authentication in a destination list. For example, if you add a
Windows Folder destination that uses Runtime authentication to
the destination list, you cannot then add a Novell NetWare Folder
destination that uses Runtime authentication. If you add a Windows
Folder or Novell NetWare Folder destination that uses Runtime
authentication, and you then add an FTP Folder destination, a
message appears indicating that the user’s Windows or Novell
credentials will be used to authenticate against the FTP server.
Invalid options will not be available in the Authenticate User list.
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16 | Installing and configuring the connector
Defining a file naming field
The file name generated at the eCopy-enabled device is composed of one
or more fields. Quick Connect includes several file naming options:
■You can configure a connector profile to use the default file name,
which names scanned documents using the following format:
format: device-connector-date-time.ext
result: machine01-QuickConnect1-03172005-112259.pdf
■You can build a file name using fields that you define. For example,
you can build a file name that contains the company name, the
date, and the time, as in the following example:
eCopy03172005141847.pdf
■You can specify whether users can modify all or part of the file
name. For example, you can build a file name that contains the
company name, a city, the date, and the time. You can allow users
to modify the city name, but not the company name, as in the
following example:
“eCopyParis03172005142327.pdf”,
“eCopyRome03172005142327.pdf”,
“eCopyLondon03172005142327.pdf”
You use the Field Editor to define the fields to use in a file name and their
default values.The Default, User modify, and Required fields are not
available with all field types.
For a list of options that are available if a scanned document already exists
in a selected destination see Table 5.
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