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If Windows Authentication is used, then the search will be performed on the Global
Address List associated to the device logged in user.
•
If Custom Authentication is used and the authentication code populates the
Username and Domain fields, then the search will be performed on the Global
Address List associated to the device logged in user.
•
If there is no logged in user then the search will be performed on the Global Address
List associated to the service account for the service.
Regardless of which Global Address List is used, the service account for the workflow service must
have enough permissions to perform this search.
Select the Exchange Contacts check box under the Contacts Search Locations to allow users to
search their Microsoft Exchange contacts folder for addresses that can be added to the To, CC
and BCC fields. In the Display As box type the display value for this search option, this should be a
user friendly value that describes this search location, for example “My Contacts”.
•
Enter the full address of the Exchange Server (IP address or host name). If the
address is unknown, contact your system administrator.
•
If a secure socket layer (SSL) connection should be used to connect to the Exchange
Server, select the Use SSL
checkbox.
Select the LDAP Server check box under Contacts Search Locations to allow the users to search an
LDAP Directory for addresses that can be added to the To, CC and BCC fields.
•
In the Display As box type the display value for this search option. This should be a
user friendly value that describes this search location.
•
In the LDAP Server box type the address or host name of the LDAP server.
•
In the Search Root DN field type the distinguished name for the entry in the LDAP
directory where the search is to begin. A DN is made up of ‘attribute=value’ pairs
separated by commas. For example: CN=Users, DC=Sales, DC=MyCompany,
DC=com. If this field is left empty then the starting point of the search will be the
root of the directory tree.
•
In the Email Address field type the name of the LDAP attribute that contains the
email address. In an Active Directory environment this attribute is typically “mail”.
When a value is used then the email address that is passed to the server is retrieved
from this attribute, a valid value for a windows environment LDAP would be mail.
(LDAP attribute names vary depending on the LDAP implementation and
configuration).
•
In the Name Field type the name of the LDAP attribute that represents the display
name of the user. In an Active Directory environment this attribute is typically “cn”
or “displayName”. When a value is found then the display text for the item is
retrieved from this attribute.
•
Note: The name of the LDAP attributes will vary depending on the LDAP directory
implementation. To find out which attributes apply to your environment you should
refer to the documentation for your LDAP directory and look for available attributes
for the LDAP object of class “person”.
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Select the Login as Anonymous check box to establish an anonymous connection to
the LDAP server.
•
Select the Login with following credentials check box to log in to the LDAP server
with the specified Username and Password.
•
Note: If the LDAP server is an Active Directory server, then NTLM authentication
will be used.
To test the LDAP search settings, click Test LDAP Search. In the LDAP Search Test window enter a search
term in the Search Criteria box, click Find Contacts. If the settings are correct and there are users that
match the search criteria, you should see the appropriate results (a maximum of 25); otherwise an error
will be returned.
Note: Successful matches for the search will be those LDAP objects for which the Email Address Field or
Name Field begins with the specified criteria.
•
Set the Maximum number of contacts to return field to the number of contacts that the search
will return.
•
Configure the components in the same way as for a basic form
. Use the special RRTs provided
for the email fields (From, To, CC, BCC, Subject and Message) to configure a Send to SMTP or
similar component.
Adding a Send to Folder Form
Use a Send to Folder form when you need to send the document to a folder destination. A Send to
Folder form is commonly used in conjunction with the Send to Folder and Send to Folder eConnector
components.
To add a Send to Folder form, do the following:
•
Go to the Groups tab. Select the group where you want to add the form to and click Add Form >
Send to Folder Form.
•
Configure the name and scan settings for the form in the same way as for a basic form
.
•
Go to the Send to Folder tab and configure:
•
In the Base Directory box enter the location of the directory that the user can browse to
select the destination of the document.
•
In the Default Document Name check box, type the default value that will be used for the
document name field.
•
Configure the components in the same way as for a basic form
. Use the special RRTs provided for
Document Name and Destination directory to configure a Send to Folder or similar component.
•
Click OK to save the form.
Adding a Send to SharePoint 2007 Form
To add a Send to SharePoint 2007 form, do the following:
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Note: The Send to SharePoint 2007 route component must be installed in order to use this type of form.
•
Go to the Groups tab. Select the group where you want to add the form to and click Add Form >
Send to SharePoint 2007 Form.
•
Configure the name and access settings for the form in the same way as for a basic form.
•
Go to the SharePoint 2007 Document Library Settings tab:
•
In the Server Address box, enter the path to the SharePoint 2007 Server where you will be
storing the documents. This field can contain "http://" or "https://" followed by server
name or IP address. For example, http://sp2007 or https://192.168.0.178
. Alternatively, it
can contain only server address, e.g. sp2007 - in this case the component will insert
"http://" before it automatically.
•
In the User name box, enter the user name which will be used to log in to the server. If you
are using a domain user account to connect to SharePoint 2007, enter the user name with
the domain name, e.g. ORGDOMAIN\SpUser. The local server users can enter only the user
name, e.g. SpUser.
•
In the Password box, enter the user password which will be used to log in to the server.
•
In the Site box, enter the name of the SharePoint site where you want to store the
documents. This can be done either manually or by selecting a value from the drop-down
list. You can specify a sub-site of the site entering its name after the parent site name
followed by "/", e.g. SubSite1/SubSite1_1.
•
In the Document library box, enter the name of the document library to which you want to
send the documents. This can be done either manually or by selecting a value from the
drop-down list.
•
In the Default Folder path box, enter the name of the default folder where the routed files
will be stored, this can be done either manually or by browsing to the desired folder. Use
the browse button next to the box to open the Select Folder dialog box.
•
Configure the components in the same way as for a basic form. Use the special RRTs provided to
configure a Send to SharePoint 2007 or similar component.
•
Click OK to save the form.
Create Form from Template
To save an existing form as a template, do the following:
•
Go to the Groups tab and right-click the form you want to save.
•
Select Save as Template.
•
Enter the location where you want to save the template.
•
If dynamic form is enabled then you have the option of copying the associated .Net script to the
same location where the template will be saved.
•
Select Save.
•
If the operation is successful you will see a message indicating that the template was saved.
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To create a form from a template, do the following:
•
Go to the Groups tab. Click the group where you want to add the form.
•
Click Add Form > Load From template.
•
In the Template file box, enter the location of the template. This must be a form template saved
previously with Save as Template.
•
In the Dynamic Form script file box, enter the location of the .Net script file associated to the
template.
•
Click Create.
Editing and Removing Forms
To edit a form, double click the form name in the Groups tab or select the form name and click edit.
To remove a form, select the form name in the Groups tab and click Remove
Adding and Editing Forms in a Group
Add a form when your workflow process requires capturing index data prior to scanning. To add a form,
fill out the following tabs:
Adding a Basic Form
Restricting Access to a Form
Dynamic Form
Form Fields
Configuring process and route components
Adding a Send to Email Form
Adding a Send to Folder Form
Adding a Send to SharePoint 2007 Form
FormTemplates
Editing and Removing Forms
Adding a Basic Form
To add a Basic Form:
•
Type the form name and icon in the Name and Icon box. The name of the form will be displayed
in the forms screen of the application, so use a text that describes the function of the form. For
example: If this form is used to send to the user’s home directory then you can name the form
Scan to User’s Home Directory. The maximum number of characters allow in the form name is
25. Choose a custom icon by browsing for the desired icon image. The image should have the
following specifications:
•
Format: PNG or GIF with transparent background
•
Dimensions: 64x64 pixels
•
Maximum size: 24KB
•
Select Single Touch if you do not want the user to change the scan settings or information about
the document. By selecting Single Touch the scan will start immediately after the user presses the
form button on the device.
•
Configure the default settings for the scanned document. The available settings are:
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File Format: Options are: PDF, TIFF (Default), JPEG, High Compression PDF. If JPEG is first
selected and then Auto color (Color/B&W) or Black & White is selected, then the file
format will change to TIFF.
•
Resolution: 200x200 (Default), 300x300, 400x400, or 600x600 dpi. If Resolution 200, 400
or 600 is chosen and then High Compression PDF is selected, the resolution will change to
300 dpi.
•
Original Image: Options are Text+Photo, Photo, Text, for OCR. When for OCR is selected,
then: If Auto Color (Color/Gray), Full color or Grayscale is selected, then the scanning mode
is changed to Text
•
Color Mode: Options are Auto (Color/B&W), Auto (Color/Gray), Full Color, Grayscale, Back
and White
•
Book Original: Can be Off (Default) or one of the following values depending on the size of
the book page and the binding type:
•
Ledger-Left
•
Ledger-Right
•
Letter-Left
•
Letter-Right
•
A3-Left
•
A3-Right
•
A4-Left
•
A4-Right
•
B4-Left
•
B4-Right
•
B5-Left
•
B5-Right
•
8K-Left
•
8K-Right
•
2-Sided Original: Default Number of Sides to be scanned; the Two Sides setting indicates
duplex scanning. Options are One side or Two sides
•
Original Orientation: Auto (Default), Top Edge Top, Top Edge Left.
•
Continuous Scan: Can be On or Off (Default). If this is on then the user will be prompted to
scan additional pages after each batch of pages is finished.
•
Mixed Size Originals: Options are Off, Same Width, Different Width.
•
PDF Encryption Button: With the selection of the PDF or High compression PDF file format,
the user can click a properties button to bring up following dialog. In this dialog, the user
can enable PDF encryption and specify restrictions for opening/editing the PDF. Click for
details
.
When PDF High Compression is selected:
•
If Black & White color mode is selected, the file format will be TIFF
•
The user will be unable to set original image quality. Text, Text and Photo, for OCR
photo field cannot be selected.
•
Resolution will default 300 dpi.
•
Allow Changes Checkbox: If this option is selected for a particular scan setting, then the
user will be able to change the default scan settings at the device panel. This option is
checked by default for all scan settings.
Restricting Access to a Form
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If authentication is required for the group containing this form, then you can restrict which users can use
the form:
•
Select the Public Access option button to allow all users to use the form.
•
Select the Restricted Access option button to allow only users in the Allowed Users/Groups list to
use the form. Also if a user belongs to a group in the list then this user can see the form (see
group membership criteria below).
Note: When the authentication type is Windows you can use the browse button (…) to select Windows
groups or users; this button is disabled for all other authentication types.
Group membership is determined by the authentication type:
•
Windows - Determined by the Windows Group that this user belongs to.
•
Netware - This group type is not supported.
•
Custom Script - Determined by the Groups collection of the UserInfo object that represents the
authenticated user. For details on the object model used in authentication scripts, see the
Kyocera HyPAS Scripting documentation.
Dynamic Form
You can modify the standard behavior of a form by responding to events. Some examples of what you
can do by enabling dynamic form are:
•
Add and remove fields.
•
Change field contents (Example: load the contents of a list field from a database).
•
Change form scan settings.
•
Validate field contents before the document is scanned into the server.
To use the dynamic form:
•
Select Enable Dynamic form.
•
Enter the path to the VB.Net script that contains the code to respond to form and field events. If
you have an existing script you want to use you can browse for it using the ellipsis button next to
the Script File box. You can also click the Edit Script button to open a script editor window with
basic script code. For details on the script editor window and the object model used to respond
to form and field events please refer to the Kyocera MFP Scripting documentation by clicking Help
in the script editor window.
•
Select which form events you want to respond to by selecting the appropriate event. Select the
Form is Loaded check box to cause the form to fire an event every time the user enters the form.
Select the Form is submitted check box to cause the form to fire an event every time the user
presses Scan in the form.
•
Select the check box if you need the script to run under the authentication context of the logged
in user. This option should be used carefully and only in cases where you need to access a system
that requires explicit identification. Whenever possible specify username and passwords in your
script (use available .Net technologies such as encrypting to hide the passwords from view when
editing the script).
Note: The Run as device logged in user option is only available if the group requires authentication and
the configured authentication mode is Windows.
Adding fields to the form
•
Go the fields list in the Fields tab.
•
In the Name column, type the name of the field. The name can be any combination of
alphanumeric characters. Special characters (for example, ~, !, @, #, $, %) are not allowed. The
maximum number of supported characters for this field is 15.
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In the Display column, type an alternative text to represent the field in the MFP panel. If Display
column is left empty then the field name will be used instead.
•
Choose how the data for the field will be collected by selecting an option from the Type column.
The following field types are supported:
•
Text
: Use this field to allow users to enter unformatted text into a text box such as
sentences, names, numbers, date, and time.
•
List
: Use this field to present users with a list of choices from which users select the desired
item.
•
Tree
: Use this field to present users with a list of choices in a tree from which users select
the desired item.
•
Checkbox
: Use this field to allow users to set yes/no or true/false values by adding or
removing a check mark from a small square box.
•
Date
: Used to collect date, time or date and time information.
•
Numeric: Used to enter a numeric value.
•
Configure the properties on the field by clicking on the ellipsis button in the last column. A
properties window will be displayed based on the field type.
•
Select the Required check box if the user must enter a value for the field.
•
Select the Raise Event on Change check box to make the field trigger an event when the value of
the field changes. You can respond to this event in the script that was configured for the dynamic
form section in the general tab. For details on how to respond to form and field events refer to
the Kyocera MFP Scripting documentation.
To remove a field from the form select the field row and press Delete.
Configuring process and route components
•
Go the components list in the Components tab. Click the Properties button. The configuration
window for the component will be displayed. Refer to the help for the component for instructions
to configure.
•
Select a component by clicking the leftmost column next to each component and configure the
component for this form by clicking on the Configure button (rightmost column on each row).
Adding Send to Email Form
Use a Send to Email form when you need to send the document to an email destination. A Send to
Email form is commonly used in conjunction with the Send to SMTP and Send to Exchange Route
components.
To add a Send to Email form, perform the following steps:
•
Go to the Groups tab. Select the group where you want to add the form to and click Add Form >
Send to Email Form.
•
Configure the name and scan settings for the form in the same way as for a basic form
.
•
Go to the Send to Email fields tab, and choose from the following options:
•
Select the Do not show a From field. This will use the device logged in user's email address
check box to omit the ”FROM” field. This is usually selected if you plan to use the logged in
user email’s address.
•
Select the Show CC Field check box to show the ”CC” field in which the user can specify a
secondary list of people that will receive the message.
•
Select the Show BCC Field check box to show the "BCC” field in which the user can specify
people that will receive the message secretly.
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•
Select the Global Address List check box under Contacts Search Locations to allow the
users to search the Global Address List for addresses that can be added to the To, CC and
BCC fields.
•
In the Display As box type the display value for this search option. This should be a user
friendly value that describes this search location, for example “Global Address Book”.
Note: The Global Address List that will be searched will be decided based on the following
criteria:
•
If Windows Authentication is used, then the search will be performed on the Global
Address List associated to the device logged in user.
•
If Custom Authentication is used and the authentication code populates the
Username and Domain fields, then the search will be performed on the Global
Address List associated to the device logged in user.
•
If there is no logged in user then the search will be performed on the Global Address
List associated to the service account for the service.
Regardless of which Global Address List is used, the service account for the workflow service
must have enough permissions to perform this search.
Select the Exchange Contacts check box under the Contacts Search Locations to allow users to
search their Microsoft Exchange contacts folder for addresses that can be added to the To, CC
and BCC fields. In the Display As box type the display value for this search option, this should be a
user friendly value that describes this search location, for example “My Contacts”.
•
Enter the full address of the Exchange Server (IP address or host name). If the
address is unknown, contact your system administrator.
•
If a secure socket layer (SSL) connection should be used to connect to the Exchange
Server, select the Use SSL
checkbox.
Select the LDAP Server check box under Contacts Search Locations to allow the users to search an
LDAP Directory for addresses that can be added to the To, CC and BCC fields.
•
In the Display As box type the display value for this search option. This should be a
user friendly value that describes this search location.
•
In the LDAP Server box type the address or host name of the LDAP server.
•
In the Search Root DN field type the distinguished name for the entry in the LDAP
directory where the search is to begin. A DN is made up of ‘attribute=value’ pairs
separated by commas. For example: CN=Users, DC=Sales, DC=MyCompany,
DC=com. If this field is left empty then the starting point of the search will be the
root of the directory tree.
•
In the Email Address field type the name of the LDAP attribute that contains the
email address. In an Active Directory environment this attribute is typically “mail”.
When a value is used then the email address that is passed to the server is retrieved
from this attribute, a valid value for a windows environment LDAP would be mail.
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(LDAP attribute names vary depending on the LDAP implementation and
configuration).
•
In the Name Field type the name of the LDAP attribute that represents the display
name of the user. In an Active Directory environment this attribute is typically “cn”
or “displayName”. When a value is found then the display text for the item is
retrieved from this attribute.
•
Note: The name of the LDAP attributes will vary depending on the LDAP directory
implementation. To find out which attributes apply to your environment you should
refer to the documentation for your LDAP directory and look for available attributes
for the LDAP object of class “person”.
•
Select the Login as Anonymous check box to establish an anonymous connection to
the LDAP server.
•
Select the Login with following credentials check box to log in to the LDAP server
with the specified Username and Password.
•
Note: If the LDAP server is an Active Directory server, then NTLM authentication
will be used.
To test the LDAP search settings, click Test LDAP Search. In the LDAP Search Test window enter a search
term in the Search Criteria box, click Find Contacts. If the settings are correct and there are users that
match the search criteria, you should see the appropriate results (a maximum of 25); otherwise an error
will be returned.
Note: Successful matches for the search will be those LDAP objects for which the Email Address Field or
Name Field begins with the specified criteria.
•
Set the Maximum number of contacts to return field to the number of contacts that the search
will return.
•
Configure the components in the same way as for a basic form
. Use the special RRTs provided
for the email fields (From, To, CC, BCC, Subject and Message) to configure a Send to SMTP or
similar component.
Adding a Send to Folder Form
Use a Send to Folder form when you need to send the document to a folder destination. A Send to
Folder form is commonly used in conjunction with the Send to Folder and Send to Folder eConnector
components.
To add a Send to Folder form, do the following:
•
Go to the Groups tab. Select the group where you want to add the form to and click Add Form >
Send to Folder Form.
•
Configure the name and scan settings for the form in the same way as for a basic form
.
•
Go to the Send to Folder tab and configure:
•
In the Base Directory box enter the location of the directory that the user can browse to
select the destination of the document.
•
In the Default Document Name check box, type the default value that will be used for the
document name field.
•
Configure the components in the same way as for a basic form
. Use the special RRTs provided for
Document Name and Destination directory to configure a Send to Folder or similar component.
•
Click OK to save the form.
Adding a Send to SharePoint 2007 Form
To add a Send to SharePoint 2007 form, do the following:
Note: The Send to SharePoint 2007 route component must be installed in order to use this type of form.
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