Quick Connect Admin Guide.book Page i Wednesday, March 26, 2008 3:45 PM eCopy™ Quick Connect Version 4.
Quick Connect Admin Guide.book Page ii 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.
Quick Connect Admin Guide.book Page iii Wednesday, March 26, 2008 3:45 PM 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 Installation procedures .... 5 ...............
Quick Connect Admin Guide.book Page iv Wednesday, March 26, 2008 3:45 PM 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.
Quick Connect Admin Guide.book Page 1 Wednesday, March 26, 2008 3:45 PM 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 . . . . . . .
Quick Connect Admin Guide.book Page 2 Wednesday, March 26, 2008 3:45 PM 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.
Quick Connect Admin Guide.book Page 3 Wednesday, March 26, 2008 3:45 PM 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 nontechnical 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.
Quick Connect Admin Guide.
Quick Connect Admin Guide.book Page 5 Wednesday, March 26, 2008 3:45 PM 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 . . . . . . . . . . . . . . . . . .
Quick Connect Admin Guide.book Page 6 Wednesday, March 26, 2008 3:45 PM 6 | Installing and configuring the connector Installation procedures Installation prerequisites The following are the installation prerequisites: ■ ■ Note: Quick Connect version 4.5 eCopy ShareScan 4.5 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.
Quick Connect Admin Guide.book Page 7 Wednesday, March 26, 2008 3:45 PM eCopy Connector for Quick Connect Administrator’s Guide | 7 Installing the connector 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. To install the connector: 1 2 3 4 Double-click the Setup.exe file. Click Install Connector to start the installation.
Quick Connect Admin Guide.book Page 8 Wednesday, March 26, 2008 3:45 PM 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.
Quick Connect Admin Guide.book Page 9 Wednesday, March 26, 2008 3:45 PM 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.
Quick Connect Admin Guide.book Page 10 Wednesday, March 26, 2008 3:45 PM 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: 1 2 In the console tree, select Quick Connect > Properties. Select the Display tab and then configure the Image and Label options for the connector button.
Quick Connect Admin Guide.book Page 11 Wednesday, March 26, 2008 3:45 PM 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: 1 2 3 4 5 Select Quick Connect > Properties.
Quick Connect Admin Guide.book Page 12 Wednesday, March 26, 2008 3:45 PM 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”.
Quick Connect Admin Guide.book Page 13 Wednesday, March 26, 2008 3:45 PM eCopy Connector for Quick Connect Administrator’s Guide | 13 TABLE 1. Folder Destination settings (continued) Section Field/ Button Description Authentication Authenticate User The options are: ■ None: Sends scanned documents to the destination without requiring user authentication. The Services Manager requires write access to the destination.
Quick Connect Admin Guide.book Page 14 Wednesday, March 26, 2008 3:45 PM 14 | Installing and configuring the connector TABLE 2. SMTP Message Destination Settings (continued) Section Field/ Button Description 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.
Quick Connect Admin Guide.book Page 15 Wednesday, March 26, 2008 3:45 PM 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.
Quick Connect Admin Guide.book Page 16 Wednesday, March 26, 2008 3:45 PM 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.
Quick Connect Admin Guide.book Page 17 Wednesday, March 26, 2008 3:45 PM eCopy Connector for Quick Connect Administrator’s Guide | 17 TABLE 5. File naming settings Option Description Overwrite always Replaces an existing scanned document with the one the connector is currently saving. Return error Displays an error message prompting the user at the device to change the file name. Create unique file name Adds a unique number to the file name, for example “filename.1”, “filename.2”.
Quick Connect Admin Guide.book Page 18 Wednesday, March 26, 2008 3:45 PM 18 | Installing and configuring the connector Defining index fields When you configure Quick Connect’s document indexing option, the connector prompts the user to enter information in one or more fields. The information describes the content of the document, such as a case ID, a client name, or a document type. Quick Connect saves the index information with the scanned document.
Quick Connect Admin Guide.book Page 19 Wednesday, March 26, 2008 3:45 PM eCopy Connector for Quick Connect Administrator’s Guide | 19 Configuring file name and index fields You use the Field Editor to add or edit fields that the user sees in the Client. When you create file name fields you select the field type in the editor. The following fields are available in the Field Editor window: TABLE 6. Field Editor fields Section Field Description Properties Name An identifier for the field.
Quick Connect Admin Guide.book Page 20 Wednesday, March 26, 2008 3:45 PM 20 | Installing and configuring the connector Quick Connect uses the Field Editor and an Index Field Editor. The following fields are available in the Field Editor and Index Field Editor for Quick Connect: TABLE 7. Field Types Field Type Description Availability Alphanumeric Field size: The minimum and maximum number of characters allowed.
Quick Connect Admin Guide.book Page 21 Wednesday, March 26, 2008 3:45 PM eCopy Connector for Quick Connect Administrator’s Guide | 21 TABLE 7. Field Types (continued) Field Type Description Availability Authenticated User The user whose credentials were used to scan the document at the device. Index Field Editor Number of Pages Number of pages in the scanned document. Index Field Editor Numeric Field Size: The minimum and maximum number of digits allowed.
Quick Connect Admin Guide.book Page 22 Wednesday, March 26, 2008 3:45 PM 22 | Installing and configuring the connector Configuring an index file When a user enters indexing information at a device, Quick Connect writes the field names and their values to an index file or to a database table. The index file has the same name as the scanned document, but has a different file extension.
Quick Connect Admin Guide.book Page 23 Wednesday, March 26, 2008 3:45 PM eCopy Connector for Quick Connect Administrator’s Guide | 23 ■ ■ If a file name already exists and the Create unique file name option is configured, the connector adds a period to the rolling number, as in “document-20070131_1.1.pdf ”. There are three types of index values. The type of index value determines the frequency of changes to index values (see page 18).
Quick Connect Admin Guide.book Page 24 Wednesday, March 26, 2008 3:45 PM 24 | Installing and configuring the connector TABLE 8. Index value types Value type Description Field types System The index field retains the same index value when the user at the device starts a new scan job. Device Name Scan Job The index values in index fields of this type are the same for the entire scan job.
Quick Connect Admin Guide.book Page 25 Wednesday, March 26, 2008 3:45 PM eCopy Connector for Quick Connect Administrator’s Guide | 25 Setting a database as a destination Setting a database as a destination enables you to configure a connector profile so that users at the device can scan and index documents and store them in the specified database. You can configure the profile to store the index information in a file, in the same database as the scanned document, or in a different database.
Quick Connect Admin Guide.book Page 26 Wednesday, March 26, 2008 3:45 PM 26 | Installing and configuring the connector Under Map Fields, select the Quick Connect field that you want to map to a database field. The Data Field Selector window displays a maximum of three Quick Connect fields that you can map to database fields in the selected table. The fields allow you to store the document data (the scanned document), document name, and document extension.
Quick Connect Admin Guide.book Page 27 Wednesday, March 26, 2008 3:45 PM eCopy Connector for Quick Connect Administrator’s Guide | 27 Mapping index fields to fields in a database This feature enables you to specify a database to store index values entered at an eCopy-enabled device. You can map any type of Quick Connect index field to fields in an SQL, Access, or Oracle database. When a user enters values in mapped index fields, the connector profile stores the values in the associated database fields.
Quick Connect Admin Guide.book Page 28 Wednesday, March 26, 2008 3:45 PM 28 | Installing and configuring the connector If you modify the name of an index field, the mapping becomes invalid. You must always re-map mapped index fields after you change them. You can map one index field to one database field. To map index fields to fields in a database: 1 2 3 4 5 6 In the console tree, select Quick Connect > Properties.
Quick Connect Admin Guide.book Page 29 Wednesday, March 26, 2008 3:45 PM eCopy Connector for Quick Connect Administrator’s Guide | 29 Using a database as the source of field values You can create a file name field or an index field that uses a database as the source of field values. Users at the device can then select from a list of available values for that field.
Quick Connect Admin Guide.book Page 30 Wednesday, March 26, 2008 3:45 PM 30 | Installing and configuring the connector 7 8 9 Click OK to return to the Field Editor or Index Field Editor window. The window displays the settings you have configured. Select the Required option if you want to require users at the device to specify a file name or index value. Click OK to save the settings and return to the File Name or Index File tab.
Quick Connect Admin Guide.book Page 31 Wednesday, March 26, 2008 3:45 PM eCopy Connector for Quick Connect Administrator’s Guide | 31 Configuring a data source You can configure an existing data source or a new data source. To configure an existing data source: 1 2 If the Select Recent Data Source window opens, select the data source that you want to use and then click OK. The Data Field Selector window opens.
Quick Connect Admin Guide.book Page 32 Wednesday, March 26, 2008 3:45 PM 32 | Installing and configuring the connector TABLE 9. Database types and settings Database type Settings Microsoft Access Specifies the path to the Access database (*.MDB), which can be on a local drive or on a Universal Naming Convention (UNC) path. If the database is on a local drive and does not require a user name and password, select the Blank Username and Password check box.
Quick Connect Admin Guide.book Page 33 Wednesday, March 26, 2008 3:45 PM eCopy Connector for Quick Connect Administrator’s Guide | 33 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 Home screen. You can customize the profile so that the user sees as many or as few screens as you want.
Quick Connect Admin Guide.
Quick Connect Admin Guide.book Page 35 Wednesday, March 26, 2008 3:45 PM eCopy Connector for Quick Connect Administrator’s Guide | 35 Using the connector This chapter describes the workflow that the connector user will experience at the scanning device. In this chapter ■ Connector workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 ■ Scan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 ■ Preview and Authenticate . .
Quick Connect Admin Guide.book Page 36 Wednesday, March 26, 2008 3:45 PM 36 | Using the connector Connector workflow eCopy Quick Connect lets you scan documents directly into folders or databases using different, configurable scanning workflows. When you install the connector and configure and activate a connector profile on an eCopy-enabled device, a Quick Connect button is added to the eCopy ShareScan Home screen.
Quick Connect Admin Guide.book Page 37 Wednesday, March 26, 2008 3:45 PM eCopy Connector for Quick Connect Administrator’s Guide | 37 3 4 Review the default scanner settings in the left pane; use the down arrow button to view additional scanner options. To change a setting, select the option, such as “Paper size” and then select the setting on the toolbar that appears. Press the connector button.
Quick Connect Admin Guide.book Page 38 Wednesday, March 26, 2008 3:45 PM 38 | Using the connector Index and Store The indexing feature of the connector uses two screens. If the connector is configured to allow file naming, the File Name screen enables you to create a unique file name for the document. The second screen enables you enter more indexing information that is stored with the document. 1 2 3 If the File Name window opens, enter the information needed to create the file name, and press Next.
