ecopy ShareScan v5.2 & & Folder Watching Service Module Overview and FAQs

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1 This document provides an overview of the new features and changes introduced in ecopy ShareScan version 5.2. It also addresses frequently asked questions related to this release. For additional information please consult the release notes and supporting release documentation. About this Release ecopy ShareScan v5.2 is the latest release of ShareScan which increases the value to customers by improving the interaction with document capture and storage both from their MFPs and Scanners and now from their electronic workflows too. The new Watching Service Module for ShareScan quickly processes, converts and stores any image or document for simple or complex transactional tasks to reduce end user tasks, improve process efficiency and improve access to critical business content in a scalable and affordable way. These updates as well as additional new features are outlined in this document. Product Release version 5.2, the specific release build is Access to the Software and Documentation: Resellers: ShareScan 5.2 software and documentation can be accessed from Engage. Look for ShareScan 5.2 on your home page for access to all of the release content, software and licenses: Evaluation licenses can also be requested through the Engage product page. Not For Resale license for showrooms need to be requested through Customers: ShareScan 5.2 software and documentation can be accessed through the product registration site download section. For evaluations please speak with your ecopy Reseller. ShareScan v5.2 New Feature Overview: and Folder Watching Service & Folder Watching Service: The and Folder Watching Service enables ShareScan workflows to apply to any electronic documents, files and images by monitoring network shared folders or addresses. These files are processed and routed based on configurable rules and the content of the documents. Enabling this option ecopy ShareScan Extenders such as Forms Processing and Barcode Recognition can save customers significant document processing time and steps by automatically processing and routing transactional documents.

2 Customer Examples: Here are just a few examples of how customers are using this new feature. Using any desktop scanner or non-ecopy enabled devices: Customers often have different brand scanners, MFPs and all in one devices within their office. Yet they want to leverage these devices to scan into existing document workflows. With the new Watching Service these devices can be leveraged by simply scanning into a Watched address or folder extending the reach of the customer s ecopy document solution. File Conversion: A Sales Associate just received a scanned document as a tiff and she wants it converted into Microsoft Word so she can easily update the document as a new version. She simply 1) s the tiff to a designated address monitored by ecopy s Watching Service. (Example: ConvertToWord@acme.com or ConvertToExcel@acme.com) 2) attachment and user s is captured by watcher service 3) She gets an response moments later from ecopy with a fully formatted flowing text Word document Mobile Device and Tablet document delivery: Using any mobile phone or tablet customers can easily attachments or photos from their mobile device into an ecopy Workflow. Additional Watching Service Features: Watching Service Scalability: The Watching Service can have unlimited ecopy ShareScan Servers leverage the same license all pointing to a single processing folder to give very high scalability. When a central database is used, all the ShareScan managers will pull from the same license for ease of management. Administration and job notifications: The Watching Service has job notification and job management accessible to the ShareScan Administrator through the Job Monitor as well as process specific administration accessible to the designated job owners. This administration is securely accessible through any browser for the designated owners and can be used to manage jobs across all managers. For Example, if an HR department is using ecopy s Watching Service to process and route incoming HR documents based on division, each HR specialist will want to manage and get notification on documents that relate to their specific function. ECopy ShareScan enables granular management, monitoring and notification to put the control with those who need it. XML Description Files: XML description files can be delivered into the watched folder and will be available for processing image files and documents of the same name. This XML will be available in data publishing and can be parsed using the Database lookup extender. This means other applications can submit documents and images into ShareScan for processing with information that can be used for routing, naming and indexing. Licensing: The Watching Service is licensed as an add on license to any ShareScan bundle and each license gives the licensee the right to attach up to 100 non ecopy enabled devices of any kind. The license enables this by limiting the page volume to 100k pages per year. This 100k pages per year is perpetual and will automatically renews the page count each year at no additional cost. Additional licenses can be added as needed to add incremental page volume. To Configure: Documentation is available in for the release and is listed under ShareScan 5.2. The documentation covers use case scenarios and configuration details to set up this service. Any Connector can be used with The Folder Watching Service as long as it is configured to not display any UI. All Extenders can also be used including Bates Numbering/Endorsing and is covered in the Watching Service documentation.

3 Other Features Authentication Extender: The Authentication Extender is now available for any customer with ShareScan 5.2. The Authentication Extender enables the Single Sign on capability of the Cost Recovery Extender without the need for an additional license. Cost Recovery should still be used if scan tracking and account billing is needed. The Authentication Extender can be used when only Single Sign on is needed. Please note that it does require the authentication solution and device platform supports ecopy Cost Recovery. Connector Batching Updates: Batching support has been improved to enable each connector to process, index and route multiple documents uniquely within a single scan job. All Nuance connectors can support batching. Customer Benefit: User s save time by being able to scan, capture and store many documents in a single scan batch. The and Folder Watching Service can process documents in a scalable, load balanced, transactional workflow. Quick Connect: Batching is now supported for scanning into databases. Database Lookup Extender: Improved field options for displaying or hiding lookup values at the time of scan. When shown values can also be display only or user modifiable. The Database Lookup Extender can be configured to preserve values previously entered and retrieved for use in subsequent workflows available when a user selects the New Document at the end of the scan workflow. Batch option allows a lookup to be performed for every document within a batch. Profile Header allows the form heading to be defined and can include. Session Logon: In addition to supporting Multiple Domains, Session logon has several other changes. Scan to Desktop: can scan to Home directory with just username. OCR: Performance improvements for the creation of large documents. Barcode Recognition: Additional Barcode Engine options are now available to include, Softek, Aspose, & the OmniPage Capture SDK. The OmniPage CSDK has the most barcode options and is typically the most accurate. The other Engines are available for additional fonts and may provide better results under certain circumstances. Image Enhancement: In the Image control extender under image enhancement there is a new dropdown option called Maximum allowed resolution (dpi) in the output document When using the and Folder Watching Service, If the incoming image has higher DPI then the value set in this control, then it is down-sampled. Additional Changes and Improvements: This is a summary, for the complete list of updates please refer to the ShareScan 5.2 release notes. System Updates: Apache Tomcat has been updated to version Java Run-time 1.7 Update 45 Support for R2 for Windows 2012 SQL 2005 is no longer supported

4 Frequently Asked Questions Below are commonly asked questions. Please review these prior to installation of the product. How do I get ShareScan v5.2 and all supporting documentation? ShareScan v5.2 and the documentation package are available for download from the Nuance registration site for customers and are available on Engage for ecopy resellers. What needs to be purchased to use the and Folder Watching Service? Customers will need to purchase the and Folder Watching Service license and add it to any ecopy ShareScan 5.2 installation. The connectors available for use with the service are those that are licensed with the ShareScan installation. Is ShareScan version 5.2 required to use the and Folder Watching Service? Yes, customers on older versions will need to upgrade to use the and Folder Watching Service. Which version of the ShareScan JAR file is needed to support ShareScan v5.2? Version is the currently available JAR and this works with either ShareScan v5.1 or ShareScan v5.2. This JAR file may be downloaded from the Nuance Registration Site ( or from AskeCopy ( using Answer ID # For additional information on the latest JAR file please visit AskeCopy ( using Answer ID # What previously installed versions of ShareScan can automatically upgrade to ShareScan 5.2 using the installer? ShareScan 5.2 can be installed over a previously installed ShareScan 5.0 or 5.1 with any Service Pack. Customers with ShareScan 4.x, it is recommended to install a clean ShareScan 5.2 and use the Profile Migration tool included with ShareScan 5.2 to export and import any profiles that need to be migrated. How do I get an NFR license for ShareScan v5.2? Not For Resale licenses need to be requested through by entering a ticket with Nuance customer service. How do I get an EVALUATION license for ShareScan v5.2? Customers should request evaluation licenses through their Nuance ecopy reseller or Nuance technical consultant. Resellers can access Evaluation licenses through the Nuance Engage Portal ( Or from the ShareScan product page on Engage follow the instructions for an evaluation license. Is there a separate license for the NFR or EVALUATION license for the Watching Service? Yes, there is a separate license for the Watching Service that is required to enable this feature. This license can be obtained the same way as ShareScan license? The NFR license will enable up to 1,000 pages/yr. The Evaluation license enables up to 2,000 pages one time or 45 days, whichever comes first.

5 How is the Watching Service Licensed? The Watching Service is licensed as an add on license to any ecopy ShareScan bundle. Each license gives the licensee the right to attach up to 100 non-ecopy device connections. This license enforces this by limiting the page volume to 100,000 pages per year perpetually. The page count automatically renews each year. Additional licenses can be added as needed to increase the page volume. How do I increase my page volume or add more device connections when using the Watching Service? If additional Watching Service licenses are needed to increase page volume or device connections you must purchase additional licenses as necessary. (Note: These new licenses will have a separate M&S expiration date and count renewal.) What is the difference between the and Folder Watching Service and the Send to ecopy functionality that is already part of ShareScan? Send to ecopy ShareScan is a feature that is only available with ecopy ScanStation and supports any MFP or scanner that has the ability to scan to a network folder location. It is a one-to-one relationship, meaning that a single MFP or scanner must be associated with a specific ScanStation kiosk. The ShareScan v5.2 and Folder Watching Service enables ShareScan to capture images sent to either a specific network folder location of address and does not require interaction with the ShareScan UI at the device. The E- Mail and Folder Watching Service supports a one-to-many relationship with MFPs/Scanners/ addresses and is only available starting with ShareScan v5.2. Can I use the Watching Service with ScanStation or with my existing ShareScan environment? Using the Watching Service on the ScanStation is not supported. The recommended configuration for the Watching Service when used in addition to the ecopy ShareScan MFP clients (Embedded or ScanStation) is to configure it on a stand-alone server. This guarantees that performance of the ScanStation or embedded MFP clients are not negatively impacted if there is significant load on the Watching Service. Can the Watching Service be used with all ecopy Extenders? Any ecopy Extenders that can be configured and used without user input can be used with the Watching Service including Barcode Recognition, Image Enhancement, Forms Processing, Lookup Extender and more. Bates Numbering can also be used. Refer to the documentation of specific setup instructions. Can the and Folder Watching Service be used with all the ecopy Connectors? No, The and Folder Watching Service can only be used with Connectors that can be configured in a way that displays no UI, often refered to as express mode. The only connectors that cannot be used is Scan to Desktop and Scan to USB. Is the ecopy Connector for Healthcare supported by ShareScan v5.2? No, the currently shipping version of the ecopy Connector for Healthcare is not supported by ShareScan v5.2. Nuance is updating the Healthcare Connector and this new version should be available calendar Q1 of 2014.

6 Will 3 rd party Connectors work with ShareScan 5.2 the & Folder Watching Service? Yes. Third party connectors that support ShareScan 5.0 & 5.1 will work on ShareScan rd Party Connectors can be used with with the and Folder Watching Service as long as they can be configured in an express mode or configured in a manner that does not require the UI to be displayed. What files do I need to properly install ShareScan v5.2? With the ShareScan v5.2 download you will find a.zip file containing the ShareScan 5.2 executable as well as many other folders. To properly install ShareScan you will need to copy the entire.zip file and all of its contents. These files are used in the installation and are critical to install ShareScan properly. Should I upgrade to ShareScan v5.2? If you are currently using ShareScan v5.0 or 5.1 without issue, then you can remain on that version of the product. However, it is recommended to upgrade to the current version for the latest in application connectivity and support. If you are currently using ShareScan version 4.x, yes we recommend an upgrade to ShareScan v5.2 as it supports the latest software versions and supports the latest devices. Do I need a new license with ShareScan v5.2? If you are running ShareScan v5.0 you will not need a new license. If you are running ShareScan v4.x or earlier you will need to upgrade your software through the registration site which will provide a new license and access to the software download. Do I need to register my ShareScan v5.2 license? Yes, the ShareScan license should be registered using the same process that is done today by visiting Note: When registering the license the line item will appear in the system as ShareScan v5 because of the shared license between v5.0 and v5.2 as noted in the question above. What devices are supported with ShareScan v5.2? The ShareScan v5.2 supported device list is found here Where can I find technical documentation on the ShareScan v5.2 release? Installation and configuration documents are available in a ShareScan 5.2 documentation package and are located on Engage: How do I get the Highlight and Redact Extender and or the Authentication Extender? The Highlight and Redact Extender and the Authentication Extender are both included in the ShareScan installation but the Highlight and Redact Extender requires a separate license to enable. This license is available on the Nuance registration site for customers, and is available on Engage for ecopy resellers.

7 The Authentication Extender is included in the ShareScan license we provide as part of the fulfillment of ShareScan v5.2. If upgrading to ShareScan v5.2 the necessary Authentican Extender license is available for download from the registration site at What is the time duration of the Job Monitor? The number of days in the Job Monitor is configurable and is set by default to 30 days. Can multiple process owners be set up and can there be multiple addresses used for each Rule notification? Yes, for process owners the username should be set as domain\username, and each owner and notification recipient can be entered separated by ; to add multiple owners or recipients. What is the URL of the job monitor? Can Watching Configurations be shared across multiple ShareScan Managers? Yes by performing the following steps. 1) Use AutoSync (first) to ensure the same profiles are available on all Managers 2) Export the watchers data / Import the watchers data Or 3) Export connector profiles (no AutoSync) / import connector profiles 4) Export watchers data / import watchers data