KYOCERA Google Connector User guide

1

Google Connector

Version 2.0

November 2017

KYOCERA Document Solutions America, Inc.

Software Solutions Group

KYOCERA

Google

Connector

 
2                  Copyright ©2017 KYOCERA Document Solutions America, Inc. All rights reserved. 
 
Contents 
1.  Introduction ............................................................................................................................................. 4 
1.1  This Guide ........................................................................................................................................ 4 
1.2  Software ........................................................................................................................................... 4 
  Gmail..................................................................................................................................... 4 
  Google Calendars .................................................................................................................. 4 
1.3  New Features in Version 2.0 ............................................................................................................ 4 
  Gmail..................................................................................................................................... 4 
  Google Calendar ................................................................................................................... 4 
  Google Drive ......................................................................................................................... 5 
1.4  Supported MFP Models ................................................................................................................... 5 
1.5  Licensing ........................................................................................................................................... 5 
2.  Installation ............................................................................................................................................... 6 
2.1  MFP Setup ........................................................................................................................................ 6 
  Internet Connectivity and DNS ............................................................................................. 6 
  Basic MFP Setup ................................................................................................................... 6 
  MFP Installation .................................................................................................................... 6 
3.  Card Authentication ................................................................................................................................. 9 
4.  Initial Setup ............................................................................................................................................ 10 
5.  Operation ............................................................................................................................................... 11 
5.1  Starting Google Connector............................................................................................................. 11 
5.2  Quick Navigation menu .................................................................................................................. 11 
5.3  Gmail   ............................................................................................................................................ 12 
  Gmail Mailbox Components ............................................................................................... 13 
  Email Screen Components .................................................................................................. 13 
  Send/Compose E-mail ........................................................................................................ 13 
5.4  Google Calendars ........................................................................................................................... 15 
5.5  Google Drive .................................................................................................................................. 15 
6.  Single Account Mode ............................................................................................................................. 17 
6.1  Setting up and using Single Account Mode ................................................................................... 17 
6.2  Removing Google Account from Single Account Mode ................................................................. 18 
7.  Single Sign On ......................................................................................................................................... 19 
8.  Support ................................................................................................................................................... 20 
 

1. Introduction

1.1 This Guide

This document describes the components, functions, installation requirements and setup procedures

needed to deploy Kyocera’s Google Connector.

Since Google Connector offers multiple configuration options, it is essential to understand the workflow

and configuration options to deploy this solution correctly.

The installation and setup of Google Connector is the responsibility of a trained Kyocera or Copystar

technician.

1.2 Software

Kyocera’s Google Connector is a business application that enables end users to access their Gmail

and Google Calendars. Users can view and print their e-mails as well as print and send

attachments. Kyocera’s Google Connector also enables a user to print out monthly calendars

including events.

Gmail

• View and print e-mails by browsing through your Inbox and other folders o Search through your

mailboxes by keywords

• Print PDF attachments that you receive from e-mails

• Compose e-mails and attach scanned documents

Google Calendars

Print out a range of monthly Calendars with options:

• Print blank Calendars

• Select from your list of Google Calendars to include events

1.3 New Features in Version 2.0

• Single sign-on with Expansion Authentication applications such as AccessLock and CentraQ Pro

• “Single Account Mode” allows one account to stay logged in

• Ability to set the default scan settings for both Gmail and Drive

• Quick Navigation Menu

Gmail

• Added Google Contact list access when setting email recipients

Google Calendar

• Ability to print monthly, weekly, and daily calendars

Google Drive

• Ability to view folders and files

• Scan files to any folder

• Create folders

• View metadata and print files

o Supported file types:

▪ PDF

▪ TIFF

▪ JPEG

▪ Google Docs

▪ Google Sheets

▪ Google Slides

▪ Google Drawings

▪ Microsoft Word

▪ Microsoft Excel

▪ Microsoft PowerPoint

1.4 Supported MFP Models

For a full list of support MFP models, please refer to the Solutions Compatibility Chart on

KDACentral.com.

1.5 Licensing

Kyocera Google Connector requires the purchase of a software license from an authorized Kyocera or

Copystar dealership.

The software can be evaluated, free of charge, during two 30-day trial periods. The application will stop

working when the trial period expires and requires a license key be entered for continued use. Once the

two trials have been enabled and completed, the MFP cannot be configured for an additional trial.

2. Installation

2.1 MFP Setup

Internet Connectivity and DNS

For the application to be able to connect to Google, the MFP must be connected to the internet through

the LAN, a functional DNS server must be accessible on the network and DNS settings on MFP Command

Center must be properly entered.

To setup DNS Settings:

1. Open Command Center and login as MFP Administrator

2. Navigate to Network Settings > TCP/ IP

3. Under IPv4 Settings > DNS Server, select either “Use DNS Server from DHCP” or “Use following

DNS Server”, depending on the LAN’s IP address scheme

Basic MFP Setup

• Ensure that the MFP is updated to the latest available firmware level

• MFP must be connected to a network port and link lights must be active

• MFP must have at least one empty application slot (under System Menu > Applications)

MFP Installation

1. Download the Google Connector HyPAS application from KDACentral.

2. Copy GoogleConnector.pkg file to the root of a clean USB flash drive.

3. At the MFP control panel, open System Menu > Applications.

4. Log in as Administrator when prompted. The default login name is Admin and the default password

is Admin (Note: Enter capital A when entering ‘Admin’ as both login name and password fields are

case-sensitive).

5. Press the “Add” button.

6. Insert USB flash drive into

the MFP.

7. A list showing the

application will appear.

8. Select

GoogleConnector.pkg

and press “Install.”

9. After installation, press “Close” to return to the Application screen.

10. Select Google Connector and press “Activate.” MFP will prompt for a license key.

11. Press “Activate.” The

MFP will prompt for

Activation Mode. If a

license key is available,

select “Official” and

press “Next”. Otherwise,

press the “Trial” button

for a trial installation.

After 30 days, there will

be an additional 30 day

trial period available.

Once the Trial button is

disabled, a license must

be purchased from an authorized Kyocera/Copystar dealer.

12. After Kyocera’s Google

Connector is activated

successfully, it can be

executed from the

main Application

screen (opened by

pressing the

Application key on the

control panel).

3. Card Authentication

If a card reader is present

you will be presented

with a screen saying as

such.

If you have already

associated your card to a

Google account simply

swipe you card now.

If you don’t which to

associate you card to a

Google account select the

“Next” button.

If you wish to associate

your card to your Google

account:

1. Swipe your card when you see this screen.

2. Follow the on-panel instructions to login to your Google account. You will be prompted for your

username, password, and asked to allow Google Connector to have offline access to your

account. Once completed your card will now be associated to your Google account.

NOTE: The association between you card and your Google account is only available within the Google

Connector HyPAS application. You card cannot be used outside of the Google Connector HyPAS

application to log in to your Google account.

4. Initial Setup

1. Press the Configuration

icon ( ) to enter the

configuration screen.

2. Enter the Administrator

credentials. The default

Administrator username

and password is “Admin”

and “Admin” respectively.

3. In the configuration screen

you can setup Google

Connector to function in

Single Account Mode and

set the default scan

settings for Gmail and

Google Drive scanning.

5. Operation

5.1 Starting Google Connector

1. Press ‘Application’ button on MFP panel.

2. Press ‘Google Connector’ button.

3. If the MFP has a card reader present you will be displayed a page indicating it has detected a card

reader. You can swipe you card to sign in to your Google account if you have previously linked it,

register your card now, or press the Next arrow to skip card registration and manually sign in to

your account.

4. If no card was used to sign in, Google Connector will display the Google login screen. Enter you

email address and press the “Next” button.

5. Enter your password and press the “Next” button.

6. Google will ask you to give Google Connector off-line access to your account. Press the “Allow”

button.

7. Once given

permission, Google

Connector will take

you to the home

screen. You can

now choose a

destination.

5.2 Quick Navigation menu

The Quick Navigation menu appears

when a user is in one of the destinations.

Use this to quickly navigate to other

Google services available in the

application.

5.3 Gmail

1. When Gmail is

opened on the

MFP panel, you

will be displayed

your default

mailbox.

2. You can choose

another mailbox

by selecting the

dropdown arrow

and choosing a

mailbox from the

dropdown menu.

Gmail Mailbox Components

Email Screen Components

Send/Compose E-mail

The Compose Email screen will display after the user presses the Compose Email button. To compose an

email:

Return to previous page

Unread emails appear

with a white background

Read emails appear with

a gray background

Mailbox Selection

Refresh Mailbox

Compose Email

Search Mailbox

Email Attachment

Reply

Reply to All

Print Attachment

Print Email

NOTE: When pressing the

Print Attachment or Print

Email button, the

printing will begin

immediately.

1. Enter the recipients

address(s) by either

pressing the orange

“To:” button or pressing

the address book icon.

Multiple addresses can

be selected from the

address book.

2. Enter the Carbon Copy

(CC) recipients

address(s) by either

pressing the orange

“CC:” button or pressing the address book icon. Multiple addresses can be selected from the

address book.

3. Enter the Blind Carbon Copy (BCC) recipients address(s) by either pressing the orange “BCC:”

button or pressing the address book icon. Multiple addresses can be selected from the address

book.

NOTE: Addresses from the logged in user’s Google account will be populated in the address book.

Google Connector does not pull email addresses from the MFP’s internal address book or an

Active Directory or similar system.

4. Press the orange “Subject:” button to enter the subject of the email.

5. Press the orange “Body:” button to begin enter text into the body of the email.

6. Check the “Send Attachment” checkbox to attach a scan to the email. The scan will begin after

the “Send” button is pressed. If the “Send Attachment” checkbox is checked, the orange “Name

File:” button will appear on the panel and can be pressed to give the attachment a file name.

7. Once ready to send the

email, press the green

“Send” button. When

the email is sent you will

be displayed at

confirmation on the

panel.

5.4 Google Calendars

Selecting the ‘Calendars’ button

on the main screen will bring

you to a screen which displays a

list of your personal calendars.

Select from the calendar that

contain the events you would

like to be printed out on the

calendar. By default, the

current month and year are

selected. To print one month,

the ‘To’ and ‘From’ fields should

be the same. You can also print

a range of months by specifying

the starting month in the ‘From’ field and the last month by selecting the ‘To’ field.

Calendars can also be printed in Week and Day increments by pressing the corresponding Week ( )

and Day ( ) buttons. The date range input boxes will change accordingly.

If using a color MFP you will be given the option to print the calendars in color. Simply check the

checkbox next to “Print in Color” to selection this option.

Press the “Print” button to begin printing immediately.

5.5 Google Drive

Selecting the ‘Drive’ button on

the main screen will bring you

to a screen which displays the

content of the logged in Google

account’s Google Drive.

Users can traverse and scan

into folders by simply selecting

the folder from the list then

selecting the scan icon.

Alternatively, pressing the

green “Add” icon ( ) next to

the folder name will scan

directly into the folder. Scan

settings can be changed by

pressing the “Settings” button.

Users can print a file in their

Drive storage by pressing the

“Print” icon ( ) next to the

file. Selecting the Print icon will

display and print page with

options to set the number of

copies, color selection, and

duplex mode. Once settings are

satisfactory press the Print icon

again to begin printing.

Users can also add folders by

press the “+ Folder” icon. This

will bring up a dialog to name

the folder.

6. Single Account Mode

Single Account Mode allows Google Connector to automatically connect to a single when it is opened

eliminating the need to sign in each time. The last Google account to sign in will remain signed in until

the logout button ( ) is pressed. This differs from normal account mode when the account is signed

out when Google Connector is closed, the MFP panel resets, the MFP goes to sleep, or when the logout

button is pressed.

6.1 Setting up and using Single Account Mode

1. On the Google Connector

Configuration screen, check

the option for Single

Account Mode.

2. Sign in to Google Connector

as normal.

3. Once authentication to

complete you will see a

warning stating that Google

Connector is setup for

Single Account Mode. Press

the Check button ( ) to

continue.

4. You may now use Google

Connector as per usual.

Each time Google

Connector is opened, it will

connect to this account

automatically.

6.2 Removing Google Account from Single Account Mode

You can sign out of the account

currently associated with Single

Account Mode by pressing the

logout button ( ) on the MFP

panel and you will be prompted

for a confirmation. Once logged

out the panel will return to the

default login screen.

7. Single Sign On

Single sign on with Google Connector occurs when a user logs in to the MFP via local authentication

settings or a third-party application then opens Google Connector and signs in to a Google account. The

connector will store a record that takes the authenticated user’s credentials and associates them with

the Google account. The next time a user authenticates in to the MFP and opens Google Connector they

will automatically be taken to their Google account without the need to input their credentials a second

time.

Please note that it is important to not press the logout button in Google Connector when using single

sign on. This will disassociate the Google account from the user and the user will have to re-enter their

Google credentials the next time the use the connector. To close Google Connector when using single

sign on press the Exit button on the upper right-hand corner of the panel or press the Home button on

the MFP panel.

When using Single Sign On with Google Connector…

Pressing the logout button with disassociate the authenticated user with the Google

Account. The user will need to re-enter their Google credentials the next time they use

the connector.

Pressing the Exit button will close Google Connector and leave the association between

the authenticated user and their Google account intact.

8. Support

For Google Connector Support:

Contact your authorized Kyocera or Copystar Dealer.

For a listing of authorized Kyocera Dealers:

https://usa.kyoceradocumentsolutions.com/en/where-to-buy.html

For a listing of authorized Copystar Dealers:

https://copystar.com/en/where-to-buy.html

or

Contact Kyocera Technical Support

Phone

Monday - Friday 9 am - 6 pm EST

1-800-255-6482

Web

https://usa.kyoceradocumentsolutions.com/en/about-us/contact-us.html

KYOCERA, CopyStar, and HyPAS are registered trademarks of Kyocera Corporation in the United States and/or

other countries.

Microsoft, Word, Excel, and PowerPoint are registered trademarks of Microsoft Corporation in the United States

and/or other countries.

Google and Google Drive are registered trademarks of Google, Inc. in the United States and/or other countries.

Other trade names in this guide are the trademarks of their respective owners.

Rev. 1.0

KYOCERA Google Connector User guide

KYOCERA Google Connector User guide

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