Welcome to Kofax eCopy ShareScan > Configure connectors > eCopy connectors > eCopy Connector for Open Text Document Management, eDOCS Edition

eCopy Connector for Open Text Document Management, eDOCS Edition

The eCopy Connector for Open Text Document Management, eDOCS Edition enables users to scan documents directly into an Open Text document management system or a Hummingbird Enterprise DM document management system from an eCopy-enabled device.

Users can store documents in any eCopy-supported format (PDF, PDF/A, TIF Fax, TIF, JPG, DOC, DOCX, XPS, XLS, and XLSX).

To be able to use this connector with the Email and folder watching service, you need to create a profile in such a way that it does not require user interaction (express). To ensure that your connector profile is such:

  1. Set the value of Authentication to Login as and specify the credentials.
  2. Select only a single library from the Libraries list.
  3. Under Screen Options, set the value of Select profile to Use first form.
  4. The value of Display fields to None and Confirm storage to No.
  5. Ensure that the Encryption connector setting has the User Modify parameter set to 'No' (clear the Yes check box).
  6. Ensure that the Document Name connector setting is configured as follows:
    • It is set to the Default File Name value, or
    • Its value is Specify name... with the User Modify option off (clear the Yes check box), or
    • Used Advanced File Naming..., where all fields have the User Modify option off (in the Field Editor dialog).

The connector associated with the routing Watcher workflow needs to create output files matching the file type of the routed documents. If you want to route several different file formats, it is recommended that you set up one connector profile – rule pair for each format.

For the generic connector configuration options, see Configure connector profile.

Authentication settings

Field Name

Description

Type

Determines whether the user authenticates at the device.

  • Login as: Allows the user to use the connector without entering authentication information. The connector uses the specified user name and password as the authentication credentials at the device.
  • Runtime: Displays the Authentication screen at the device and requires users to enter their eDOCS user name and password each time they use the connector. If you use Session Logon and then select Runtime, the system will try to log in using the Session Logon credentials. If this fails, the connector Logon screen will appear and the user must enter the eDOCS DM credentials.

This connector supports eDOCS Library, Windows and Novell authentication.

User name and Password

These credentials, which are required for use of the connector, are configured on your eDOCS system. They function differently depending on the type of authentication you select:

  • Login As: This account is used to access the connector at the device and to store the scanned documents.
  • Runtime: This account is used to retrieve the user list from the eDOCS server. The account must have rights to access all the libraries that you want to make available from the scanning device.

Note: If you select Runtime authentication, the Author field at the device will display the name of the authenticated user.

Test

Tests the connection between eCopyShareScan and the eDOCS server. You must test the connection before you can save your configuration. When the connection is tested successfully, the Library list displays the available libraries.

Configure tab settings

Field Name

Description

Library list

Defines the libraries that are available to the user at the device. When you click Test, the list displays all the libraries that are available on the server. The libraries to which the user does not have access are disabled:

  • Enable: Includes the library in the list of libraries on the Login screen at the device.
  • Default: Displays the library as the initial selection in the list of libraries that the connector displays at the device.

If you add a library to, or remove a library from your eDOCS server, you must test and save the connector profile to make the change visible at the device.

Select profile

Defines the behavior of the Profile selection screen at the device.

Display fields

Defines the behavior of the Document profile screen at the device:

  • All: The screen always appears and includes all fields. This is the default.
  • Required: Always displays the screen and includes only the fields designated as required in your eDOCS system.
  • None: If all required fields have default values, the screen does not appear and the document is stored with the default values. If any of the required fields do not have a default value, the screen appears and the user can provide values before storing the document.

Confirm storage

Defines the display of the storage confirmation screen at the device.

Use Cost Recovery values

Enables you to use values from the eCopyCost Recovery Service as your default values for the client and matter fields instead of the values from the eDOCS server. This functionality requires the eCopyCost Recovery Service.

About profile selection

eDOCS allows you to create profiles that are used to collect information when documents are stored. These profiles are maintained on the eDOCS server and, depending on how you configure the connector and the version of eDOCS that you use, are available to the user at the device.

When you configure the connector to allow the user to select profiles, the user at the device can select the eDOCS profile for the scanned document from a list on the Select profile screen. To populate the list of profiles, the connector retrieves profiles stored on the eDOCS server. There are two types of profiles. The connector first searches for Type 1 profiles and then, if there are no Type 1 profiles, it searches for Type 2:

  • Type 1: Profiles configured for groups to which the authenticated user belongs, and for the applications that correspond to the file type of the scanned document.
  • Type 2:
  • eDOCS 6: Profiles not associated with any applications.
  • eDOCS 5: A single Primary profile.

The eDocs RM (Record Management) feature is not supported by the connector. If set to a group on the eDocs server, DM profile forms, RM profile forms and search forms (for example, LAWQBE) are displayed by the connector on the profile selection form, but selecting a search form or an RM profile form results in an error message, as the scanned document cannot be stored. To avoid this situation, do not set RM profile form and search form to a group on the eDocs server.

Profile selection settings

Version

Configuration selection

Profiles used

eDOCS 5

Allow selection
  • Type 1 profiles.
  • If there is only one profile, the Profile selection screen does not appear.
  • If there are no Type 1 profiles, the Profile selection screen does not appear. The connector uses the Type 2 Primary profile.
 

Use first form
  • The connector uses the user’s Primary profile and the Profile selection screen does not appear.

eDOCS 6

Allow selection
  • Type 1 profiles.
  • If there are no Type 1 profiles, the system uses the first Type 2 profile and the Profile selection window does not appear.
  • If there is only one profile, the Profile Selection screen does not appear
 

Use first form
  • The connector uses the first Type 1 profile.
  • If there are no Type 1 profiles, the list includes Type 2 profiles.
  • If the authentication type is Login as, the authenticated user is the user specified on the Configure tab.
  • The file type of the scanned document is set in the Administration Console, in Settings > File Format.
  • If you are using eDOCS6 Server, a Profile type list also appears.

About related fields and default values

The fields and values available to the user at the device on the Document profile screen depend on how you have configured eDOCS.

Related fields

If the fields in your database are linked together in a hierarchy of parent - child relationships, these relationships are reflected when the user selects values on the Document Profile screen at the device. Selecting a value in a field populates the fields above it in the hierarchy (parents, grandparents, and above) and in related fields at the same level (siblings). If the field is linked to fields lower in the hierarchy (children and below), the values available in the lower fields are filtered to show only the values that are compatible with your selection.

Default values

eDOCS also lets you specify default field values for the connector to use. You can specify default values at multiple levels, with a strict hierarchy that determine which default value takes precedence.

The connector always uses the strict hierarchy ordering rules followed by DM 5, even if you are using DM6.

Default precedence values

Type

Assigned by

Applies to

DM5 Precedence

Group defaults

eDOCS administrator

All documents saved by all users in the specified group

1 (lowest)

Personal defaults

Individual user

All documents saved by that user

2

Group app. defaults

eDOCS administrator

All documents with a specific file extension saved by all users in the specified group

3

Personal app. defaults

Individual user

All documents with a specific file extension saved by that user

4 (highest)

Document security

The default ACL of a document stored using the connector will be the same as that for a document stored by the same user through the eDOCS Extensions Windows or Web clients.

On the Document profile screen, the user at the device can choose to activate document security. The following table shows the security selections available:

Secure document settings

Type

Assigned by

Applies to

Unchecked

All

Full

Checked

Authenticated user

Full
 

Author

Full
 

Users and Groups in the default ACL

As specified in the default ACL

For more information on the use of ACLs by eDOCS, please consult the eDOCS product documentation.

Configuring an Express connector profile

To create an Express connector profile that does not display the Document Profile screen at the device, you must first create an eDOCS default profile for the user. The profile must either not contain any required fields or, if it contains required fields, the fields must be pre-filled with default values. For more information on configuring Express connector profiles, click here.

About searching on the Document profile screen

Some fields are followed by search (magnifying glass) buttons. You can use the button to open a Search screen that allows you to search the columns of the tables associated with the field.

To search for a document profile field value:

  1. In the Document profile screen, click the search button of the field whose values you want to search for. The Search screen opens.
  2. Use the Filter field to select the table column in which you want to search and then use the By field to search for specific information in the column. The filtered information appears in the list.
  3. Select an item that you want to appear in the selected field on the Document profile screen. Information from all the other columns associated with the field appears on the right.
  4. Click OK. The selected information appears in the field on the Document profile screen and related fields are either populated or filtered.

You do not need to configure the Search feature in the Administration Console.