Xerox FlowPort 2.1.1 SP3 Administrator Guide
Administrator
Guide
701P39663
April 2003
Copyright © 1999-2003 Xerox Corporation. All Rights Reserved.
Publication number: 701P39663
Copyright protection claimed includes all forms of matters of copyrightable materials
and information now allowed by statutory or judicial law or hereinafter granted,
including without limitation, material generated from the software programs which
are displayed on the screen such as styles, templates, icons, screen displays, looks,
etc.
XEROX®, The Document Company®, X® (Stylized), DataGlyph, Document
Centre, CentreWare, DocuShare®, FlowPortTM, DocuStamp, PaperWare and
Document Token are trademarks of or licensed to Xerox Corporation.
Adobe® and Acrobat® are registered trademarks of Adobe Systems, Incorporated.
Lotus, Lotusphere, and Lotus Notes® are registered trademarks and Notes and
DominoTM are trademarks of Lotus Corporation. Pagis® and TextBridge are
registered trademarks of ScanSoft, Inc. Microsoft, Microsoft Windows, Microsoft
Word, Microsoft ExchangeTM, Microsoft Internet Explorer, Microsoft Office,
Imaging for Windows, MS, MS-DOS, and Windows are registered trademarks of
Microsoft Corporation. Netscape Navigator and Netscape Enterprise Server are
registered trademarks of Netscape Communications Corporation. HP, PCL, and HP
Deskjet are registered trademarks of Hewlett-Packard Company. IBM is a registered
trademark of International Business Machines Corporation. Java, Java Runtime
Environment, JRE, Java Archive, JAR, and Sun Solaris are trademarks or registered
trademarks of Sun Microsystems, Inc. All other product names are trademarks/
tradenames of their respective owners.
Notice
Specifications described in this publication are subject to change without notice. Use
of some features may be limited by your hardware or software configuration. Contact
your dealer or Xerox for details.
April 2003
Contents i
Chapter 1 Welcome ........................................................................... 1-1
About FlowPort and PaperWare..................................................1-3
What's in this guide ......................................................................1-4
Where to find more information ...................................................1-5
How to get help.............................................................................1-5
Chapter 2 Getting started .................................................................. 2-1
Logging in.....................................................................................2-2
About the FlowPort Web Centre Administration window............2-4
Logging out...................................................................................2-5
Chapter 3 Managing user accounts ................................................. 3-1
Creating a user account ...............................................................3-2
Setting up a user’s account to receive Internet faxes ...............3-4
Setting up a user’s account to use Network Accounting...........3-6
Creating login credentials ........................................................3-7
Shared Login Credentials .......................................................3-10
Setting a local printer as the user's default printer ................3-11
Changing the user’s account information ..................................3-12
Changing the admin’s account information ...............................3-13
Deleting a user account..............................................................3-14
Viewing the list of users..............................................................3-14
Contents 3
Chapter 4 Creating form templates .................................................. 4-1
About form templates....................................................................4-2
Controlling access to forms ......................................................4-4
Creating a form template .............................................................4-5
Editing a form template..............................................................4-20
Deleting a form template ............................................................4-21
Chapter 5 Managing the FlowPort server ....................................... 5-1
Changing the server’s configuration settings ..............................5-2
Restarting and shutting down the FlowPort service ....................5-4
Starting the FlowPort service after a shutdown...........................5-5
Backing up and Restoring the FlowPort server files....................5-5
Viewing administrative messages.................................................5-7
Chapter 6 Managing applications and services ............................... 6-1
Viewing the installed applications and services...........................6-2
Configuring applications and services.........................................6-2
Configuring the Authentication Service....................................6-3
Configuring the Distribute Document application ...................6-4
Configuring the Internet Fax Receive Service ..........................6-5
Installing new applications and services....................................6-10
Appendix A FlowPort Security ........................................................... A-1
Portal Security............................................................................. A-2
Xerox Network Scanning Service ................................................ A-4
Xerox Network Scanning Directory Watching Service ............... A-5
4 Xerox FlowPort Administrator Guide
Configuring the Network Accounting application ....................6-6
Configuring the TextBridge OCR Service ................................6-7
Configuring the Xerox Network Scanning Service ...................6-7
Using Form Cleaner .................................................................6-8
Using Patch Manager ...............................................................6-9
Welcome Chapter1
About FlowPort and PaperWare ................................................ 1-3
What's in this guide .................................................................... 1-4
Where to find more information ................................................. 1-5
How to get help ........................................................................... 1-5
Chapter 1: Welcome 1-1
Welcome
Welcome to Xerox FlowPort. FlowPort provides a set of server
applications that lets you seamlessly integrate paper documents
within your electronic document processes.
Using FlowPort you can:
• Share your paper documents with others through email, Internet
fax, remote printing, or storage to a Web repository.
• Access your stored documents and print them on a network
printer or distribute the documents.
• Store a document and receive a Document Token—a piece of
paper that represents the stored document—that you can later
use to copy, Internet fax, or email the actual document.
• Receive and access Internet faxes by printing the entire fax,
storing the fax and retrieving it later using a Document Token,
or viewing the fax on the Web.
1-2 Xerox FlowPort Administrator Guide
About FlowPort and PaperWare
FlowPort provides an innovative paper user interface called
PaperWare. Using PaperWare forms with a Xerox Document
Centre or an Internet fax device, you instruct your FlowPort server
to distribute, store, and retrieve your paper and electronic
documents.
The following applications are included with your FlowPort server:
Distribute Document—Scans paper documents and distributes the
resulting electronic documents through email, Internet fax, remote
printing, or storage to a document repository. The application
features a PaperWare form called a Distribute Document Cover
Sheet. You scan the Cover Sheet with your printed document to
provide distribution instructions to a Document Centre or an
Internet fax machine.
Document Token—Accesses a document stored in a repository
using a Document Token form—a piece of paper that represents the
stored document. When you want to retrieve the stored document,
you scan the one-page Document Token to print the original
document, or scan a Document Token with a Distribute Document
Cover Sheet to retrieve and distribute the stored document.
About FlowPort and PaperWare
Document Catalog—Accesses the documents stored in a
repository using a Document Catalog form—a printed list of the
repository's contents with a checkbox for each stored object. To
retrieve stored documents, mark the checkboxes for the documents
you want and scan the form to print the original documents. When
using a Document Catalog form with a Distribute Document Cover
Sheet, you can distribute the retrieved documents, regardless of
their original format.
Internet Fax Mailbox—Receives Internet faxes and prints, stores,
and accesses the faxes. When storing received faxes, the FlowPort
server can print a one-page Document Token of the fax and inform
you in an email message of the URL in which the fax is stored.
FlowPort 2.1.1 SP3 now lets you receive an Internet Fax and use
OCR technology to convert it to one of many popular document
formats. For more information, please contact Xerox Flowport
Technical Support.
Chapter 1: Welcome 1-3
What's in this guide
What's in this guide
Login Sheet—Specifies your personal identification number (PIN)
on a Login Sheet form when submitting jobs that require
authentication. You can use a Login Sheet at a Document Centre as
an alternative to logging in at the device's control panel, or when
submitting jobs to the FlowPort server from an Internet fax
machine.
PaperWare Copy—Prints copies of documents. As the default
application, it makes a copy of your document when you scan a
Document Token, Document Catalog, or document at a Document
Centre without a PaperWare Cover Sheet.
Document Options—Adds document management fields to a
document when you store it in a repository, and charges print jobs
to your account on a Document Centre network accounting system.
The application uses a Document Options Sheet that you place after
a Distribute Document Cover Sheet to add fields or account
information to the document.
Network Accounting—Charges each printing job to an Account
ID set up on a Document Centre network accounting system.
In addition to this chapter, this guide includes the following:
Chapter 2 Getting started—Explains how to log in and out, and
describes the administrator's Web Centre.
Chapter 3 Managing users—Describes how to set up, edit, and delete
user accounts, and how to edit the admin account.
Chapter 4 Creating form templates—Provides an overview of form
templates, and explains how to create, edit, and delete form
templates.
Chapter 5 Managing the FlowPort server—Details the server
management tasks you perform.
1-4 Xerox FlowPort Administrator Guide
Chapter 6 Managing applications and services—Describes how to
view, install, and configure applications and services,
including Patch Manager and Form Cleaner.
Appendix A How to use security on the FlowPort server—Explains how
to use security features to restrict access to the FlowPort
server.
Where to find more information
Xerox FlowPort Installation and Setup Guide
The guide provides a checklist of system requirements and
step-by-step instructions for installing and setting up the FlowPort
server.
On-line Help
On-line help describes FlowPort features and provides step-by-step
instructions for both the administrator and the user. To open Help,
click the help link located in the upper right corner of the Web
Centre.
Where to find more information
How to get help
Xerox FlowPort User Guide
The guide describes how use PaperWare forms to distribute, store,
and retrieve documents, and how to create new forms.
For questions about FlowPort, visit the Xerox Support web site at
www.xerox.com/support/
Chapter 1: Welcome 1-5
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Getting started Chapter2
Logging in ................................................................................... 2-2
About the FlowPort Web Centre Administration window .......... 2-4
Logging out ................................................................................. 2-5
Chapter 2: Getting started 2-1
Logging in
Logging in
As the FlowPort administrator, you set up user accounts, create
form templates for users, and manage the FlowPort server. You
perform these tasks in the FlowPort Web Centre Administration
window.
This chapter explains how to log in and out as the FlowPort
administrator. It also provides an overview of the Web Centre.
When the FlowPort software was installed, the administrator
account was created automatically. The user name, admin, is the
only account with administrative privileges for the FlowPort server.
To log in:
Open a Web browser.
1
Note: If you are using Netscape Navigator on the same
computer as the FlowPort server, you must set Navigator's
priority to low to avoid performance problems. To set the
priority, right-click the Windows taskbar and click Tas k
Manager. On the Processes tab, right-click netscape.exe,
point to Set Priority, and click Low.
2-2 Xerox FlowPort Administrator Guide
In the Address (or Location) box, type the FlowPort server's name
2
and press ENTER. For example, if the server's name is fish, you
type http://fish.
Logging in
The FlowPort Welcome page displays. You enter your username
and password in the area shown below.
In the username box, type admin.
3
In the password box, type the admin password.
4
Click Login.
5
Any new system messages that require your attention are displayed
after you log in.
You can add your name to the administrator account, so users will
know you are the administrator, and change the default password.
Refer to the “Changing the admin’s account information” section
on page 3-13.
Chapter 2: Getting started 2-3
About the FlowPort Web Centre Administration window
About the FlowPort Web Centre
Administration window
After logging in as the admin, the following window is displayed.
Note: If the System Configuration window opens after
logging in, you need to configure the system. Refer to the
Installation and Setup Guide for more information.
Links to the FlowPort
administrator pages
Create, edit, and delete
user accounts from this
page
Click to open
on-line help
Click to log out of the
Web interface
The links to the FlowPort administrator pages let you do the
following:
Users—Create, edit, and delete user accounts, including Internet
Fax options.
System—Change the FlowPort server's configuration settings.
Templates—Create form templates, from which users can create
their own forms.
Applications—Configure, install, and get information about
FlowPort applications and services.
Messages—View administrative messages.
Restart—Restart or shut down the FlowPort service.
2-4 Xerox FlowPort Administrator Guide
Logging out
Logging out
To log out:
Click the logout link located in the upper right corner of the Web
1
Centre.
The FlowPort Welcome page displays, from which you can log in
again.
Note: If you close your Web browser or go to another Web site,
you are not be logged out of FlowPort. You should always click the
logout link to log out.
Chapter 2: Getting started 2-5
2-6 Xerox FlowPort Administrator Guide
Managing user accounts Chapter3
Creating a user account ...............................................................3-2
Setting up a user’s account to receive Internet faxes ...............3-4
Setting up a user’s account to use Network Accounting...........3-6
Creating login credentials ........................................................3-7
Shared Login Credentials .......................................................3-10
Setting a local printer as the user's default printer ................3-11
Changing the user’s account information ..................................3-12
Changing the admin’s account information ...............................3-13
Deleting a user account..............................................................3-14
Viewing the list of users..............................................................3-14
Chapter 3: Managing user accounts 3-1
Creating a user account
You manage FlowPort user accounts from the Users page. On this
page, you can perform the following tasks:
• Create a user account
• Change a user's account information
• Delete an account
• View the list of FlowPort users.
Creating a user account
To enable users to access FlowPort through a Web browser, you
must create an account for each user. After you've set up the
account, the user can start using PaperWare forms.
When creating an account, you must provide the user's login name,
email address, and default printer. You can also enter the optional
account information or let the user provide the information. After
you create the account, the user can change any of the information
you specify.
Note: You can also add a large number of users from a database.
To create a user account:
3-2 Xerox FlowPort Administrator Guide
Click the Users button.
1
Click the Add New User link.
2
On the Add New User page, enter the following information:
3
First Name—User’s first name, which is printed with the last name
on PaperWare forms.
Last Name—User’s last name, which is printed with the first name
on PaperWare forms.
User Name (required)—Name used to log in to FlowPort.
Email Address (required)—User’s email address (for example,
jsmith@bestcompany.com).
Creating a user account
Default Printer (required)—The printer or Internet fax device on
which the user prints PaperWare forms, or the email address to use
when emailing PaperWare forms.
• For printers, specify the fully qualified printer name (for
example, documentcentre1.bestcompany.com).
Note: FlowPort supports the Xerox Document Centre, any
networked lpr-enabled printer, and a local PCL printer. To
set up a user's account to print to a local printer, refer to the
“Setting a local printer as the user's default printer” section
on page 3-11.
• For Internet fax devices, specify the Internet fax address (for
example, internetfax@bestcompany.com).
•For the Email PDF File printer type, specify the user's email
address. PaperWare forms are emailed as PDF attachments,
which allows the user to print forms outside a firewall.
Printer Type (required)—Type of printer selected as the default
printer.
Default Form Size—Paper size used to print PaperWare forms on
the default printer. Options are US Letter and A4.
Job Confirmation Method—Method by which the user is notified
when a PaperWare-initiated job has been successfully processed.
Options are Printer and Email.
Note: To receive a Document Token when storing a
document in a repository that supports access, the Job
Confirmation Method must be set to Printer.
Create Document Tokens—
Users can select whether or not a
Document Token is created when they store a document to a
repository. Note that this feature is only available to users if
the FlowPort administrator has set the “Enable Document
Tokens” system parameter.
Locale—Language used to display the FlowPort Web Centre
interface. System Default displays the interface in the language set
on the System page. Therefore, any time you change the Locale
setting on the System page, the user's Locale setting also changes.
PIN and PIN Again—User’s four-digit code that is specified on a
Login Sheet when using private forms, and when using shared and
public forms if you change the default security settings.
Password and Password Again—User’s password for logging in
to the FlowPort Web Centre and at the Xerox Document Centre
control panel.
Chapter 3: Managing user accounts 3-3
Creating a user account
Include Password & PIN in Email to User—Provides the user's
password and PIN, if specified, in the email message that is
automatically sent to the user after the account is created.
Click the Submit button.
4
Click Continue to set up the user's applications.
5
On the User Profile page, click the link for the application you
6
need to set up.
On the application page, specify the appropriate options.
7
For information on setting up the applications, refer to the “Setting
up a user’s account to receive Internet faxes” section on page 3-4
and the “Setting up a user’s account to use Network Accounting”
section on page 3-6.
Click OK.
8
FlowPort sends an email message to the new user that explains how
to get started using FlowPort and provides your email address.
Setting up a user’s
account to receive
Internet faxes
To set up a user’s account to receive Internet faxes, you specify the
type of mail server to use to receive the faxes and how you want
FlowPort to process incoming faxes. FlowPort can process the
faxes in the following ways:
• Store faxes to a repository
• Store faxes to a repository and print a Document Token for each
stored fax
• Print faxes.
You can also have FlowPort send an email message to the user
when an Internet fax is received.
To set up a user’s account to receive Internet faxes:
Click the Users button.
1
Click the user’s name whose account you want to set up to receive
2
Internet faxes.
On the User Profile page, click the Internet Fax Mailbox link.
3
Click the Enable button.
4
3-4 Xerox FlowPort Administrator Guide
Creating a user account
Specify the type of mail server to use to receive Internet faxes
5
and then click Next.
Accept Internet Faxes via the FlowPort SMTP Mail
Server—FlowPort receives Internet faxes using its built-in SMTP
mail server.
Note: This option displays if Internet Fax SMTP Service
Enabled is set on the Internet Fax Receive Configuration
page.
Accept Internet Faxes via a POP3 Mailbox on Another
Server—FlowPort receives Internet faxes by polling a POP3 mail
server.
Note: This option displays if Internet Fax POP3 Mail
Polling Enabled is set on the Internet Fax Receive
Configuration page.
Do Not Accept Incoming Internet Faxes for This
User—FlowPort does not receive Internet faxes.
If you chose to accept Internet faxes via a POP3 mailbox, enter the
6
following information and then click Next.
User Name for POP3 Mailbox Account—Specifies the user's
account name for the POP3 mailbox.
Password for POP3 Mailbox Account—Specifies the user's
password for the POP3 mailbox.
Host Name of POP3 Mailbox Server—Specifies the host name of
the server running the POP3 mail server.
Mail Domain—Specifies the mail domain name.
Choose how to process incoming faxes and then click Next.
7
Notify By Email—Sends an email message to the user when an
Internet fax is received.
Print Document—Prints the entire fax on the user’s default
printer.
Store Document in Repository—Stores the fax in a repository.
To use this option, you must specify a repository in step 8.
Print Document Token—Prints a one-page document that
represents the stored document on the user’s default printer.
If you chose to store Internet faxes in a repository, select the type of
8
repository to use, enter the repository information, and then click
Next.
Chapter 3: Managing user accounts 3-5
Creating a user account
Click Save.
9
On the confirmation page, click Continue.
10
Setting up a user’s
account to use Network
Accounting
Network Accounting is an optional feature of the Xerox Document
Centre. If the feature is installed on the machine, you can specify
the Account ID to which the FlowPort user charges printing jobs.
To set up a user’s account to use Network Accounting:
Click the Users button.
1
Click the user’s name whose account you want to set up to use
2
Network Accounting.
On the User Profile page, click the Network Accounting link.
3
On the Network Accounting page, set the following options:
4
Network Accounting Account ID—Specifies the Account ID set
on the Document Centre network accounting system. See your
Document Centre administrator for the Account IDs you can use to
charge printing jobs.
Network Accounting User ID—Specifies the User ID set on the
Document Centre network accounting system. See your Document
Centre administrator for the list of User IDs set up for the machine.
Note: The IDs you specify override the default Account ID
and User ID set on the Default Network Accounting
Configuration page. Refer to the “Configuring the Network
Accounting application” section on page 6-6.
3-6 Xerox FlowPort Administrator Guide
Click Save.
5
On the confirmation page, click Continue.
6
Creating a user account
Creating login
credentials
FlowPort 2.1.1 SP3 has a new feature called “Login Credentials”
that allows users to change a repository username and password,
but still use existing forms that require a login.
For example, to access a Docushare Collection, you must supply
your DocuShare User Name and Password. In FlowPort 2.1.1 SP3,
each user maintains a list of uniquely named login credentials,
where each login credential contains credential information such
as:
• the name of the credential
• the repository user name
• the user’s password for the repository
A DocuShare login credential would appear as the following:
Name: joesmith Purchasing Server
DocuShare User Name: joesmith
DocuShare Password: *******
When users creates a PaperWare form that requires repository
information (such as a Document Token), they must specify the
login credential they wish to use. They select a named credential (if
one has been created by them or the FlowPort administrator), or
they create a new login credential. In the example above, Joe Smith
created a login credential named “joesmith Purchasing Server.”
For any new forms that Joe creates that require access to the
repository on the Purchasing Server, Joe simply needs to specify
that credential by name, and not worry about the user name or
password. In the future, if Joe’s DocuShare password changes, only
the credential must be edited - not any of the forms using that
credential. All existing forms could still be used without
modification.
To set up a user’s account with a login credential:
Click the Users button.
1
Click the user’s name whose account you want to add a login
2
credential.
On the User Profile page, click the Credentials link.
3
Chapter 3: Managing user accounts 3-7
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