Canon Imageformula Scanfront 220E Owners Manual ECopy Quick Connect Administrator’s Guide

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Page Count: 42

Part Number: 73-00326 (1/2009)

eCopy™ Quick Connect

Version 4.5 for 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 - 2009 eCopy, 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.

Quick Connect Admin Guide.book Page ii 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 . . . . 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

Quick Connect Admin Guide.book Page iii 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. 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

Quick Connect Admin Guide.book Page 2 Wednesday, March 26, 2008 3:45 PM

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.

Quick Connect Admin Guide.book Page 3 Wednesday, March 26, 2008 3:45 PM

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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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eCopy Connector for Quick Connect Administrator’s Guide | 17

To define file naming fields:

1Select the File Name tab.

2Click New.

3Use the Field Editor to define a file name field and its default

values.

The Default, User modify, and Required fields are not available

with all field types.

4Click OK.

5Repeat this procedure for each new file naming field.

6Click Save, select or specify the profile name, and then click Save.

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”. The scanned document is

saved to the specified destination using a unique file name

and the existing document is not overwritten.

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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. This option is useful with back-

end applications that can process the scanned documents (image files) and

index files in the destination folder.

To define index fields:

1Select the Index File tab.

2Click New.

3Use the Index Field Editor to define an index field and its default

values, see page 19.

The Default, User modify, and Required fields are not available

with all field types.

4Click OK.

5Repeat this procedure for each new index field.

6Click Save, select or specify the profile name, and then click Save.

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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.

Type The data type (see Table 7).

The fields that appear depend on the

selected field type.

Default The default value.

User Modify Enables a user to modify the default value at

the device.

Field Size Minimum The minimum number of characters

allowed.

Maximum The maximum number of characters

allowed.

Remember The number of most recently used values to

display in the drop-down list.

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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.

Remember: The number of previous

entries to display when the user is

prompted for the naming information. If

set to zero, no previous values appear in

the drop-down list.

Both editors.

Batch Number Length: The maximum number of digits

allowed for the batch number, including

leading zeroes.

Leading zeroes: Pads all values with

leading zeroes to make their length equal

to the maximum field size. For example, if

you specify "3" in the Length field and

you enable leading zeroes, batches are

numbered “001”, “002”, … , “010”,

“011”, … , “100”, “101”, … , “999”.

If you do not enable leading zeroes,

batches are numbered "1", "2", etc.

Field Editor

Database The database location in which the list of

values for the field is stored.

Both editors.

Date Format: The appropriate date format

according to local conventions.

Both editors.

Destination

Path

The path to the network location where

the document is stored.

Index Field

Editor

Device Name No additional settings. Both editors.

File Name The name of the scanned file. Index Field

Editor

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eCopy Connector for Quick Connect Administrator’s Guide | 21

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.

Leading zeroes: Pads all values with

leading zeroes to make their length equal

to the maximum field size.

Remember: The number of previous

entries to display when the user is

prompted for the naming information. If

set to zero, no previous values appear in

the drop-down list.

Both editors

Separator Value: The field separator character Field Editor

File size The size (in KB) of the scanned file. Index Field

Editor

List Required: If you select this option, the

user at the device must select a value from

the list. If you do not select this option,

the user at the device can leave the field

blank. If you select the Required option

and do not select the User Modify option,

you should set one of the list items as the

default value.

Both editors

Time Format: The time format. Both editors

TABLE 7. Field Types (continued)

Field Type Description Availability

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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. The available formats of the index file are:

■XML

■CSV (comma-separated value)

■TSV (tab-separated value)

■Database

When the Batching option is enabled on the Document Settings tab, you

can configure Quick Connect to create a single index file that will record

the index values entered at the device for all the scan jobs in a batch. For

information on connector Services, see the eCopy ShareScan Installation and

Setup Guide or the eCopy Connector for Quick Connect Help.

■The connector uses the information on the File Name tab to

generate a name for the index file (see page 16); if you do not

configure a file name, the connector uses the default file naming

rule.

If the naming rule includes the Batch Number field, the connector

sets the current batch number in that field; otherwise, the

connector adds an underscore (_) to the batching number, as in

“document-20070131_1.pdf ”.

Examples:

CSV

Case_Number,Client,Operator

135643,eCopy,sjones

XML

<?xmlversion="1.0" encoding="UTF-8" ?>

<Data>

<index id=”Case_Number”>135643</index>

<index id=”Client”>eCopy</index>

<index id=”Operator”>sjones</index>

</Data>

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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).

■The Repeat unchanging index values option enables you to record

the index values for a batch job each time the user enters the index

values, even if the user at the device enters the same index values

many times.

If you do not select this option, the connector records the system-

and scan job-dependent index values only once.

Since batching job-dependent index values have different values

based on the batching job, they will be recorded multiple times, by

default. However, if there is only a single batching job, the index

values will be treated like system- and scan job-dependent values.

If you select this option, batching job-dependent index values will

be recorded in a different node (for an XML file) or a different

row (for CSV and TSV files, and database tables). This does not

apply when the connector is processing only one batch scanning

job.

To configure the index file:

1Select the Index File tab.

2In the File Format area, select the format of the index file.

3If the Batching option is enabled and you want to create a single

index file, select Create single index file when Batching is

enabled.

4If you want to duplicate unchanging index values, select Repeat

unchanging index values.

5Click Save, select or specify the profile name, and then click Save.

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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.

Alphanumeric

Numeric

Date

Time

List

Logged on user

Destination path

Database

Batching Job A scan job can comprise multiple

batching jobs. The index values

in index fields of this type

change for each batching job.

File name

Number of pages

File size

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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.

When you set a database as a destination, you can use the Map Document

Destination feature to map the name and file extension of the scanned

document to STRING fields in a table in the database. This enables you,

or a database administrator, to create associations between the scanned

document and any index information that the user enters on the Index

screen for the document, wherever that index information is stored.

To set a database as a destination:

1In the console tree, select Quick Connect > Properties >

Destinations and then click New.

The New destination window opens.

2In the Name field, enter a name for the destination.

3In the Type list, select Database.

4Configure the data source (see page 31).

When you have successfully configured the data source, the Data

Field Selector window opens.

5On the Map Document Destination tab, under Select Table

Name, select a table.

The Database Fields list displays only those columns that have

been defined as IMAGE or STRING data types. Quick Connect

stores documents in IMAGE fields and file names in STRING

fields.

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26 | Installing and configuring the connector

6Under 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.

7In the Database Field column, select the target field.

An administrator with knowledge of the database should know

what data type to select for each Quick Connect field. For

example, the Document Data (BLOB) field must be mapped to

an IMAGE data type field for SQL and Access databases or to a

BLOB data type field for Oracle databases.

8Click OK.

The New destination window displays the database settings.

9Click OK to save the settings.

The Destinations list displays the name and summary

information for the database destination you created.

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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.

If you are storing scanned documents in a database and you want to create

a relationship between the database fields where the documents are stored

and the database fields where the index values are stored, make sure that

one of the mapped index fields is of the type “File Name”. Index fields of

type “File Name” automatically use the file name of the scanned

document that is stored in the database destination..

Note: The connector profile stores all mapped index values in the target

database as STRING data, regardless of the type of index field

Example:

You configured a connector profile to scan insurance claims using the

following file naming format:

<eCopy><Claims><Date><Time>

You configured the profile to store the scanned documents, named as

shown below, in the target database:

eCopyClaims20060523123318.pdf

eCopyClaims20060523123319.pdf

eCopyClaims20060523123320.pdf

You created several Quick Connect index fields to capture account

information and mapped them to fields in a database.

To associate the database record used to store the scanned documents with

the database record used to store the scanned document’s index values, you

must have an index field of type “File Name” that captures the file name

during scanning.

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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:

1In the console tree, select Quick Connect > Properties.

2Select the Index File tab, click New, and then define each index

field that you want to map (see page 18).

3Under File Format, select Database and then click Map Fields.

If you have not yet configured a data source, configure it now (see

page 31).

If you previously configured a data source, the Data Field

Selector window opens. It displays the connection information.

■To use the current data source, proceed to step 4.

■If you do not want to use the current data source, click Modify

to select a different data source. When the Select Recent

Data Source window opens, click New and follow the

instructions for configuring a new data source (see page 31).

4On the Map Database Fields tab, under Select Table Name,

select a table.

5Under Map Fields, which displays the index fields that you

created, select the Quick Connect index field that you want to map

to a database field. You do not have to map all the Quick Connect

fields.

In the Database Field column, which only displays fields of

STRING data type, select the target field. The index values that

the user at the device enters in the index fields will be stored in the

database fields after the document is scanned.

6Click OK to save the settings and return to the Index File tab.

Note: The Index File tab does not indicate whether an index field

is mapped to a database field.

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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.

If the database administrator modifies, in a database, values that are

associated with a Quick Connect field, users will have access to the

changed values. You do not need to make any changes to the field in the

Administration console.

To use a database as the source of field values:

1In the console tree, select Quick Connect > Properties > File

Name or Index File.

2Click New.

The Field Editor or Index Field Editor window opens (see

page 19).

3In the Name field, enter a name for the new field.

4In the Type field, select Database as the type.

5Configure the database.

If you have previously configured a data source, the Select Recent

Data Source window opens.

■To use an existing data source, select it and then click OK.

■If you do not want to use an existing data source, click New.

The Configure Data Source window opens. Follow the

instructions for configuring a new data source (see page 31).

If you have not previously configured a data source, the

Configure Data Source window opens. Follow the instructions

for configuring a new data source.

After selecting or configuring a data source, the Data Field

Selector window opens.

6On the Choose Field tab, select a table, select a column in the

table, and then select the default file name or index value from the

list of available values. The user at the device can accept the default

value for the field or select a value from the list.

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30 | Installing and configuring the connector

7Click OK to return to the Field Editor or Index Field Editor

window.

The window displays the settings you have configured.

8Select the Required option if you want to require users at the

device to specify a file name or index value.

9Click OK to save the settings and return to the File Name or

Index File tab.

The tab displays the name and summary information for the

Database field you created.

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Configuring a data source

You can configure an existing data source or a new data source.

To configure an existing data source:

1If 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.

2Perform one of the following functions:

■Map the document destination for the index fields (see

page 11).

■Map Quick Connect index fields to database fields (see

page 27).

■Set the default values for file name or index fields that will use

a database as the source of values (see page 29).

To configure a new data source:

1In the New destination window, click Configure.

The Configure Data Source window opens.

2Select the database type.

3Specify the appropriate settings (see page 31).

4After specifying the settings, click Test Connection.

5When the system displays the “Successfully attached to the

database” message, click OK twice.

The Data Field Selector window opens.

6Perform one of the following functions:

■Map the document destination for the index fields

(see page 27).

■Map Quick Connect index fields to database fields

(see page 29).

■Set the default values for file name or index fields that will use

a database as the source of values (see page 31).

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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.

If the database is on a UNC path, enter the appropriate

credentials. The user must have permission to access the

specified path.

Microsoft

SQL

Specifies the SQL server, user name, and password used to

access the SQL Server, and the Catalog/Database.

■SQL Server: The SQL server that you want to use. If the

Microsoft Data Access Objects component is installed

on the computer, the system automatically fills the

SQL Server list with the names of SQL servers on the

local segment of the network and you can select the

server from the list. If MDAO is not installed, you can

type the server name in the field.

■Username: SQL server user name.

■Password: Password for the specified user.

■Catalog/Database: The database where you want to

start browsing tables. You can select the catalog or

database from the list, if MDAO is installed, or you can

type the catalog or database name in the field.

Oracle Specifies the listener, user name, and password used to

access the Oracle database.

■TNS Name: Listener on the Oracle database server.

■Username: Oracle user name for the integrated

security user on the target database.

■Password: Oracle password for the specified user.

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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 Home

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:

1In the console tree, select Quick Connect > Properties.

2Select the Display tab and then specify the Image and Label

settings.

3Select the Destinations tab and then define a single scanning

destination and then(see page 11):

■Disable subfolder navigation.

■Specify “no authentication” or pre-define the logon

information.

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

screen or the Destinations screen.

4Select the File Name tab and then define a default file name that

the user cannot modify (see page 16).

5Select the Index File tab and then create an index file with index

fields that the user cannot modify. (see page 18).

6Click Save, select or specify the profile name, then click Save.

7In the console tree, select Quick Connect > Services.

8Configure the connector services.

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

9Click Save, select the profile name, then click Save.

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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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

■Navigate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

■Index and Store . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

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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.

Before using a connector, review the “Quick Reference to using a

ShareScan connector” in the eCopy ShareScan 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 Quick Connect follows the simple workflow

used by all eCopy Connectors:

Scan

1Place your document in the feeder.

2If your system is configured to use the Session Logon feature,

enter your user credentials on the Logon screen.

If your Session Logon Credentials are not valid, the Logon screen

for the connector will appear after you preview the scanned

document.

Scan

Preview Authenticate Navigate Index

Store

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3Review 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.

4Press the connector button.

Preview and Authenticate

1When 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 and then

pressing Scan More.

2To review and change the scanner settings, select the Scanner

Settings button on the Preview screen. The Scanner Settings...

screen appears. After changing the scanner settings, select OK.

3To review and change the document settings, select the

Document Settings button on the Preview screen. After

changing the document settings, select OK.

4When you are ready to store the document, press Next.

5If the Logon screen appears, enter your user credentials, then

press Next.

Navigate

If you configure the connector to allow navigation, the Folder

Navigation screen appears. The list can display 200 entries at one time.

1Select the target subfolder in the destination folder.

2Select sub-levels in the list until the complete path appears in the

Path field at the top of the screen.

3When you have selected the destination, press Next.

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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.

1If the File Name window opens, enter the information needed to

create the file name, and press Next.

2If the Index window appears, enter or select the appropriate

information in the available fields and press Next.

The indexed document is stored in the selected destination.

3Select one of the post-scanning options (see Table 10).

TABLE 10. Post-scanning options

Option Description

Log Out Displays the Logon screen. Appears only when Session

Logon is enabled.

Home Displays the Home screen.

New

Document

Displays the Preview screen and enables you to scan a

new document using the current settings. Place the new

document in the feeder and then press Scan More.

New Task Enables you to send the scanned document to another

connector. Press the button and then select the target

connector from the list. The Client opens the target

connector and displays the scanned document on the

Preview screen. Press Next and then follow the prompts

provided by the target connector.

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