ecopy PaperWorks Connector for Microsoft SharePoint Administrator s Guide

Transcription

1 ecopy PaperWorks Connector for Microsoft SharePoint Administrator s Guide Part Number: (05/2009)

2 Licensing, Copyright, and Trademark Information The information in this document is subject to change and does not represent a commitment on the part of ecopy, Inc. The software described in this document is furnished under a license agreement. The software may be used or copied only in accordance with the terms of the agreement. It is against the law to copy the software on any medium except as specified in the license agreement. No part of this document may be reproduced, transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or information storage and retrieval systems, or translated into any language for any purpose other than the purchaser s personal use, without the written permission of ecopy, Inc ecopy, Inc. ecopy, the ecopy logo, ecopyfax, the Simplify logo, the MailRoom logo, ecopy ShareScan, ecopy ScanStation, ecopy Desktop, ecopy PaperWorks, 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. Intel and Pentium are registered trademarks of Intel Corporation. Microsoft, Windows, Windows NT, Outlook, and MS-DOS are registered trademarks and Windows Server is a trademark of Microsoft Corporation in the USA and in other countries. All other terms and products are trademarks or registered trademarks of their respective owners and are hereby acknowledged.

3 Table of Contents Introduction About this guide Further information Customer support services Installing and configuring the connector Installation procedures Installation prerequisites Installing the connector Deploying the connector over a network Configuring the connector Connector configuration results Using the connector Navigating SharePoint using the connector Opening documents from SharePoint Saving documents to SharePoint Using the SharePoint Document Pane Working with Properties

4 iv Table of Contents List of Tables TABLE 1. Connector configuration settings TABLE 2. File menu changes TABLE 3. Connector navigation functions TABLE 4. File saving functions TABLE 5. Check In and Check Out Messages

5 ecopy PaperWorks Connector for Microsoft SharePoint Administrator s Guide 1 Introduction The ecopy PaperWorks Connector for Microsoft SharePoint enables users to send documents directly into and retrieve documents from a SharePoint document management system using the ecopy PaperWorks application. In this chapter About this guide Further information Customer support services

6 2 Introduction About this guide This guide is intended for administrators responsible for the installation and configuration of the ecopy PaperWorks Connector for Microsoft SharePoint. It provides an overview of the connector and how it works with ecopy PaperWorks as well as system requirements, installation instructions and configuration options, and procedures. Further information The ecopy PaperWorks Connector for Microsoft SharePoint documentation set consists of the following documents: ecopy PaperWorks Connector for Microsoft SharePoint Administrator s Guide: This document. ecopy PaperWorks Connector for Microsoft SharePoint Help: Provides configuration and how-to information. To access Help, select Options > Preferences > Storage, select the connector in the left pane and then click the Help button on the connector tab.

7 ecopy PaperWorks Connector for Microsoft SharePoint Administrator s Guide 3 Customer support services The ecopy Customer Support Services groups provide: Customer support for licensing, registration, and other nontechnical issues. Technical support for product configuration, troubleshooting, and product usage issues. 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 (M&S) agreement. Contact your dealer or distributor for details. As described in the M&S agreement, your dealer or distributor will provide 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. If you purchased your software directly from ecopy, check the Ask ecopy Knowledge Base ( for solutions to your technical problems. If necessary, open a ticket at Ask ecopy provides 24x7 access to a knowledge base that includes Frequently Asked Questions (FAQs), product service packs, product support matrices, product information, and other information. Note: ecopy does not provide hardware support. Contact your hardware dealer, distributor, or system integrator for support information.

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9 ecopy PaperWorks Connector for Microsoft SharePoint 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 Configuring the connector

10 6 Installing and configuring the connector Installation procedures Installation prerequisites The following are the installation prerequisites for individual and deployed installations: ecopy PaperWorks If you are using SharePoint 2003: Microsoft SharePoint Portal Server 2003 or Microsoft Windows SharePoint Services If you are using SharePoint 2007: Microsoft Office SharePoint Server 2007 (MOSS) or Windows SharePoint 2007 Services. If your company uses a secure SharePoint site, you must install an SSL certificate on all client computers. One of the following: Microsoft Windows XP Professional, with the latest Service Pack (currently SP 3) Vista 32-bit (Business and Enterprise Editions) Windows Terminal Services on Windows Server 2003 or 2008 Citrix Presentation Server 4.5 (requires Windows Terminal Services on Windows Server 2003).NET Framework version 2.0 Note: During installation the connector checks your system for the.net 2.0 Framework. If the.net 2.0 Framework is not installed on your system, you will be prompted to install the version supplied with the connector. Installation will not proceed unless the.net 2.0 Framework is installed. If you install the connector using the extracted.msi format, you must install the.net 2.0 Framework manually before installing the connector.

11 ecopy PaperWorks Connector for Microsoft SharePoint Administrator s Guide 7 Installing the connector Important! Before installing the ecopy PaperWorks Connector for Microsoft SharePoint, make sure that the ecopy PaperWorks software is installed and functioning correctly. Refer to the ecopy PaperWorks Installation Guide for details. To install the connector: 1 Once you have downloaded the SharePoint_eCopy_PaperWorks_English.exe file to your computer, double-click on the.exe file. The connector installation window opens. 2 Click Install Connector to start the installation. 3 Follow the on-screen instructions 4 When the installation is complete, click Finish. Deploying the connector over a network If you want to deploy the connector from your server to a group of users, follow the instructions in the "Microsoft Windows Installer Deployment" chapter of the ecopy PaperWorks Installation Guide. Note: If you use Microsoft System Center Configuration Manager (SCCM) and want to perform a silent installation of the connector software, you must select Hidden as the Run parameter in the General window.

12 8 Installing and configuring the connector Configuring the connector This section explains all the connector configuration options available in ecopy PaperWorks. To configure the connector: 1 From the ecopy PaperWorks menu bar, select Options > Preferences, and then select the Storage tab. 2 Select the connector name in the left pane. The SharePoint configuration panel appears. 3 Specify the connector configuration settings (see Table 1). 4 Click the Set as Default button in the lower corner of the window. 5 Click Apply to save the settings and continue working in the Preferences window, or, click OK to save the settings and close the Preferences window. Important! When SharePoint is selected as the default storage connector, the ecopy PaperWorks File menu reflects the selection. The Open, Save, and Save As functions take the user directly to SharePoint (see page 11). The ecopy PaperWorks toolbar also changes when the connector is configured. The Open and Save options become Open SharePoint and Save SharePoint. These options function in the same way as the Open and Save options on the File menu (see Table 2).

13 ecopy PaperWorks Connector for Microsoft SharePoint Administrator s Guide 9 TABLE 1. Connector configuration settings Field File Formats Create Searchable Text Make Markups Permanent Description Documents saved using the connector are saved as files of the selected type. File types: PDF Files (*.pdf), ecopy Files (*.cpy), TIFF B&W (G4) (*.tif) Set as Default: Highlight the file type and click this button to select the format that the system uses to save documents. Uses OCR to create searchable text when a user saves a document: No: Searchable text is not created. This is the default setting. Yes: Searchable text is always created. User Modify: Searchable text settings can be selected each time a user saves a document using Save As. Configures the default setting for markups when a user saves a document: None: No markups are made permanent, and they can be edited by anyone who retrieves the document from the document management system. Blackout/Whiteout: Only these types of markups are permanent and cannot be edited. All other types of markups are editable. All: All markups are permanent. This does not apply to hyperlinks, notes or attachments. Users will still be able to delete or modify them. User Modify: Settings can be selected each time a user saves a document using Save As.

14 10 Installing and configuring the connector TABLE 1. Connector configuration settings (continued) Field Allow Local Open/Save Home URL My Site URL Description Displays the following items on the File menu: Local Open Local Save As This enables the connector to open and save documents using the Windows file system on the user s local computer. Defines the SharePoint location that opens when the connector is first launched. The location is also available from the Home button on the connector window toolbar. Defines the location of the SharePoint My Site that opens when the user clicks the My Site button on the connector window toolbar.

15 ecopy PaperWorks Connector for Microsoft SharePoint Administrator s Guide 11 Connector configuration results The ecopy PaperWorks File menu changes when you select and configure the SharePoint connector. The following table describes the menu items that function differently. All other menus continue to function as expected in ecopy PaperWorks. TABLE 2. File menu changes Menu item New Merge Files Open Local Open Save Save As Local Save As Delete Description Creates a new document. However, to create a new SharePoint document you must save it to the SharePoint server or select the path to the document s storage location on the SharePoint server (see page 18). Enables you to select and merge SharePoint documents as well as documents that are open in ecopy PaperWorks and documents stored on your local computer. Opens the SharePoint File Open window and allows you to navigate to documents stored in the SharePoint system and open them. Enables you to use standard Windows navigation to open documents located on your local computer. Saves documents to destinations in the SharePoint system. If the document does not have a destination, for example, a new, or merged, document, the Save As window opens. Enables you to select a SharePoint destination for your document. Enables you to use standard Windows navigation to save documents to locations on your local computer. You cannot use the connector to delete documents stored in SharePoint. To delete a document stored in SharePoint, you must use the SharePoint Web browser interface.

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17 ecopy PaperWorks Connector for Microsoft SharePoint Administrator s Guide 13 Using the connector This chapter describes the tasks that you can accomplish using the connector. In this chapter Navigating SharePoint using the connector Opening documents from SharePoint Saving documents to SharePoint Using the SharePoint Document Pane

18 14 Using the connector Navigating SharePoint using the connector The connector enables you to open documents that are already in your SharePoint system, edit them, and then save them back to the system. You can also use the connector to store documents from other sources into SharePoint. Notes: For complete information on navigation and storage in the SharePoint system, please consult your Microsoft SharePoint documentation. You can navigate to a location on the SharePoint server through the SharePoint File Open and the Save As windows. You can double-click on folders to open sub-folders or you can use the functions described in the following table (see Table 3). If any of the functions is not configured, the button is disabled.

19 ecopy PaperWorks Connector for Microsoft SharePoint Administrator s Guide 15 TABLE 3. Connector navigation functions Function Look In Favorites menu Description When the window opens initially, the Look In field is set to the Home URL. If you have not defined a Home URL the field is blank. You can enter or paste a known SharePoint URL into this field and then press Enter to go to the site. The Look In menu displays up to nine sites that you have visited most recently. Clicking the Favorites icon enables you to perform the following tasks: Add to Favorites: When you select this item the Add a Favorite window opens. You can edit the short name and click Add to place it on your Favorites list. Organize Favorites: Opens the Organize Favorites window where you can perform the tasks described below. Make this location Home: Replaces the Home URL location that you set in the Properties window with the URL of the current site. Make this location My Site: Replaces the My Site URL location that you set in the Properties window with the URL of the current site. Select and open a favorite site from the list.

20 16 Using the connector TABLE 3. Connector navigation functions (continued) Function Organize Favorites (appears in the Favorites menu) Back button Up one level button Home button My Site link Refresh button File name Description Opens from the Favorites menu and enables you to perform the following tasks: Re-order the items in the list by dragging and dropping them into the location you want or by using the Move up and Move down buttons. Rename the list item by right-clicking on the item and selecting Rename. If you configure your favorites to show a user-defined name, the full path still appears in the tool tip. Delete the item by right-clicking on the item and selecting Delete. Clicking the button takes the user to the previously visited URL. Clicking the menu arrow opens a list of previously visited sites. Click on a site to open it in the window. Takes you to the parent folder of the current site. Takes you to the predefined Home URL. Takes you to the predefined My Site URL. Reloads the current URL. The arrow next to the File name field opens a list of up to nine files that you have opened most recently. When you select a file name from this list and click Open, the connector navigates to the folder that contains the file and opens the file.

21 ecopy PaperWorks Connector for Microsoft SharePoint Administrator s Guide 17 Opening documents from SharePoint Your ability to open or edit a document depends on the settings in the SharePoint Document Library in which it is stored and on the current state of the document. Note: If the user s computer is in the same domain as the SharePoint server, then the user does not need to log on to SharePoint because authorization is automatic, based on the computer s network credentials. If the server is in a different domain, then the user will be asked to log in. To open a document: 1 Select File > Open or click the Open SharePoint icon on the ecopy PaperWorks toolbar. The SharePoint File Open window opens initially to the Home URL location that you specified on the Options > Preferences > Storage tab. After the initial opening, the window opens to the last location the user opened or saved from either the File Open window or the Save As window. 2 Use the navigation functions available in the window to navigate to the document you want to open (see Table 3). You must double-click in the navigation pane to navigate to the storage location. 3 Select the document and click Open. 4 Select one of the following options: Open: If you want to edit the document. Open Read-Only: If you do not want to change the original document. The document opens in ecopy PaperWorks.

22 18 Using the connector Saving documents to SharePoint The connector enables you to save open documents back to their original location using the Save option. Note: If you try to save a document that contains markups, or other formatting that is not preserved, by saving to the original file format (for example a TIFF file), the connector displays a prompt that gives you the option to convert the file to a PDF file and save it under a new name. Alternatively, you can save to the original file format and lose the formatting or cancel the Save and use Save As to access other options. The Save As option enables you to: Save new documents from your local computer or elsewhere on the network to a SharePoint location. Create new versions of existing documents on your SharePoint server. The connector also enables you to edit documents that are stored in SharePoint as Read Only. However, when you try to save the document you will be prompted to save it as a new document with a different file name. To save a new document to the SharePoint Server 1 When the document you want to save is open in ecopy PaperWorks, select File > Save As, or click the Save SharePoint icon on the toolbar. The Save As window opens. The navigation pane is on the left and the properties pane is on the right. The properties pane displays the SharePoint column properties of the target library. 2 Use the navigation functions to find the location on the server where you want to save your document (see Table 3). 3 Double-click on the library in which you want to store your document.

23 ecopy PaperWorks Connector for Microsoft SharePoint Administrator s Guide 19 4 Select the file saving functions for your document (see Table 4). 5 Enter the column property information in the available fields of the properties pane and click Save. The available fields and your ability to edit them depends on your permissions on the SharePoint server. The system confirms that all required fields have been filled in and that all information entered is valid for the field type. When validation is complete, the document is saved into SharePoint. TABLE 4. File saving functions Function File name Save as type Create Searchable Text Description The name of the file to be saved. If this is a new file, enter the file name. If this is a new version of an existing file, the system provides a suggested file name based on the name of the original file. If the system detects that a file with the same name already exists in the location, it prompts you to overwrite the existing file or to choose a new name. Reflects the file format selections made during connector configuration. If the connector has been configured to allow you to select different file types, your selection may affect the other available options. For example, selecting TIFF format makes the Create Searchable Text and Make Markups Permanent options unavailable. If this option has been enabled during configuration (see Table 1) and is available for the file type you select, you can create searchable text in your document.

24 20 Using the connector TABLE 4. File saving functions (continued) Function Make Markups Permanent Save Description If this option has been enabled during configuration (see Table 1) and is available for the file type you select, you can choose from the following options: None: No markups are made permanent, and they can be edited by anyone who retrieves the document from the document management system. Blackout/Whiteout: Only these types of markups are permanent and cannot be edited. All other types of markups are editable. All: All markups are permanent. This does not apply to hyperlinks, notes or attachments. Users will still be able to delete or modify them. Offers the following options: Save: Validates the SharePoint column properties of the document against those of the target library and saves the document and its properties to the selected location. If validation fails, the Properties pane appears and the system prompts you to correct the properties settings. A red asterisk beside a field name indicates a required field. Save Secure: Opens the ecopy PaperWorks security window and enables you to set a password or configure advanced security options. For more information see the ecopy Paperworks Help. Edit Properties The Edit Properties button allows a user to select a document library and its properties and then return to the main document to continue editing the properties (see page 23).

25 ecopy PaperWorks Connector for Microsoft SharePoint Administrator s Guide 21 Using the SharePoint Document Pane When you open a document from SharePoint, or associate a document with it, a document pane becomes available. The document pane displays the SharePoint column properties and the option to check out or in, as appropriate. Like other ecopy PaperWorks panes, this pane can be resized, moved to any of the four sides, pinned open, or closed. If other panes are also open on the same side of the document, then they share the pane area; tabs enable you to display the pane you select. Different options appear in the document pane, depending on your SharePoint versioning and permissions settings. Checking documents in and out of SharePoint The Check In and Check Out buttons enable you to use the SharePoint versioning functionality and to avoid conflicts with other users of the system who may want to edit a document at the same time. The Check Out button is typically enabled only when you are able to check out a document without conflict. However, a conflict may occur if someone else modifies a document after you have opened it but before you have checked it out. In this case the system offers you the following options: Overwrite your version of the document with the server version: You will lose any changes you have made. Keep your version: You will retain the changes to your version and can check it in under another name or merge it with the updated document on the server. See your SharePoint documentation for details. Cancel the check out: Keep working on the document without checking it in. When you close a checked-out document, the system prompts you to check the document into SharePoint before it is closed. You can also choose to Undo the checkout and save your document locally, or to keep the document checked out.

26 22 Using the connector The Check In button opens the Check In window. The available options in this window depend on the type of versioning supported by the selected SharePoint library. The Check In and Check Out buttons appear in the same location in the document pane depending on the status of the open document. The connector displays one of the following status messages to enable you to check your documents in and out: TABLE 5. Check In and Check Out Messages Message Check out this document to lock it You must check out this file before making changes Remember to check in so other people can see your changes The file is already checked out to another user This document has not been saved Description You have opened the document using the connector, but have not checked it out of SharePoint. You must check out the document before you can edit it. Properties are shown as disabled until the document is checked out. You have checked out this document and can check it in. You cannot check out the selected document. It may be checked out by another user. The properties are disabled and the Check Out button does not appear. You have selected a SharePoint path for the document (see page 23) but have not yet saved it to the server. The Check In button does not appear until the document is saved (see page 18).

27 ecopy PaperWorks Connector for Microsoft SharePoint Administrator s Guide 23 Working with Properties Your ability to edit the document properties depends on your SharePoint versioning and permissions settings and on whether or not the document is checked out or saved. Identifying column properties for SharePoint locations Sometimes a user may want to identify the column properties that will be associated with this document in SharePoint, but does not want to save the document with empty or incomplete properties. The Edit Properties button allows a user to select a storage location and its properties and then return to the main document to continue editing the properties. The properties are not validated, and the document has not yet been saved into SharePoint. The Edit Properties option creates a temporary association for a user who may want to identify the correct document properties in SharePoint and edit them as he works with the document before saving it into SharePoint. Adding property values A user with access to the properties in the document pane can edit the properties while working on the document using the following methods: Enter property values directly into the available fields. If you have created searchable text for the document, you can: Copy properties values from the document and paste them into the properties fields. Select text and drag and drop it from the document into the properties fields. Note: Selecting text automatically copies it to the clipboard. When you save the document the connector verifies the properties.

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