Xerox ConnectKey for SharePoint Administrator Guide

Version 1.3 March 2015 702P03536

Xerox

for SharePoint

ConnectKey

Administrator Guide

Microsoft® and Microsoft SharePoint® are registered trademarks of Microsoft Corporation.

All trademarks used herein are the property of their respective owners.

BR1001

Contents

1 Xerox® ConnectKey™ for SharePoint® Administrator Guide ................. 1-1

Purpose of This Document .............................................................................................................................. 1-1

Glossary of Terms ................................................................................................................................................ 1-1

Version Compatibility ......................................................................................................................................... 1-2

2 ConnectKey for SharePoint Configuration and Administration .......... 2-1

Global Settings ...................................................................................................................................................... 2-3

Authentication Settings .................................................................................................................................... 2-4

Configuring Xerox Secure Access to work with ConnectKey for SharePoint ............................ 2-7

Network Setup Overview ....................................................................................................................... 2-7

ConnectKey for SharePoint .................................................................................................................. 2-7

Xerox Secure Access................................................................................................................................. 2-8

Two Factor Authentication ............................................................................................................... 2-10

Configuring Native MFP Authentication ................................................................................................ 2-10

Configuring the MFP with Native Mode Authentication using LDAP, Kerberos, or

SMB authentication .............................................................................................................................. 2-11

Configuring the MFP with Native Mode Authentication using the Device’s Internal

Database.................................................................................................................................................... 2-11

Reject Folder Settings ...................................................................................................................................... 2-11

General Failure Notification Options Settings ..................................................................................... 2-12

Timing Interval Settings ................................................................................................................................. 2-14

Debug Setting ...................................................................................................................................................... 2-14

Retry Setting ......................................................................................................................................................... 2-15

MFD Advanced Settings ................................................................................................................................. 2-15

Web Server Port ...................................................................................................................................... 2-15

To Use SSL ................................................................................................................................................. 2-15

FTP Port ...................................................................................................................................................... 2-15

Adding a Scan to Folder Workflow Button ............................................................................................ 2-16

Creating a Scan to Folder Button on the MFP ......................................................................... 2-16

Adding a SharePoint Workflow Button .................................................................................................... 2-18

SharePoint Routing Options .......................................................................................................................... 2-18

Create a Scan to SharePoint Button on the MFP ................................................................... 2-20

Scan Settings ........................................................................................................................................................ 2-22

Notification Options Settings ....................................................................................................................... 2-24

Scan to My Site

Saving your Work ............................................................................................................................................... 2-26

MFD Summary View ......................................................................................................................................... 2-26

................................................................................................................................................... 2-24

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Administrator Guide

Xerox ConnectKey for SharePoint Administrator Guide

ConnectKey for SharePoint Toolbar Options ........................................................................................ 2-27

3 ConnectKey Service Manager ............................................................................ 3-1

Overview ................................................................................................................................................................... 3-1

General Tab ............................................................................................................................................................ 3-2

Log On Tab .............................................................................................................................................................. 3-3

Service Accounts ................................................................................................................................................... 3-3

Recovery Tab .......................................................................................................................................................... 3-5

4 ConnectKey Status Monitor ............................................................................... 4-1

5 ConnectKey License Manager ........................................................................... 5-1

6 ConnectKey MFP Registration Tool ................................................................. 6-1

Registration of MFPs with the ConnectKey for SharePoint Application .................................... 6-1

Overview of Device Registration ................................................................................................................... 6-2

Setting the Parameters for the Default Registration Group ................................................ 6-2

Adding a Device to the Registration Group ............................................................................................. 6-4

Registering Devices ............................................................................................................................................. 6-5

If a Device has not Been Successfully Registered (Indicated by a Red Icon) ............. 6-6

Adding Multiple Devices through CSV Import to the Registration Group ................................ 6-7

Editing or Removing a Device in the Registration Group ................................................................. 6-9

7 Serial Numbers & Maintenance Contract IDs ............................................. 7-1

8 Software Updates .................................................................................................. 8-1

9 General Administration Items ........................................................................... 9-1

ConnectKey for SharePoint Logs .................................................................................................................. 9-1

Log File Location Details ....................................................................................................................... 9-1

10 Basic Troubleshooting ........................................................................................ 10-1

Troubleshooting Tips ........................................................................................................................................ 10-1

ConnectKey for SharePoint Application Button is not on the MFP or does not

execute........................................................................................................................................................ 10-1

Document did not Reach Its Expected Destination .............................................................. 10-1

No Email Notification has been Sent When a Scan Document Fails to Reach Its

Expected Destination ........................................................................................................................... 10-2

ConnectKey for SharePoint Service will not Start (or Stops Immediately) ................ 10-2

Document did not Convert to the Desired Output Format (PDF, PDF/A, XLS, DOCX)

with Satisfactory Results .................................................................................................................... 10-2

Document Processing Time is Unsatisfactory .......................................................................... 10-2

ConnectKey for SharePoint does not connect to the SPS Server to display a list of

libraries and folders .............................................................................................................................. 10-3

Color Document Output was selected but the output file was black and white ..... 10-3

iv Xerox® ConnectKey for SharePoint Administrator Guide

1 Xerox® ConnectKey™

for SharePoint® Administrator Guide

Purpose of This Document

This document provides instruction for the basic configuration and administration of the Xerox® ConnectKey™ for SharePoint Administrator for Xerox ConnectKey for SharePoint.

The ConnectKey for SharePoint solution consists of the following software:

• ConnectKey Process Designer (workflow administration user interface)

• Service Manager

• Status Monitor

• License Manager

• Device Registration

software solution. The document is intended for use by the System

Note

The Status Monitor is not available in Canada.

Glossary of Terms

Term/Abbreviation

Administrator

EIP

Authentication

ConnectKey for SharePoint

Configuration File (CFG)

LAN

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Technical resource supporting, configuring, and maintaining the ConnectKey for SharePoint software.

Extensible Interface Platform Xerox Platform for multifunctional device enablement and integration for custom software solutions.

Refers to any method of authentication at the Xerox EIP MFP that is recognized by the ConnectKey for SharePoint service and that passes the user’s Window Account.

Xerox Application Solution for scan to folder and SharePoint.

ConnectKey for SharePoint configuration file.

Local Area Network. Used to communicate between Xerox EIP MFPs, windows services, and servers at a customer location.

Description

Xerox ConnectKey for SharePoint Administrator Guide

Multifunction Device (MFD)

Multifunction Printer (MFP)

Scan User

AutoStore

SMTP

LDAP

SPS

Two factor Authentication

Hardware scanning device running ConnectKey for SharePoint that has been enabled for document capture.

Any references to devices, multifunction devices, MFDs, printers, and MFPs should all be treated synonymously.

Refers to the scanning user who will submit Scan jobs from the Xerox EIP MFP.

ConnectKey for SharePoint is powered by AutoStore™ Imaging technology from Notable Solutions, Inc.

Simple Mail Transport Protocol is the standard protocol for email transmission.

Lightweight Directory Access Protocol provides a way to look up email and user names from Active Directory.

Microsoft SharePoint server

Refers to the process of enabling both Xerox Convenience authentication followed by a prompt for password.

Version Compatibility

The information in this document applies to Xerox ConnectKey for SharePoint Version 1.2.

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2 ConnectKey for

SharePoint Configuration and Administration

The ConnectKey for SharePoint administration application is designed to easily create workflow configurations (CFG). This configuration is for Xerox EIP device registration, document conversion, and content routing of the document and index metadata to a Microsoft SharePoint or a network folder destination. From the ConnectKey for SharePoint interface an administrator can create a new configuration, review or save changes to the details of an existing configuration, or launch additional tools for the overall application administration of the Xerox distributed capture solution. The following sections focus on the available workflow configuration options for handling content in this distributed capture software solution. In addition to this guide, ConnectKey for SharePoint has a builtin help system that will provide additional information.

Take the following action to start the ConnectKey for SharePoint application:

From the computer where ConnectKey for SharePoint is installed, click Start > All Programs, select Xerox, select the ConnectKey Program Group, and then click on “ConnectKey Process Designer”.

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ConnectKey for SharePoint Configuration and Administration

Launching the ConnectKey for SharePoint application presents the administrator with a user friendly interface to manage the document workflow configuration, additional administrative tools, and some common features. The common features are available as icons in the menu bar, as well as the File or Edit menu options.

Name/Icon

Create a new configuration file

Open an existing configuration file

File > New (or Ctrl+N)

Creating a new configuration file generates a new CFG file, which an administrator can save and launch for document processing.

File > Open (or Ctrl+O)

Opening an existing CFG file, which an administrator saved in a location that is accessible by the ConnectKey for SharePoint server.

Description

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Save the current configuration file

Save as…

(Drop-down menu option under File)

Save and run service with the current Configuration file

Recent Files

(Drop-down menu option under File)

File > Save (or Ctrl+S)

Saving any changes to the CFG file made in the ConnectKey for SharePoint application.

File > Save as…

Save as will create (or replace) a CFG file in process or previously saved.

File > Save and Run

Save and Run stores the changes to the CFG file and restarts the configured ConnectKey for SharePoint service with the recent changes to the configuration.

Note

In order for a configuration to deploy to your MFP, you must save your work and restart the service. This can be done either by clicking the Save and run option, or by Saving your configuration, then using the Service Manager to start the service with your new configuration.

File > Recent Files >

Recent Files will provide quick links to open CFG files, which have recently been viewed by the ConnectKey for SharePoint administrator eliminating the need for the admin to browse to the CFG file through the Open a CFG file option.

Exit

(Drop-down menu option under File)

File > Exit (or Alt+F4)

Closes the ConnectKey for SharePoint administration interface.

The tabbed interface gives administrators access to the configuration of Global Settings, Send to SharePoint, Send to Folder, and MFD Summary details. The following sections identify the details of each tabbed section and provide configuration options, which are available for document processing.

Global Settings

The “Global Settings” tab is positioned as the first configurable tab in the ConnectKey for SharePoint administrative interface. The general settings entered by a system administrator are global in nature and once saved are applied to the total solution and configuration file (CFG). To navigate to the general settings click on the “Global Settings” tab at the top of the ConnectKey Process Designer application tabbed dialog.

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Authentication Settings

The administrator can set up an authentication method to control access by the scan user to ConnectKey for SharePoint on the MFP. There are four options to choose from, including “no authentication”. Based on the option designated by an administrator, other configuration options may be disabled. For example, choosing “no authentication” will disable the option to scan to a user’s home directory, because that information will not be available.

The following options are available as authentication methods for the workflow configuration:

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Name

No authentication

Active Directory

No MFP authentication will be required at the device panel, by scan users, to gain access to the configured scanning options.

Users are prompted to enter their Active Directory username and password (LDAP lookup validated) at the MFP prior to accessing the ConnectKey for SharePoint Scanning options. Selecting this option requires the Domain field to be populated with the customer’s domain name for the deployment.

Note

See the Home Directory and Email Lookup (LDAP) configuration settings.

Xerox Convenience Authentication

Users authenticate using a Xerox authentication method, such as card swipe, prior to accessing the ConnectKey for SharePoint scanning options. Refer to the section below, “Configuring Xerox Secure Access to work with ConnectKey for SharePoint” for more information on configuring Secure Access. Otherwise, refer to your Convenience Authentication product specific documentation or refer to the Convenience Authentication product support for further details on configuring convenience authentication.

Note

For SharePoint browsing options, two factor authentication is required

Native MFD Authentication

Users authenticate using the native Xerox EIP authentication method (LDAP) prior to accessing the ConnectKey for SharePoint scanning options. Refer to the section below on “Configuring Native MFP Authentication”. Otherwise, refer to your device product specific documentation or the device product support for further details on configuring Native MFP Authentication.

Domain

The Domain in which your ConnectKey for SharePoint server is configured is required for all Authentication options except, No Authentication.

Description

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Home Directory and Email Lookup (LDAP) Settings

While Home Directory and Email (LDAP) Settings are not required for authentication, they must be configured in order to obtain a scan user’s home directory and email address. Those options will only be enabled when Home Directory and Email (LDAP) has been configured. For verification, the administrator can test the LDAP Settings using the test button in the ConnectKey interface.

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Name

Home Directory and Email Lookup(LDAP)

LDAP server Identifies the IP address of the Active Directory (LDAP) server in the

Root DN In the Root DN field type the search base where the LDAP Query should

User name Unless the target LDAP Server allows anonymous access, ConnectKey for

Password Enter the password for the domain user, which ConnectKey for

Activates the configuration of the LDAP settings, and is required if home directory and email attributes are desired.

deployment environment. The LDAP Server must be in the same domain as the computer where ConnectKey for SharePoint is installed. ConnectKey for SharePoint must be able to communicate with the LDAP server.

start. For example: DC=Sales, DC=MyCompany, DC=com.

This information should be requested from the network administrator.

connection.

SharePoint requires a domain service account with rights to query the LDAP Server. Enter the domain user, which will be used to perform the LDAP Query.

SharePoint will use to perform the Active Directory authentication. (See User name above).

Description

Test authentication

To test the search settings, enter a domain account name in the field and click the Test authentication button. This must be a login id such as jsmith.

Configuring Xerox Secure Access to work with ConnectKey for SharePoint

This section will show you how to integrate the logins from Xerox Secure Access and ConnectKey for SharePoint to provide a seamless user experience.

Network Setup Overview

This example has a ConnectKey for SharePoint server installed on the SharePoint server, an Active Directory server, and a Xerox Secure Access server. These are all on the same domain.

ConnectKey for SharePoint

In the example below, ConnectKey for SharePoint is configured to use Xerox Convenience Authentication with the ‘ck4sp’ domain.

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The LDAP server is also configured since it is used to authenticate from the Xerox Secure Access server and can provide a richer user experience by adding home directories and email lookup to the application.

Xerox Secure Access

Xerox Secure Access should be configured to import the users from the Active Directory server. To do this from the main screen, click on Configuration>Active directory synchronization.

On the active directory synchronization screen, add the Active Directory server, in the example below this is ck4sp.xerox.org.

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Return to the main screen and click on the Domain qualification link, the “Qualify all user IDs with NT domain information” should not be checked

Return to the main screen and click on the Authentication device settings link.

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In order for authentication to work with ConnectKey for SharePoint the Xerox Secure Access server needs to be configured to use External authorities and LDAP. To do this select “External user ID and password”. In order for swipe cards to work you need to have “Secure Access PINs” selected.

Two Factor Authentication

To enable the ability to browse folders when Xerox Convenience Authentication is enabled, you must also enable the option to export password. Enabling both Convenience Authentication and the option to Export Password is also referred to as Two Factor Authentication.

See your device’s System Administrator Guide for “Extensible Interface Platform” for instruction on how to enable “Export password”. If you do not enable export password, ConnectKey will prompt you for your username and password when you access the application at the MFP.

To configure Xerox Secure Access to use two factor authentication, follow the instructions for normal authentication with Xerox Secure Access. Instead of select “External user ID and password” select “Secure Access PIN with external password” and set the “Prompt for secondary PIN” to always.

Configuring Native MFP Authentication

Native Mode authentication is authentication done on the MFP using LDAP, Kerberos, SMB, or the device’s internal database. When correctly configured a user will be prompted to log into the MFP when they walk up to the MFP at a blocking screen, or when they click on the ConnectKey for SharePoint button by the native mode login.

When incorrectly configured, a user will be prompted not only by the native mode login, but they will also be prompted by the ConnectKey for SharePoint application.

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Configuring the MFP with Native Mode Authentication using LDAP, Kerberos, or SMB authentication

In order to best use native mode authentication on the MFP using Remote Authentication sources you need to configure the sources to match the usernames and passwords of your SharePoint or Windows Network folders.

See your device’s System Administrator Guide for “Setting up Network Authentication” and look for the subsections for your particular protocol such as “Configuring Authentication Server Settings for LDAP”, “Configuring Authentication Server Settings for SMB”, or “Configuring Authentication Server Settings for Kerberos”.

See your device’s System Administrator Guide for “Extensible Interface Platform” for instruction on how to enable “Export password”. If you do not enable export password, or the credentials do not match your Active Directory domain, ConnectKey will prompt you for your username and password when you access the application at the MFP.

Configuring the MFP with Native Mode Authentication using the Device’s Internal Database

In order to best use native mode authentication on the MFP using Local Authentication you need to configure the MFP’s internal database with users that match the usernames and passwords of your SharePoint or Windows Network folders. If the usernames and passwords do not match, ConnectKey will prompt you for your username and password when you access the application at the MFP.

See your device’s System Administrator Guide for configuring “Local Authentication” and for “Adding User Information to the Local Database”.

Reject Folder Settings

If desired, the “Reject Folder” setting can be enabled and defines the location for storing jobs, which fail during document processing. It is the system administrator’s responsibility to review rejected items to take the appropriate corrective actions on these jobs. Refer to the log files to determine any error messages regarding the failure to take the appropriate corrective action such as a change to the configuration file (CFG), to identify potential external issues such as no network connectivity to a route destination, or changes to user credentials being used by the service. The “Reject Folder” location is typically used in conjunction with the configured notification options on processing failures. Using notification options will proactively send an email alert when a document fails to route properly to either folders or SharePoint.

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Example configuration of the reject folder:

Name

Save rejected scans Check this box to store the rejected scanned images when the document

scan fails.

Folder path for the storage of the rejected jobs

Enter a directory to maintain a copy of all that failed to route to the target destination (folder or SharePoint).

Note

The service account for ConnectKey for SharePoint must have write permissions to Reject Folder directory. (See the “ConnectKey Service Manager” section for details).

Description

General Failure Notification Options Settings

The “General Failure Notification Options” setting is configured for sending email notifications for jobs, which fail during scanning. This option requires a SMTP mail relay and the use of a domain user account. An administrative email recipient(s) or distribution list is typically configured to receive the email notification. If LDAP Settings have been configured (see “Home Directory and Email (LDAP) Settings”), the scan user can also receive the notification. Notification Options can also be configured to attach the scanned image to the automated notification.

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The following fields are required for the configuration of notification options for jobs that fail to reach their intended target destination:

Name

SMTP server Identifies the IP address of the SMTP email relay in the deployment

environment.

The ConnectKey for SharePoint server must be able to communicate across the network to the identified SMTP server, contact the network administrator if you cannot communicate with the LDAP server.

SMTP port Identifies the network port number for effective communication to the

SMTP email relay in the deployment environment.

User name Enter the SMTP relay user, which the ConnectKey service will use to

authenticate for email routing.

Note

This user name will not be used as the From address in the automated notifications unless you enter the same credentials in the From field below.

Password Enter the password for the SMTP user account, which the ConnectKey

service will use to authenticate for email routing.

From Enter the email address the email notification will be sent from.

Description

Recipients Enter the email addresses or distribution list to receive the failure

notification emails. Addresses should be semicolon separated.

Subject Enter the subject text to appear in the failure notification emails.

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Message Enter the message text to appear in the failure notification emails.

Attach Documents Select this option to attach the scanned image to the automated failure

email notification.

Notify Authenticated User Select this option to additionally send the automated failure email

notification to the authenticated user who scanned the document.

Note

This option will be grayed out if the LDAP Settings have not been configured (see Home Directory and Email (LDAP) Settings).

Test SMTP button

Clicking this button validates the configuration.

Test results will be presented, validating the SMTP relay settings.

Timing Interval Settings

The “Timing interval” setting is configured in seconds. This determines how frequently ConnectKey for SharePoint will process the scanned documents. It will not impact the frequency or speed of scanning.

The following field is edited to define the timing interval for the service:

Debug Setting

The “Debug” setting is a toggle setting that can be enabled and can have a granularity level associated with it. The debug setting controls how much information is displayed in the ConnectKey Status Monitor and written to the connectkey.log file. This information is used for troubleshooting purposes and contains a variety of information such as date/time of a scan, network address of the MFP, user info, and other data, as well as the success or failure of a scan workflow. Increasing the level from 1 to 10 will increase the amount of information and level of detail for the status information displayed/written. If the debug setting is disabled, some information will still be written/displayed, but at the minimum level allowable by ConnectKey for SharePoint.

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