KYOCERA OnBase Connector User guide

KYOCERA

ONBASE

CONNECTOR

OnBase Connector

Version 2.0

August 2018

KYOCERA Document Solutions America, Inc.

Software Solutions Group

                    Copyright © 2018 KYOCERA Document Solutions America, Inc. All rights reserved. 
 Introduction .......................................................................................................................................... 3 
1  Software ........................................................................................................................................ 3 
2  This Guide ..................................................................................................................................... 3 
3  New in Version 2.0 ........................................................................................................................ 3 
4  Supported MFP Models ................................................................................................................ 4 
5  System Requirements ................................................................................................................... 4 
6  Licensing ........................................................................................................................................ 4 
7  On-line Activation ......................................................................................................................... 4 
 Installation ............................................................................................................................................ 7 
1  HyPAS Application File .................................................................................................................. 7 
2  HyPAS Application Installation ...................................................................................................... 7 
  Installation on HyPAS-Capable MFPs .................................................................................... 7 
  Installation on HyPAS-Enabled MFPs .................................................................................... 9 
3  OnBase Connector Server Installation ........................................................................................ 10 
 Server Configuration ........................................................................................................................... 12 
1  OnBase Settings Tab ................................................................................................................... 12 
2  User Management Tab ............................................................................................................... 13 
3  Default Scan Settings Tab ........................................................................................................... 13 
4  Logging Configuration and Viewer Tab ....................................................................................... 14 
  ConfigLogger ....................................................................................................................... 14 
  ServiceLogger ...................................................................................................................... 14 
  Logging Level ....................................................................................................................... 15 
5  About Tab .................................................................................................................................... 15 
 MFP Configuration .............................................................................................................................. 16 
 User Login ........................................................................................................................................... 17 
1  OnBase Authentication ............................................................................................................... 17 
2  Windows NT Authentication ....................................................................................................... 17 
 Card Registration ................................................................................................................................ 18 
 Navigating through OnBase Connector .............................................................................................. 19 
1  OnBase Scan Queues .................................................................................................................. 19 
2  OnBase Document Groups .......................................................................................................... 21 
 Troubleshooting .................................................................................................................................. 23 
 Support ............................................................................................................................................... 24 
 

1. Introduction

1.1 Software

With Kyocera’s OnBase Connector, you can scan, index and route documents into Hyland® Software’s

OnBase® enterprise content management application directly from your HyPAS-enabled Kyocera MFP –

simplifying collaboration and exchange of information.

Without leaving the MFP, you can log into OnBase, associate Document Types with their documents

within OnBase, enter keywords for indexing, duplicate and auto populate keyword fields if necessary

and import files into OnBase. OnBase then intelligently automates and optimizes the flow of documents

between people and other applications. The ability to do multiple document tasks at the device ensures

you that processes that require approval, evaluation or documentation can be immediately acted upon.

1.2 This Guide

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

needed to deploy Kyocera’s OnBase Connector.

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

workflow and configuration options to deploy this solution correctly.

The installation and set-up of the OnBase Connector is the responsibility of a trained service technician.

Please contact your authorized Kyocera or Copystar dealer for assistance with installation and service.

1.3 New in Version 2.0

• Faster more streamlined user interface for both the MFP HyPAS application and server

configuration application

• Supports single sign-on

• Supports card authentication

• Easier access to OnBase scan queues

• Scan queue prioritizing which will move the most used scan queues to the top of the list

automatically

• Support for OnBase 16 and 17

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 System Requirements

OnBase Connector Server

OnBase Server

• Windows 7 SP1 (32- & 64-bit)

• Windows 8 and 8.1 (32- & 64-bit)

• Windows 10 (32- & 64-bit)

• Windows Server 2008 R2 SP1 (32- & 64-bit)

• Windows Server 2012 (32- & 64-bit)

• Windows Server 2012 R2 (32- & 64-bit)

• Windows Server 2016 (64-bit)

13.0.69 to 17.x

NOTE: If a server OS is no longer supported by the manufacturer Kyocera cannot

guarantee operation and/or support of this software on the operating system.

1.6 Licensing

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

dealership.

You will have the opportunity to evaluate the software, free of charge, during two 30-day trial periods.

OnBase Connector will be disabled when the two trial periods expire, and you will be required to

purchase a license key to be entered to continue using the application.

1.7 On-line Activation

OnBase Connector uses the same activation method as the Card Authentication Kit, Teaching Assistant,

Data Security Kit and the Document Guard Kit. Following the purchase of a license certificate, the

Product ID Number is sent in an email message. You will need these items as well as the MFP Serial

Number when you access the License Page from KDAConnect.

You will be issued a unique Activation Key once you register your option. Print this page and input this

Activation Key number on the panel of your HyPAS-Enabled MFP or HyPAS-Capable MFP to activate it.

Login to the License Key Service on KDACentral.com

What’s Required:

• License Certificate

• Product ID Number

• MFP Serial Number

OnBase Connector Licensing Procedure

1. Enter the Product ID from the

License Certificate, Click Next

2. Your Product will be verified,

Click Next.

3. Enter the MFP Serial Number,

Click Next.

4. Re-enter the MFP Serial

Number to confirm it, Click

Next.

5. Your Information will be verified,

Click Next.

6. Your License Key is issued.

7. Print the Page and input the License Key number on the panel of your HyPAS enabled MFP to

activate your Device.

2. Installation

2.1 HyPAS Application File

Two 30-day full-featured trials are allowed per MFP. For use beyond the trial period, each MFP

installation must be activated with a unique license key obtained after purchasing the corresponding

item code.

2.2 HyPAS Application Installation

Installation on HyPAS-Capable MFPs

1. Download the OnBase Connector Package file from “KDAConnect” Kyocera and Copystar Dealer

Portal and copy it to the root of a clean USB flash drive.

2. At the MFP control panel, open System Menu/Counter > Favorites/Application.

3. 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).

4. Press Application button.

5. Press Menu button.

6. Press Add button.

7. Insert USB flash drive into the MFP.

8. A list showing the application will appear.

9. Select OnBase Connector and press Install.

10. After installation, press End to return to the Applications screen.

11. Select OnBase Connector and press Menu.

12. Press Activate. The MFP will prompt for Activation Mode. If a license key is available, enter the

license key, then select Official. Otherwise, press the Trial button to activate one of the two 30-

day trials. One trial can last for 30 days after which time the trial button will be disabled and the

OnBase Connector service will no longer start. A license must be purchased from an authorized

Kyocera or Copystar dealer in order to restart the OnBase Connector service.

13. If the Official button is pressed,

the MFP will prompt for a license

key. Enter it using the keypad

and press the OK button.

NOTE: License key can only be

generated by authorized Kyocera

or Copystar dealers.

After OnBase Connector is activated successfully, it can be executed from the main Application screen

(opened by pressing the Application key on the control panel).

Installation on HyPAS-Enabled MFPs

1. Download the OnBase Connector Package file from “KDAConnect” Kyocera and Copystar Dealer

Portal and copy it to the root of a clean USB flash drive.

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

3. 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).

4. Press the Add button.

5. Insert USB flash drive into the MFP.

6. A list showing the application will appear.

7. Select OnBase Connector and press Install.

8. After installation, press Close to return to the Application screen.

9. Select OnBase Connector and

Press Activate. The MFP will

prompt for Activation mode. If a

license key is available, enter the

license key, then select Official.

Otherwise, press the Trial button

to activate one of the two 30-day

trials. One trial can last for 30

days after which time the trial

button will be disabled and the

OnBase Connector service will no

longer start. A license must be purchased from an authorized Kyocera or Copystar dealer in

order to restart the OnBase Connector service.

10. After OnBase Connector is activated successfully, it can be executed from the home screen.

NOTE: To setup OnBase Connector as the default screen of the MFP, open System Menu > Common

Settings > Default Screen and select OnBase Connector.

2.3 OnBase Connector Server Installation

1. Double click the KOConnectorInstaller.msi file to begin installation

2. When the installation wizard read the

License Agreement then check the

box next to “I accept the terms in the

License Agreement” if you accept the

terms and wish to continue with the

installation. Press the Install button

when ready to install.

3. The installation will begin

immediately.

4. Upon a successful installation you

will be shown an Installation

Complete windows. Click the Finish

button to close the installer.

3. Server Configuration

Begin configuring the OnBase connector by navigating to Start -> Program Files -> Kyocera -> OnBase

Connector -> Kyocera OnBase Connector Configuration. Configure OnBase Connector as necessary and

click the Save button to save settings and persist the data.

3.1 OnBase Settings Tab

• OnBase URL: OnBase Server web service URL. Typically, in the format of:

http://<OnBase_Server_IPv4_Address>/AppServer_16/service.asmx

• Port: The port used by

the OnBase server web

service

• Data Source: Specify the

data source to load. If left

blank the default will be

used

• OnBase Authentication:

Select to use OnBase

credentials for login on

the MFP panel.

• Windows NT

Authentication: Select to

use Windows credentials

for login on the MFP panel. When selected, the Domain list box will be activated and multiple

domain names can be entered in to the list.

NOTE: One authentication type must be chosen

• Test Server Connection: Use these settings to confirm connectivity to the OnBase server. Use a

username and password that corresponds to the authentication type chosen then press the “Test

Connection” button. If successful, you will be shown and “Success” message.

3.2 User Management Tab

The User Management Tab displays information about users who have logged in to the OnBase

Connector. This gives administrators a user interface to remove one or all users if there are issues.

Simply highlight a user and

select the “Remove User”

button then save.

3.3 Default Scan Settings Tab

The Default Scan Settings Tab is used to setup the default scan settings used on the MFP.

Scan settings such as Color

Mode, File Format,

Resolution, and Original Type

can be locked by pressing the

lock icon to the right of the

setting. This will prevent

users from being able to

change these settings on the

MFP panel in order to ensure

uniform scan settings used by

all users.

3.4 Logging Configuration and Viewer Tab

The Logging Configuration and Viewer Tab is used to display information captured in the logging files of

the OnBase Connector. This information can be useful when diagnosing issues.

The log files themselves

reside on the server and are

typically stored in C:\Program

Files (x86)\KYOCERA\OnBase

Connector\logs.

You can view these logs by

double-clicking the Log Rule

name.

You can also clear these logs

by clicking the “Clear” button.

ConfigLogger

The ConfigLogger Log Rule stores information pertaining to the OnBase Connector Settings application

running on the server. This information will show when the application is opened, configuration is

changed, buttons are pressed, etc.

ServiceLogger

The ServiceLogger Log Rule stores information pertaining to the OnBase Connector service running on

the server. This information will include exceptions and errors that occur with the OnBase Connector

service running on the server.

Logging Level

The logging level can be changed for each log to change the information collected. A lower log level

would mean less information and a higher log level would mean more information. The lower the log

level the smaller the log file

size will be.

• Fatal: Displays Fatal

errors and/or exceptions

• Error: Displays errors

and/or exceptions

• Warn: Displays Warnings

• Info: Displays all basic

data information

• Debug: Displays

exceptions

• Trace: Displays all

information. Most

verbose and informative.

3.5 About Tab

The About Tab will display information about the OnBase Connector server application such as version

number and copyright

information.

4. MFP Configuration

1. Click on the Application Icon on the MFP home screen.

2. Enter the MFP

Administrator user and

password. The default

Administrator username

and password is “Admin”

and “Admin”

respectively.

3. Enter the IPv4 address of

the server the OnBase

Connector server

applications was

installed on. Press the

Next button to save

settings.

4. If the connection is

successful, you will be

shown the OnBase

Connector’s user login

screen.

NOTE: Enhanced WSD or

Enhanced WSD w/SSL

must be enabled on the

MFP.

5. User Login

Depending on whether OnBase Connector is configured to use OnBase Authentication or Windows NT

Authentication the user log in screen may be different.

5.1 OnBase Authentication

1. Select the OnBase Connector application on the MFP panel. You will be shown the User Login

screen.

2. Enter the OnBase user

name and corresponding

password.

3. Press the Next button to

login.

5.2 Windows NT Authentication

1. Select the OnBase Connector application on the MFP panel. You will be shown the User Login

screen.

2. Select the domain. All

domains entered in the

Domain List of the

OnBase Connector

Settings application will

be shown.

3. Enter Domain User name

and the corresponding

password.

4. Press the Next button to

login.

6. Card Registration

Whether the OnBase Connector is configured to use OnBase Authentication or Windows NT

Authentication, the process to register a card is the same.

1. Enter the appropriate user name and password for the type of authentication being used.

2. Once the User Name and Password fields are populated, swipe the card without pressing the Next

button.

3. OnBase Connector will then take the user name and password field values and equate them with

the scanned card number. Once registered, users can simply swipe their card at the login screen to

authenticate.

7. Navigating through OnBase Connector

After login the user will be shown a similar screen as the one below. This screen will display the users

Scan Queues and Document Groups. The default view displays the Scan Queues. Users can quickly

navigate between Scan Queues

and Document Groups using the

navigation buttons to the left of

the screen:

Scan Queues

Document Groups

7.1 OnBase Scan Queues

1. Once logged in, select the

Scan Queue you wish to use.

The Scan Queue list will

display in frequency-used

order: The Scan Queues used

most often will appear first.

2. Next, choose your document

type and press the Next

button.

3. Enter any index data

necessary.

If desired, press the Settings

button to open and change

any scan settings. Locked scan

settings will appear grayed out

and will not be selectable.

4. Once all index data and scan

settings are satisfactory, press

the scan button to begin the

scan. Once, completed you

will be return to the Scan

Queue list.

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KYOCERA OnBase Connector User guide

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