MFP-Link for Sharp Version 1.0
MFP-Link Introduction... 3 System Overview...3 Installation... 4 Operating System...4 Internet Information Services (IIS) Installation...4.NET Framework 2.0...6 MFP...6 AutoStore...6 Removing Prior Version...6 Installing and Licensing AutoStore...7 MFP-Link Installer...11 Configuration/Access Rights...11 Users and Security...12 IIS...12 FTP...13 AutoStore Express Service Manager...15 Status...16 AutoStore Script...16 AutoStore Log...16 Startup Type...16 Log On NT As...16 Sharp OSA Web Connector...17 AutoStore Settings...17 Local FTP Settings...18 MFP Configuration...18 docstar Templates...20 docstar Auto Import Configuration...21 Operation... 22 Forms / Templates Provided...24.About docstar...24.ap...24.ap, Statement...24.AR...25.Correspondence...25.HR...25.Marketing...25.Resumes...25 Editing Forms...25 General Tab...27 Fields Tab...28 Components Tab...29 Adding Forms...31 MFP-Link f o r S h a r p 1
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Introduction The MFP-Link lets users scan and file documents from supported Multifunction Peripherals (MFPs or digital copiers). Note: At this time, we have support for OSA-enabled Sharp MFPs, and support for additional devices is planned. Documents filed in this way bypass the docstar Inbox and require no additional filing steps. Use of this module doesn t preclude users electing to scan to their docstar Inbox and file documents at their desks. Thus, each user can choose how he or she prefers to file each document. MFP-Link includes a set of filing forms, each corresponding to a docstar template, for filing many common office documents. These forms are processed via Notable Solutions, Inc s (NSI s) AutoStore or AutoStore Express software, which is a required component of this module. Just as docstar templates can be added and modified to meet specific filing requirements, the filing forms for the Sharp MFP can be modified, and new forms can be added. This is done using the AutoStore Process Designer, as described near the end of this guide. System Overview Technicians or IT professionals may find this block diagram informative for planning or troubleshooting installation. IIS and FTP server drives UI on MFP and transfers captured files to AutoStore. OSA-enabled Sharp MFP ASWebForSharp (IIS) (AutoStore s OSA Connector) Requires machinename and port of AutoStore service and local access to FTP folder Browser used to configure MFP Requires only URL of the MFP Web browser on any workstation AutoStore Service Runs specified script file (.CFG); provides UI to MFP through OSA connector. Transfers docs and XML files to destination specified in.cfg. Creates or edits script (.CFG) file. Requires only access to that file. AutoStore Process Designer on any workstation docstar Client Service (AutoImport) Captures docs and XML from AutoImport directory and run s docstar s filing template. docstar Server Not directly involved in Sharp AutoStore process MFP-Link f o r S h a r p 3
Note that the four blocks in the right column generally reside on the same physical server. A separate workstation may be used to configure the MFP and run AutoStore Process Designer, or these tasks can run on the docstar server, too. Installation Note: Throughout this document, there will be references to AutoStore or AutoStore Express. Either version of the product may be used, subject to the limitation that only one MFP can be supported by each licensed copy of AutoStore Express. Where program names or folder names contain the words, AutoStore Express, please substitute AutoStore if using the full version of the product. Operating System docstar s MFP-Link is compatible with Windows 2000 Professional (with Service Pack 4), Windows 2000 Server (with Service Pack 4), Windows XP Professional, and Windows 2003 Server. In each case operating system components, which might not have previously been installed, must be installed and configured properly. This section of this Guide shows briefly how to install and configure these components. Please consult Microsoft s online help for additional information if needed. Internet Information Services (IIS) Installation IIS is included with each of the Microsoft Windows operating systems, which support AutoStore, but it may need to be installed. To determine if it is installed or to add it, start by opening your Control Panel. Select Add or Remove Programs. Then click the icon (on the left) to Add/Remove Windows Components. In the Components list, select Internet Information Services (IIS). Click Details. 4 MFP-Link f o r S h a r p
Of the various components within IIS, you need (at least) Common Files, File Transport Protocol (FTP) Service, Internet Information Services Snap-In, and portions of World Wide Web Service. Make sure that each of these is checked. Additional components may be installed, if desired, for other applications. Check Details within World Wide Web Service. Only the basic World Wide Web Service is required. Once again, the other components may be installed if needed. MFP-Link f o r S h a r p 5
After making all of your selection, click OK, and OK. You may be prompted to insert your Windows installation CD..NET Framework 2.0 Microsoft.NET Framework version 2.0 is required. It is available via download from Microsoft if not already installed. To check, launch Add or Remove Programs from Control Panel and look for Microsoft.NET Framework 2.0. MFP Your Sharp MFP must have the OSA 2 license key installed to enable OSA integration. AutoStore Removing Prior Version Before you install AutoStore or AutoStore Express, remove any prior version as described below. If this is a first-time install, skip to Installing AutoStore. 1. Stop the AutoStore service and close all AutoStore applications. 2. Remove AutoStore using the Add/Remove programs function within the Control Panel. 3. Remove the Sharp OSA Web Connector (and any other Client Add-On you have previously installed), also using the Add/Remove programs function. 4. To insure successful upgrade installation, manually remove the installation directory, which is typically C:\Program Files\NSI\AutoStore Express. 6 MFP-Link f o r S h a r p
5. Restart the server. Installing and Licensing AutoStore Install AutoStore from a CD or download as follows: 1. Install AutoStore by running the installation executable and following the instructions on the screen. 2. Apply your license to AutoStore as follows: a) Run the AutoStore License Manager, under Start->All Programs->NSI->AutoStore Express. Note: You may skip licensing and use AutoStore for evaluation purposes for free for up to 30 days. b) Click on Web License. If Internet access is unavailable, copy the URL that appears in your browser and enter it into the browser on another workstation, which has Internet access. c) Complete the licensing/registration form, which requires your name, phone number, email address, and the order/license number provided with your purchase. d) The webpage will take a few seconds to confirm your licenses. When it is done, the license(s) on your order are displayed. Select any optional or add-on licenses, which you wish to activate now. Note: If you have multiple licenses on a single order, they will all be shown here. You do not need to use them all on the same server. e) Click Submit. Then confirm that you want to activate these licenses, and that your email address is correct. f) You will soon receive a license file at the specified email address. This file must be loaded on the AutoStore server. Therefore, if possible, open your email on that server and save it to the desktop. Otherwise, open your email on any workstation and save the attached file on a network share or a portable medium. MFP-Link f o r S h a r p 7
g) Under License File click Load in the License Manager, as shown above. Select the license file you just save. Your system is now licensed. 3. Download the Sharp OSA Add-On for AutoStore, along with other updates, as follows: a) You should still be in the AutoStore License Manager. If not, run it again under Start->All Programs- >NSI->AutoStore Express. b) Locate and click the button labeled Software Update near the bottom, right corner of the License Manager screen. This launches the Update Service. Note: An Internet connection is required. c) Click Show Updates and a list of available updates will appear. 8 MFP-Link f o r S h a r p
d) From the list, click Add next to Sharp MFP (OSA) Add-on. Add any other Add-Ons you may need for other MFP devices. Then click Next >. MFP-Link f o r S h a r p 9
e) Finally click Install Now. When prompted, enter the Maintenance Contract ID, which has been provided with your purchase. If you are currently evaluating AutoStore, a temporary contract ID should have been given to you. 10 MFP-Link f o r S h a r p
f) Complete the download by following the prompts on the screen. Then you can close the Update Service and the License manager. 4. Now install the Sharp OSA Web Connector, as follows: a) Go to Start->All Programs->NSI->AutoStore Express->AutoStore Express Add-Ons->Sharp OSA Web Connector. This will open a folder. b) Run the installation program, which is called SharpOSAWebConnector_Vxx.exe, where xx is the actual version number. Follow prompts on the screen. Note: This installation process may change with future updates of the Sharp OSA Web Connector. Follow all onscreen instructions carefully. MFP-Link Installer The SETUP program provided extracts several files, including a program called NSIConfig.exe in C:\DOCSTAR\MFP. It then runs NSIConfig, which adds predefined filing forms and templates and configures them for operation. It must be run after docstar, AutoStore, and all other components have been installed, but prior to starting the AutoStore Service Manager. No user input or choices are required for this installer. Just click OK (Finish) when complete. Configuration/Access Rights Several additional configuration and access settings are required to operate within Window s security. MFP-Link f o r S h a r p 11
Users and Security Right-click on My Computer and choose Manage. This opens Computer Management. Under System Tools, expand Local Users and Groups and choose Users. Now Add a user, which will be used by AutoStore for delivering scanned documents via FTP. We recommend naming the user FTPUser. Choose a password in accordance with your security policies. Through Windows Explorer, give the user you ve just created full control of the following network folders: C:\DOCSTAR\MFP\SHARP C:\DOCSTAR\ImportSharp C:\INETPUB\FTPROOT Also give the system-created user, ASPNET, full access to the same FTPROOT folder. IIS Also under Computer Management, check IIS settings. These are found under the Services and Applications heading, within the subgroup for Internet Information Service. 12 MFP-Link f o r S h a r p
Under Web Sites, find ASWebForSharp and right click on it to open Properties. Make sure that ASP.NET is set for version 2.0.x. FTP Under the FTP Sites folder, right click on Default FTP Site and open properties. On the Home Directory tab, ensure that Read, Write, and Log visits options are checked. (Technically, Log visits is not required, but it can be a valuable debugging tool.) MFP-Link f o r S h a r p 13
On the Security Accounts tab, allow anonymous connections using the user you created. 14 MFP-Link f o r S h a r p
AutoStore Express Service Manager Run the AutoStore Express Service Manager found in your Start menu under All Programs->NSI->AutoStore Express. MFP-Link f o r S h a r p 15
Status Here you can see whether the AutoStore service is currently running. Start and Stop buttons are available to stop and start the service. Generally, the service should be set to start automatically on system boot. Otherwise, it will be necessary to start it before attempting to use MFP-Link on any MFP. Start the service now if it is not already running. Note: The service will need to be stopped and then restarted after any changes are made to the AutoStore Express Service Manager. AutoStore Script Enter (or browse to) C:\DOCSTAR\MFP\SHARP\SHARPMFP.CFG. AutoStore Log Enter (or browse to) C:\DOCSTAR\MFP\SHARP\LOGS\SHARP.LOG. Startup Type Select Automatic Startup to start the service on boot-up. Log On NT As Here you specify the user/rights used by the service. In most configurations, the user and password may be set to the default value of LocalSystem, for which the password will be prefilled automatically. 16 MFP-Link f o r S h a r p
Sharp OSA Web Connector Run All Programs->NSI->Sharp OSA Web Connector->Sharp OSA Web Connector Configuration to complete the following settings. AutoStore Settings Set the Server Address to the name (preferred) or IP address of the IIS server, which is probably your docstar server. Generally, you should leave your Port to the default setting of 3240. Note: Ensure that the selected port (3240) is available and not blocked by any firewall or security system. Testing AutoStore Settings At this point, you should be able to successfully test your settings. The Test button will open a web browser on the ASWebforSharp web site. If all is running, the result will look like this, which is the HTML encoding of the initial form displayed on the MFP. MFP-Link f o r S h a r p 17
Any of a number of factors can lead to an Application Error or other failure. The most likely suspects are: IIS Service is not running. AutoStore service is not running. ASWebForSharp website not properly configured under Internet Information Services. For instance, the anonymous user does not have sufficient rights to run scripts and access the AutoStore service. AutoStore service does not have sufficient rights to the network folders it accesses. Local FTP Settings Leave the FTP Folder: setting blank (to use FTPROOT folder). Set Path to FTP Folder: to the local path to the FTPROOT folder, which should be C:\INETPUB\FTPROOT. Username and password must be set to those you established (FTPUser) under Users and Security, above. Note: Remember to click Save after modifying any settings, and then restart the IIS service by running (Start->Run command) IISReset. MFP Configuration The AutoStore application must now be added to your Sharp MFP. 18 MFP-Link f o r S h a r p
Note: This description is based on an MX-5500 series MFP. Configuration of other models may vary. 1. Open your browser and go to the MFP s home page (http://mfp_ip_address). 2. Select Admin Mode from the navigation menu. 3. Enter your administrator password. 4. Select External Applications. 5. Select Standard Application. 6. Click Add. 7. Enter the application name, docstar. 8. Enter the Address for Application UI, http://docstar/aswebforsharp/default.aspx -- substitute your server name if other than DOCSTAR. MFP-Link f o r S h a r p 19
9. Enter a Timeout value; 30 seconds should be sufficient for a typical server. 10. Click Submit. Repeat these steps for each device. docstar Templates The SETUP file for MFP-Link provided by docstar includes several docstar templates for automatically processing the indexed documents received from the MFP device via AutoStore. These are extracted into an XML file, which must be loaded as follows. Run docstar s Administrator program and click on the Backup/Restore button. Then, on the Import tab, choose the Select Import File button. Navigate to C:\DOCSTAR\MFP\Sharp\SharpSettings.XML and open it. 20 MFP-Link f o r S h a r p
You could pick and choose which ones to import, but it is recommended that you leave them all selected and hit Import Settings. (Even ones you don t use may serve as valuable models for custom templates you create in the future.) docstar Auto Import Configuration The Installer automatically configures a Client Auto Import path with the following settings. MFP-Link f o r S h a r p 21
It is not necessary for you to examine or change these settings, but you may enable Place Into Folder, Security Class, or blank page separation if you wish. The Inbox setting may also be changed, although the templates provided automatically process all documents so the Inbox selection doesn t really matter. Note: The Image Template shown above, (default), is not relevant. Each form defined for Sharp MFP s contains a read-only field, called Template, which specifies the template for every document created with that form. This template name overrides the template specified in the Auto Import settings screen above. Operation To scan and index a document, first choose the Sharp OSA tab on the MFP s LCD display. If other OSA applications are installed, all will be listed. Choose docstar. 22 MFP-Link f o r S h a r p
Next, choose a form (corresponding to a docstar template) from the list. Note: If docstar is the only application installed, the first step is skipped. MFP-Link f o r S h a r p 23
Then, you will be prompted for additional data corresponding to the form you ve selected. Complete the form by clicking on each field name (Vendor Name, Document Type, etc.) For text input fields, a virtual keyboard appears. (You may also use a physical keyboard if your MFP has this option.) For multiple choice fields, a column of buttons appears. The Template field is read-only it determines which docstar template will process your input after the document is received in docstar. Note that some fields, like Document Type, have a default value. After completing all input, press Scan. Your document will be scanned and delivered to docstar with the data you ve entered. Forms / Templates Provided The following predefined forms, each with a corresponding template, are provided with the module. Note that all these templates are set to automatically file documents as soon as they are received..about docstar This form isn t intended to scan documents it is just an informational page to check the version.ap Prompts for Vendor Name, Document Type (list), and Reference (Invoice) Number(s). You may choose to use a Vendor number or code..ap, Statement Prompts for Vendor Name and Date. 24 MFP-Link f o r S h a r p
.AR Prompts for Customer Name, Document Type (list), and Reference Number(s). You may choose to use a Customer number or code..correspondence Prompts for Topic, From, and To..HR Prompts for Employee Name and Topic. You may wish to use employee numbers (such as social security numbers) instead of names..marketing Prompts for Project Name and Document Type. Note that this form does not provide a list of document types, but could be modified as described below..resumes Prompts for Applicant Name and Position. Editing Forms Each of these forms may be edited, and new forms can be added, through the AutoStore Process Designer. Launch the Process Designer from Start->All Programs->NSI-AutoStore Express. Open the configuration file, C:\DOCSTAR\MFP\SHARP\SharpMFP.CFG. Right click on the Sharp MFP (OSA) icon and choose Properties. Then expand the Common Group. MFP-Link f o r S h a r p 25
Each form may be edited by selecting it and clicking the Edit command. Properties of each form are set on three tabs. Some of these properties must be set to specific values to ensure compatibility with docstar s Indexed Import feature, as described below. Note: This is a brief description of specific settings that are of particular importance to docstar. Please see your AutoStore online help for complete information on using the Process Designer. 26 MFP-Link f o r S h a r p
General Tab Single Touch mode should not be set for forms, which collect user input. Access control may be enabled if desired. Default scanning settings may be set as you wish. If Allow Changes is checked, then this scanner setting may be overridden by the user at the MFP. Dynamic Form features are not supported at this time. MFP-Link f o r S h a r p 27
Fields Tab The Fields tab controls the name, label, and type of each field (text, list, etc.). You may add or change fields as necessary. Note that every form should include a read-only Template field, which specifies the name of a valid image template in docstar. The template specified here overrides the template set in the Client Auto Import settings screen in docstar. 28 MFP-Link f o r S h a r p
Components Tab This tab should contain the following two components. Knowledge Package Builder Settings within this component control generation of the XML file, which carries index data entered at the MFP to docstar. Click on the button next to each to set its properties. MFP-Link f o r S h a r p 29
Don t change any settings on the General tab. 30 MFP-Link f o r S h a r p
On the Field Values tab, each field you ve defined should be listed. To add a field, click Insert, name it, and drag it from the Available RRTs (Runtime Replacement Tags) list into the Value field. Note that various metadata, in addition to the fields on the form, are available. Any of these may be included in the XML file by Inserting them as distinct Field Values here. Note: Field names specified here are accessed via Indexed Import actions of a docstar template. The template used must accurately reference these field names. See the docstar 3.7 Users Guide for details on Indexed Import actions. Send To Folder Settings for the Send To Folder component should not be changed. Adding Forms The easiest way to add a form is to copy an existing, similar form and then modify it. Right click on the name of any form and choose copy. Right click again and choose paste. Then you may add or modify fields, while preserving the necessary Knowledge Package Builder and Send to Folder component settings. For more details, please see your AutoStore documentation for details. MFP-Link f o r S h a r p 31