KYOCERA DMConnectPro powered by Nuance™ User guide

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Copyright Ā© 2019 KYOCERA Document Solutions America, Inc. All rights reserved. 1
KYOCERA
DMConnect PRO
DMConnect /
DMConnect PRO
Version 3.0
July 2019
KYOCERA Document Solutions America, Inc.
Software Solutions Group
Ā© 2019 KYOCERA Document Solutions America, Inc.
2 Copyright Ā© 2019 KYOCERA Document Solutions America, Inc. All rights reserved.
DMConnect ......................................................................................................................... 5
Software........................................................................................................................ 5
This Guide .................................................................................................................... 5
Whatā€™s New in DMConnect and DMConnect Pro 3.0..................................................... 5
System Design .............................................................................................................. 6
Components ....................................................................................................... 6
Network Architecture ........................................................................................... 6
Active Workflow .................................................................................................. 7
System Requirements ................................................................................................... 7
Supported Client Operating Systems .................................................................. 7
Supported Web Browsers (DMConnect Document Portal) .................................. 8
Minimum Hardware Requirements ...................................................................... 8
Other Software Pre-requisites ............................................................................. 8
Supported MFP Models ...................................................................................... 8
Licensing ............................................................................................................................. 9
MFP License ................................................................................................................. 9
On-line License Activation ................................................................................... 9
Trial Periods .................................................................................................................11
MFP License Trial ..............................................................................................11
DMConnect Server Trial .....................................................................................11
Page Packs ..................................................................................................................12
User Licenses ..............................................................................................................13
Installation ..........................................................................................................................14
Files Required ..............................................................................................................14
MFP Installation ...........................................................................................................14
Installation on HyPAS-Capable MFPs (requires SD card) ..................................14
Installation on HyPAS-Enabled MFPs ................................................................15
DMConnect Server Installation .....................................................................................15
Basic OCR Add-On Installation ....................................................................................15
OmniPage OCR Add-On Installation ............................................................................16
Uninstalling DMConnect ...............................................................................................16
Upgrading from DMConnect 2.0 or earlier ....................................................................16
DMConnect Administration Utility .......................................................................................17
System Settings ...........................................................................................................17
Server Configuration ..........................................................................................17
Server Certificate ...............................................................................................17
LDAP .................................................................................................................18
SMTP .................................................................................................................19
Notifications .......................................................................................................20
Copyright Ā© 2019 KYOCERA Document Solutions America, Inc. All rights reserved. 3
File Shares.........................................................................................................21
Licensing ......................................................................................................................22
Users .................................................................................................................22
Page Packs ........................................................................................................24
History ...............................................................................................................25
Trial Licensing ....................................................................................................26
Groups .........................................................................................................................27
Create a Group / Add Users to the Group ..........................................................27
Permissions .................................................................................................................28
Integrations ..................................................................................................................29
DMConnect Outlook Integration .........................................................................29
DMConnect Desktop Client ................................................................................30
DMConnect Workflow Studio .............................................................................................31
Component List Pane...................................................................................................32
Workflow Canvas .........................................................................................................32
Component Configuration Pane ...................................................................................33
Component Configuration Pane Automatic Scrolling ..........................................34
DMConnect Document Management Web Portal ...............................................................35
User Registration .........................................................................................................35
Documents Tab ............................................................................................................38
Tasks Tab ....................................................................................................................40
Capture Tab .................................................................................................................42
Component Descriptions ....................................................................................................44
The Capture Component ..............................................................................................44
MFP ...................................................................................................................45
Interactive ..........................................................................................................45
Automatic ...........................................................................................................46
User Interface Components .........................................................................................49
AD (Active Directory) Authentication Component ...............................................49
Index Data Entry Component .............................................................................49
Folder Browse Component ................................................................................55
Execute Scan Component .................................................................................56
Destination Components ..............................................................................................58
Print Document Component ...............................................................................58
Folder Destination Component ...........................................................................58
Flat File Destination Component ........................................................................59
Database Destination Component .....................................................................59
FTP Destination Component ..............................................................................60
SharePoint Destination Component ...................................................................60
4 Copyright Ā© 2019 KYOCERA Document Solutions America, Inc. All rights reserved.
WebDav Destination Component .......................................................................61
Email Destination Component ............................................................................62
File Format Conversion Components ...........................................................................62
Text Format Conversion Component .................................................................62
(Microsoft) PowerPoint Conversion Component .................................................63
(Microsoft) Word Conversion Component ..........................................................63
(Microsoft) XPS Conversion Component ............................................................64
Searchable PDF Conversion Component ..........................................................64
PDF Conversion Component .............................................................................64
(Microsoft) Excel Conversion Component ..........................................................65
Basic Searchable PDF Conversion Component .................................................65
Image Processing Components ...................................................................................65
Form Recognition Component ...........................................................................65
Split Document Component ...............................................................................66
Stamping Component ........................................................................................67
Blank Page Removal Component ......................................................................67
1D-Barcode Recognition Component .................................................................68
2D-Barcode Recognition Component .................................................................69
Workflow Components .................................................................................................71
Notification Component ......................................................................................72
Return Component .............................................................................................72
Branch Workflow Component.............................................................................72
Queue for Approval Component .........................................................................73
Data Processing Components ......................................................................................73
Data Transform Component ...............................................................................74
Script Component ..............................................................................................74
Data Lookup Component ...................................................................................75
Default Fields List ........................................................................................................79
Workflow Fields List .....................................................................................................80
Workflow Resources ....................................................................................................80
Folder Access Settings ................................................................................................80
SMTP Settings .............................................................................................................81
Designing a Basic Workflow ...............................................................................................83
Support ..............................................................................................................................84
Excel Data Lookup Example with Multiple Destinations .....................................85
Copyright Ā© 2019 KYOCERA Document Solutions America, Inc. All rights reserved. 5
DMConnect
Software
KYOCERA DMConnect is a workgroup document management system that allows an
organization to craft document workflows, track the workflow process, and manage save
documents to best suit their business needs. To accommodate the widest range of business
workflow needs, DMConnect is packed with several high-quality image processing functions,
sophisticated document routing capability, and advanced integration capability with custom
scripting.
There are three versions of the DMConnect HyPAS Application available, all with different
functionalities:
DMConnect
DMConnect
Powered by OmniPage
DMConnect PRO
Powered by Nuance
ā€¢ Basic OCR
(Basic Searchable PDF)
ā€¢ Basic OCR
(Basic Searchable PDF)
ā€¢ Advanced OCR
(Searchable PDF)
ā€¢ MS Word Conversion
ā€¢ MS Excel Conversion
ā€¢ MS PowerPoint Conversion
ā€¢ MS XPS Conversion
ā€¢ Basic OCR
(Basic Searchable PDF)
ā€¢ Advanced OCR
(Searchable PDF)
ā€¢ MS Word Conversion
ā€¢ MS Excel Conversion
ā€¢ MS PowerPoint Conversion
ā€¢ MS XPS Conversion
ā€¢ 2D Barcode Recognition
ā€¢ Forms Recognition
This Guide
This document describes the components, functions, installation requirements and setup steps required
to deploy all versions of DMConnect effectively.
Whatā€™s New in DMConnect and DMConnect Pro 3.0
ā€¢ Automatic captures sources such as Hot Folder, Email, and FTP
ā€¢ Microsoft Outlook plug-in to send email attachments directly in to DMConnect workflows
ā€¢ Built-in web-based Document Management System
ā€¢ New User Interface
ā€¢ New Administrator Utility for DMConnect configuration
6 Copyright Ā© 2019 KYOCERA Document Solutions America, Inc. All rights reserved.
System Design
Components
DMConnect is comprised of four Windows services that are configured to execute in the
background automatically after server start up.
Name
Windows Service Name
Description
DMConnect MongoDB
Database
DMConnect Database
Storage of document metadata
DMConnect Job
Processor Service
DMConnectJobProc
Responsible for coordinating image
processing and delivery tasks.
DMConnect Scan Service
DMConnectScan
Allows Kyocera MFPs to scan
documents to DMConnect
DMConnect Web Service
DMConnectWebServer
Runs the DMConnect Web Portal
Network Architecture
The following ports and protocols are used as default values when initially installing DMConnect
3.0. Some protocols can be changed via the DMConnect Administrators Utility.
For Components that use SMTP settings the port and protocol will depend on the SMTP server
being used.
Copyright Ā© 2019 KYOCERA Document Solutions America, Inc. All rights reserved. 7
For Components that use FTP or similar settings the port and protocol used will depend on the
FTP server as well.
ā€¢ MFP/Server Communication: TCP Port 19093 (default)
ā€¢ DMConnect Portal: HTTPS Port 443
ā€¢ DMConnect Database: TCP Port 27017 (default)
ā€¢ DMConnect User Licensing Server: HTTPS Port 443
ā€¢ DMConnect Page Pack Server: HTTPS Port 443
Active Workflow
Workflows are designed using the Workflow Studio application which provides
a graphical user interface for designing workflows easily, with drag-and-drop
gestures.
DMConnect Active Workflow technology transforms a workflow into a .NET
program. This .NET program handles all image processing and routing tasks
for document workflow.
This architecture leverages the full capability of the .NET framework from
within the workflow. Using this capability, the workflow can be deeply
integrated with the customerā€™s core business processes.
System Requirements
Not all Windows Environments are supported and depending on a variety of factors, KYOCERA
DMConnect may not be the ideal choice. Please read the following limitations and
considerations carefully before deciding to implement KYOCERA DMConnect.
Supported Client Operating Systems
DMConnect 3.0 requires a 64-bit platform version of one of the following operating systems:
ā€¢ Windows Server 2019
ā€¢ Windows Server 2016
ā€¢ Windows Server 2012 R2
ā€¢ Windows Server 2008 R2 SP1
NOTE: Operating Systems not on this list or no longer supported by Microsoft are not
supported by DMConnect 3.0.
8 Copyright Ā© 2019 KYOCERA Document Solutions America, Inc. All rights reserved.
Supported Web Browsers (DMConnect Document Portal)
ā€¢ Google Chrome 75.0 and newer
ā€¢ Mozilla Firefox 67.0 and newer
ā€¢ Microsoft Edge 44.17763 and newer
Minimum Hardware Requirements
To ensure proper functionality, please make sure your server meets or exceeds the following
specifications:
ā€¢ 2 GHz or faster processor
ā€¢ 4 GB of RAM
ā€¢ 5 GB of available hard disk space
ā€¢ A network card installed and configured to allow DMConnect to access the internet for
external capture sources, Page Pack licensing, and the Web Portal.
Other Software Pre-requisites
ā€¢ Microsoft .NET version 4.6.2 is required
ā€¢ Integration with the following versions of Microsoft Excel is supported:
o Excel 2013
o Excel 2010
o Excel 2007
ā€¢ Integration with following versions of Microsoft SharePoint is supported:
o SharePoint 2016, SharePoint Online (Microsoft Office 365)
o SharePoint Server 2013 Standard and Enterprise Edition
o SharePoint Foundation 2013
o SharePoint Server 2010 Standard and Enterprise Edition
o SharePoint Foundation 2010
Supported MFP Models
For a full list of support MFP models, please refer to the Solutions Compatibility Chart on
KDACentral.com.
NOTE: A network connection that has access to the public internet is required if
using Automatic Capture Sources or the DMConnect Web Portal.
NOTE: Using the DMConnect SharePoint access feature to access a SharePoint
Server may expend a Client Access License depending on server configuration.
Copyright Ā© 2019 KYOCERA Document Solutions America, Inc. All rights reserved. 9
Licensing
DMConnect's licensing model is designed to be easy to deploy, easy to scale and proactive.
There are three components to the licensing model: MFP license, Page Packs, and User
licenses.
MFP License
DMConnect PRO requires the purchase of a software license from an authorized KYOCERA or
Copystar dealership.
On-line License Activation
DMConnect 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 KDACentral.
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.
Whatā€™s Required:
ā€¢ License Certificate
ā€¢ Product ID Number
ā€¢ MFP Serial Number
1. Log in to the License Key Service on KDACentral.com
2. Enter the Product ID from the License
Certificate, Click Next.
10 Copyright Ā© 2019 KYOCERA Document Solutions America, Inc. All rights reserved.
3. Your Product will be verified, Click Next.
4. Enter the MFP Serial Number, Click Next.
5. Re-enter the MFP Serial Number to
confirm it, Click Next.
Copyright Ā© 2019 KYOCERA Document Solutions America, Inc. All rights reserved. 11
6. Your Information will be verified, Click
Next.
7. Your License Key is issued.
8. Print the Page and input the License Key number on the panel of your HyPAS-enabled MFP to
activate your Device.
Trial Periods
MFP License Trial
The DMConnect HyPAS Application comes with a 60-day trial period (2 x 30-day trials) to allow
customers to try DMConnect without the purchase of an official license. Once the first 30-day
trial has expired the second 30-day trial need to be manually activated. Once both 30-day trial
expire a license will need to be purchased in order to continue using the DMConnect HyPAS
Application.
DMConnect Server Trial
Customers can request a 60-day trial (2 x 30-day trials) for the DMConnect Server application.
during which time all aspects and features of the DMConnect application will be available. For
12 Copyright Ā© 2019 KYOCERA Document Solutions America, Inc. All rights reserved.
information on how to activate a Trial License please refer to the Trial Licensing section of this
document.
Page Packs
DMConnect can process documents from any automatic capture source like Hot Folder, Email,
and/or FTP using a page licensing system which utilizes purchasable Page Packs. Documents
processed through an MFP do not require a Page Pack thus do not subtract from any existing
Page Pack counts.
Page Packs can be purchased through the KDA Order Tracking System. Page Packs are valid
for 1-year after their first use where ā€œfirst useā€ means once a single page is consumed out of
the Page Pack. After the 1-year period the page pack will become invalid regardless of how
many pages are left in the pack. However, multiple Page Packs can be preemptively purchased
and installed. The 1-year count will not begin until that Page Pack is used.
There are two types of Page Packs available: BASIC and PRO.
A BASIC Page Pack can be used to process documents through workflows that do not use any
OmniPage OCR feature. These features include: Conversion to any Microsoft file format (Word,
Excel, PowerPoint, XPS), creating Advanced Searchable PDFā€™s, 2D Barcode Recognition,
and/or Forms Recognition. BASIC Page Packs can be purchased in 50,000-page sizes.
A PRO Page Pack can be used to process documents through any workflows regardless of the
features being used. PRO Page Packs can be purchased in 50,000- and 250,000-page sizes.
Page Packs consume pages based on page count. For instance, if a 50,000-page Page Pack is
installed and a workflow produces a 30-page PDF then 30 pages will be consumed leaving a
total of 49,970-pages left in the Page Pack. Different file types will also consume pages
NOTE: Only one trial per device is permitted.
NOTE: Once the trial is activated it cannot be reverted or re-activated. Once the trial
period has expired Page Packs and/or User Licenses will need to be purchased in
order to continue using Automatic Capture Sources or the DMConnect Web Portal.
NOTE: If an official Page Pack License or User License is installed during the trial
period, the trial will automatically expire, and all Trial pages left will not be available.
Copyright Ā© 2019 KYOCERA Document Solutions America, Inc. All rights reserved. 13
differently. TIFF and PDF files consume pages out of the Page Pack at a rate of 1-page per 1-
page of the file. PNG and JPG files consume pages at a rate of 1-page per 1-file. All other file
formats will consume pages at a rate of 1-page per 1-megabyte of file size.
User Licenses
DMConnect restricts access to the Web Portal to licensed users. Each user that needs access
to the Web Port must have a user license assigned to their email address. User Licenses can
be purchased through the KDA Order Tracking System. Licenses can be purchased containing
10-User Slots per license. A User License is valid for 1-year after its activation date where
ā€œactivation dateā€ means after the first user is assigned to a user slot. After the one-year period
all users on the User License will no longer have access to the DMConnect Web Portal.
However, if a second license is installed and available, users from the expired license will
seamlessly rollover to the empty license and access to the DMConnect Web Portal will not be
interrupted.
14 Copyright Ā© 2019 KYOCERA Document Solutions America, Inc. All rights reserved.
Installation
Installation of DMConnect consists of following applications.
Files Required
ā€¢ DMConnect 3_x_x.pkg
ā€¢ DMConnectInstaller.msi
ā€¢ Basic OCR Setup.msi (optional)
ā€¢ DMConnect 3_x_x powered by OmniPage.pkg
ā€¢ DMConnectInstaller.msi
ā€¢ OmniPage OCR Setup.msi
ā€¢ DMConnect 3_x_x_PRO.pkg
ā€¢ DMConnectInstaller.msi
ā€¢ OmniPage OCR Setup.msi
MFP Installation
1. Ensure that the MFP is updated to the latest available firmware level.
2. MFP must be connected to a network port and link lights must be active.
3. MFP must have at least one empty application slot (under System Menu > Applications).
Installation on HyPAS-Capable MFPs (requires SD card)
1. Copy the .pkg file 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 ā€˜Adminā€™ as both login name and
password fields are case-sensitive).
4. Press ā€œApplicationā€ button.
5. Press ā€œMenuā€ button.
6. Press ā€œAddā€ button.
7. Insert USB flash drive into the MFP.
8. A list showing the application will appear.
9. Select DMConnect and press Install.
NOTE: An authorized KYOCERA or Copystar Service Technician is required to
perform these steps.
Copyright Ā© 2019 KYOCERA Document Solutions America, Inc. All rights reserved. 15
10. After installation, press ā€œEndā€ to return to the Applications screen.
11. Select DMConnect and press ā€œMenu.ā€
12. Press ā€œActivate.ā€ The MFP will prompt for confirmation and press ā€œYesā€.
13. After DMConnect 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. Copy DMConnectPRO.pkg files 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 ā€˜Adminā€™ as both login name and
password fields are case-sensitive).
4. Press the ā€œAddā€ button.
5. Insert USB flash drive into the MFP. A list showing the application will appear.
6. Select DMConnect and press ā€œInstall.ā€
7. After installation, press ā€œCloseā€ to return to the Application screen.
8. Select DMConnect and press ā€œActivate.ā€ MFP will prompt for a confirmation.
9. Press ā€œYes.ā€
10. Check the status.
11. After DMConnect is activated successfully, it can be executed from the main Application
screen (opened by pressing the Application key on the control panel).
DMConnect Server Installation
All versions of DMConnect (including DMConnect PRO) use the same server application.
Depending on the package file version of DMConnect you are using, certain features may not
be available.
1. Double click the DMConnect .msi file to being installation.
2. Read the DMConnect license agreement and check the box next to I accept the terms in the
License Agreement if you accept the license terms, then click the ā€œInstallā€ button.
3. The installer will install any necessary pre-requisites and files.
4. When the installer completes you can click the finish button to complete the installation
process.
Basic OCR Add-On Installation
1. Double click the Basic OCR Setup.msi file to being installation.
2. Read the Basic OCR Add-on license agreement and check the box next to I accept the
terms in the License Agreement if you accept the license terms, then click the Install
button.
16 Copyright Ā© 2019 KYOCERA Document Solutions America, Inc. All rights reserved.
3. The installer will install any necessary pre-requisites and files.
4. Click the Finish button to complete the installation.
OmniPage OCR Add-On Installation
1. Double click the OmniPage OCR Setup.msi file to being installation.
2. Read the OmniPage OCR Add-on license agreement and check the box next to I accept
the terms in the License Agreement if you accept the license terms, then click the Install
button.
3. The installer will install any necessary pre-requisites and files.
4. Click the Finish button to complete the installation.
Uninstalling DMConnect
To uninstall DMConnect, navigate to Windows Control Panel > Programs and Features, find
DMConnect in the list of installed applications, highlight DMConnect, then click the
Uninstall/Change button. The DMConnect Uninstallation Wizard will begin to guide you through
the rest of the uninstallation process.
Upgrading from DMConnect 2.0 or earlier
In order to properly upgrade to DMConnect 3.0, previous version of DMConnect must be
uninstalled and the server must be rebooted. This is to ensure the older KMScan and
KMJobProc services are completely removed and allow of the installation of the new services.
Copyright Ā© 2019 KYOCERA Document Solutions America, Inc. All rights reserved. 17
DMConnect Administration Utility
The DMConnect Administration Utility is used to configure global settings that can be shared
with all the workflows in the system.
System Settings
Server Configuration
ā€¢ Host Name: The Host Name of the DMConnect Server.
ā€¢ Server Port: The port that will be used for web communication.
ā€¢ MFP Communication Port: The port used for communication between the MFP and
DMConnect server.
ā€¢ DB Port: The port used to connect to the internal MongoDB database (default 27017)
ā€¢ Processing Folder: Folder used as an on-ramp to the DMConnect system and queue.
ā€¢ Failed Folder: Folder to move jobs if they fail.
ā€¢ Workflow Folder: Folder used to house the workflows used in DMConnect.
Server Certificate
A certificate needs to be produced for secure communication with the DMConnect server. Here
the administrator can configure and export a self-signed SSL certificate from the DMConnect
server to be imported into other clients that need to communicate with it.
18 Copyright Ā© 2019 KYOCERA Document Solutions America, Inc. All rights reserved.
ā€¢ Certificate Validity: Informative information regarding the currently configured and used
certificate. This will show if the certificate is valid and its expiration date.
ā€¢ DNS/IP Addresses List: List of DNS Host Names and IP Address associated with the
current certificate. Administrators can add and remove entries as needed but a new
certificate will need to be exported and imported into clients.
ā€¢ Generate New Certificate (button): Used to create a new self-signed certificate when a
DNS Host Name or IP Address is added or removed from the DNS/IP Addresses list.
ā€¢ Download Root Certificate (button): Opens a Save-As dialog to download the
certificate.
ā€¢ Reload (button): Refreshes the DNS/IP Addresses list which is useful if changes have
been made to the list.
ā€¢ Save (button): Used to save any changes made.
LDAP
ā€¢ User: Username used to connect to the LDAP server
ā€¢ Password: Password associated with the User account
ā€¢ Search Root: Where in the Active Directory structure DMConnect should begin looking
for entries.
Copyright Ā© 2019 KYOCERA Document Solutions America, Inc. All rights reserved. 19
ā€¢ Server (IP or Host): The IP Address or Host Name of the LDAP server.
ā€¢ Test Connection (button): Used to test communication between the LDAP server and
the DMConnect server.
ā€¢ Save (button): Used to save any changes made.
SMTP
ā€¢ Server: The FQDN or IP Address of the SMTP server
ā€¢ Port: Port used by the SMTP server
ā€¢ SSL Enabled: Check if the SMTP server is configured to use SSL communication
ā€¢ Sender Name: Name that will appear on the sent email. If using MFP or Third Part
Authentication this will be populated by the logged in userā€™s email address.
ā€¢ User Name: Username used to authentication against the SMTP server (if required).
ā€¢ Password: Password associated with the User Name.
ā€¢ Test Connection (button): Used to test communication between the SMTP server and
the DMConnect server.
ā€¢ Save (button): Used to save any changes made.
20 Copyright Ā© 2019 KYOCERA Document Solutions America, Inc. All rights reserved.
Notifications
Page Licenses Notifications
ā€¢ Send notification for BASIC: Check to send notifications about BASIC Page Packs.
ā€¢ Send notification for PRO: Check to send notifications about PRO Page Packs.
ā€¢ Send when remaining pages are less than ______ pages: Administrators can
configure the minimum number of pages left before a warning email will be sent to users
configured in the email list.
ā€¢ Send ______ days before license expiration: Configure the amount in days left before
a page pack expires before an email is sent to users on the email list.
User Licenses Notifications
ā€¢ Enable expiration date notification: Configure the amount in days left before a user
license expires to send out an email message to users on the email list.
Send Notifications To: List
Notifications will be sent to each user listed in this list.
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