Xerox FlowPort 2.1.1 SP3 Administrator Guide

Administrator

Guide

701P39663 April 2003

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

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
	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
	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

Welcome

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.

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

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.

What's in this guide

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

Where to find more information

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.

Xerox FlowPort User Guide

The guide describes how use PaperWare forms to distribute, store, and retrieve documents, and how to create new forms.

How to get help

For questions about FlowPort, visit the Xerox Support web site at www.xerox.com/support/

Chapter 1: Welcome

1-5

1-6 Xerox FlowPort Administrator Guide

Getting started

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

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.

Logging in

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:

1 Open a Web browser.

	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 Task
	Manager. On the Processes tab, right-click netscape.exe,
	point to Set Priority, and click Low.
2	In the Address (or Location) box, type the FlowPort server's name
	and press ENTER. For example, if the server's name is fish, you

type http://fish.

2-2 Xerox FlowPort Administrator Guide

Logging in

The FlowPort Welcome page displays. You enter your username and password in the area shown below.

In the username box, type admin.

In the password box, type the admin password.

Click Login.

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

Xerox FlowPort 2.1.1 SP3 Administrator Guide

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.

Click to open on-line help

Links to the FlowPort administrator pages

Click to log out of the Web interface

Create, edit, and delete user accounts from this page

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

To log out:

1	Click the logout link located in the upper right corner of the Web
	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

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:

Click the Users button.

Click the Add New User link.

On the Add New User page, enter the following information:

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).

3-2 Xerox FlowPort Administrator Guide

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

Setting up a user’s account to receive Internet faxes

	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.
4	Click the Submit button.
5	Click Continue to set up the user's applications.
6	On the User Profile page, click the link for the application you
	need to set up.
7	On the application page, specify the appropriate options.
	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.
8	Click OK.
	FlowPort sends an email message to the new user that explains how
	to get started using FlowPort and provides your email address.

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:

1	Click the Users button.
2	Click the user’s name whose account you want to set up to receive
	Internet faxes.
3	On the User Profile page, click the Internet Fax Mailbox link.
4	Click the Enable button.

3-4 Xerox FlowPort Administrator Guide

	Creating a user account
5	Specify the type of mail server to use to receive Internet faxes
	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.
6	If you chose to accept Internet faxes via a POP3 mailbox, enter the
	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.
7 Choose how to process incoming faxes and then click Next.
	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.
8	If you chose to store Internet faxes in a repository, select the type of
	repository to use, enter the repository information, and then click

Next.

Chapter 3: Managing user accounts

3-5

Creating a user account

Setting up a user’s account to use Network Accounting

9 Click Save.

10 On the confirmation page, click Continue.

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:

1	Click the Users button.
2	Click the user’s name whose account you want to set up to use
	Network Accounting.
3	On the User Profile page, click the Network Accounting link.
4	On the Network Accounting page, set the following options:
	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.
5	Click Save.
6	On the confirmation page, click Continue.

3-6 Xerox FlowPort Administrator Guide

Creating login credentials

Creating a user account

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:

1	Click the Users button.
2	Click the user’s name whose account you want to add a login
	credential.
3	On the User Profile page, click the Credentials link.

Chapter 3: Managing user accounts

3-7

+ 53 hidden pages