eCopy ShareScan 4.2 Installation guide

eCopy ShareScan® 5.0
Installation Guide
for Ricoh devices
Licensing, Copyright, and Trademark information
The information in this document is subject to change and does not represent a commitment on the part of
Nuance Communications, Inc. The software described in this document is furnished under a license
agreement. The software may be used or copied only in accordance with the terms of the agreement. It is
against the law to copy the software on any medium except as specified in the license agreement. No part
of this document may be reproduced, transmitted in any form or by any means, electronic or mechanical,
including photocopying, recording, or information storage and retrieval systems, or translated into any
language for any purpose other than the purchaser’s personal use, without the written permission of
Nuance Communications, Inc.
© 2012 Nuance Communications. All Rights Reserved.
Nuance, the Nuance logo, eCopy PaperWorks and OmniPage are trademarks or registered trademarks of
Nuance Communications, Inc. or its affiliates in the United States and/or other countries. All other
trademarks referenced herein are the property of their respective owners.
Open Text, eDOCS, Open Text Fax Server, and RightFax are registered trademarks or trademarks of
Open Text Corporation in the United States and/or other countries.
EMC, Documentum, and ISIS are registered trademarks of EMC Corporation.
IBM, Lotus, Lotus Notes, and Lotus Domino are trademarks and/or registered trademarks of Lotus
Development Corporation and/or IBM Corporation in the United States, other countries or both.
Intel and Pentium are registered trademarks of Intel Corporation.
Microsoft, Windows, Windows NT, Outlook, SharePoint, and MS-DOS are registered trademarks and
Windows Server and Windows Vista are trademarks of Microsoft Corporation in the USA and in other
countries.
Autonomy and the Autonomy logo, iManage, Interwoven, and WorkSite are registered trademarks or
trademarks of Autonomy Corporation plc.
Ricoh is a registered trademark of Ricoh, Inc.
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Customer Support services
Customer Support services include the following components:
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Customer support for licensing, registration, and other non-technical issues
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Technical support
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Hardware RMA (Return Merchandise Authorization), where applicable
Note:
Nuance Communications does not provide hardware support. Contact your hardware dealer/distributor, or
system integrator for support information.
The support services are available to registered users of Nuance Communications software during the
warranty period or for the duration of your software Maintenance and Support (M&S) agreement. Contact
your supplier for details, as described in the M&S agreement.
The main Support page is at http://support.nuance.com, where you can obtain information about Customer
Support services, hours of operation, contact information, policies, and process descriptions. In the list of
products, select the eCopy product and then click Go. The Support Overview page opens.
In addition to support provided by your dealer or distributor, the Ask eCopy Web site provides 24x7 access
to a knowledge base. To access Ask eCopy, click the link on the main Support page.
If you purchased your software directly from Nuance Communications, check Ask eCopy for solutions to
your technical problems. If necessary, open a ticket from the Ask eCopy Web site.
Contact information
US/North America
Corporate Headquarters Telephone: +1.781.565.5000
Customer Support Services Telephone: +1.781.565.4600
Outside North America
Please contact your local dealer or national sales organization.
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ShareScan Installation Guide
The eCopy ShareScan software extends the capabilities of digital copiers and scanners. When installing and setting up
a ShareScan system, you must be familiar with the scanning devices that you will use with ShareScan, the ShareScan
software components, and the basic installation and configuration workflow.
This guide is intended for administrators responsible for the initial installation, configuration, and licensing of ShareScan.
For the device-specific Pre-Installation Checklist (PICL), see the relevant vendor-specific PICL. For information
pertaining to the ShareScan (pre)install, see this guide. For configuration and Administration Console usage, refer to the
Help (accessible via pressing F1 on the Administration Console).
This document is written under the assumption that readers are familiar with working in a server-client architecture and
environment.
In this guide:
ShareScan Installation Guide
1 - Pre-install considerations
1
4
1.1- System requirements for the ShareScan Manager PC
4
1.1.1 - Operating systems
4
1.1.2 - Virtual environments
5
1.1.3 - Memory Configuration
5
1.1.4 - Checklist for the ShareScan Manager PC
5
1.1.5 - Database rights
6
1.1.6 - Network
6
1.2- Support information
7
1.2.1 - Languages
7
1.2.2 - Supported devices
7
1.3- eCopy connectors
7
1.3.1 - eCopy connector for Microsoft Exchange (Mail and/or Fax)
8
1.3.1.1 - Supported versions:
8
1.3.1.2 - Installation prerequisites and suggestions
8
1.3.1.3 - Configuring MAPI/MAPI protocol for Exchange Mail and Fax connectors
8
1.3.1.4 - Exchange 2010 CAS support for MAPI protocol
8
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1.3.2 - eCopy connector for IBM Lotus Notes (Mail and/or Fax)
9
1.3.2.1 - Supported versions
9
1.3.2.2 - Installation prerequisites and suggestions
9
1.3.3 - eCopy connector for LDAP/SMTP (Mail and/or Fax)
1.3.3.1 - Supported versions
9
9
1.3.3.2 - Installation prerequisites and suggestions
1.3.4 - eCopy Scan to Desktop
10
10
1.3.4.1 - Installation prerequisites and suggestions
1.3.5 - eCopy Quick Connect
10
11
1.3.5.1 - Supported versions
11
1.3.5.2 - Installation prerequisites and suggestions
11
1.3.6 - eCopy connector for OpenText Fax Server (RightFax Edition)
12
1.3.6.1 - Supported versions
12
1.3.6.2 - Installation prerequisites and suggestions
12
1.3.7 - eCopy Scan to Printer
12
1.3.7.1 - Installation prerequisites and suggestions
1.3.8 - eCopy connector for Microsoft SharePoint
12
12
1.3.8.1 - Supported versions
12
1.3.8.2 - Installation prerequisites and suggestions
12
1.3.9 - eCopy connector for EMC Documentum
13
1.3.9.1 - Supported versions
13
1.3.9.2 - Installation prerequisites and suggestions
13
1.3.10 - eCopy connector for Autonomy iManage WorkSite
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1.3.10.1 - Supported versions
14
1.3.10.2 - Installation prerequisites and suggestions
14
1.3.11 - eCopy connector for Open Text Content Server - eDOCS Edition
14
1.3.11.1 - Supported versions
14
1.3.11.2 - Installation prerequisites and suggestions
14
1.3.12 - eCopy connector for Open Text Content Server
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1.3.12.1 - Supported versions
15
1.3.12.2 - Installation prerequisites and suggestions
15
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2 - Installing ShareScan
16
2.1- Basic workflow
16
2.2- Installing ShareScan
16
2.2.1 - Custom database installation options
18
2.2.1.1 - No SQL is installed
18
2.2.1.2 - Only ShareScan is installed
18
2.2.1.3 - Only the ShareScan database and the SQL server are installed
18
2.3- Adding devices
18
2.4- Upgrading ShareScan
19
2.4.1 - Upgrading from ShareScan 4.x
19
2.4.2 - Upgrading ShareScan 5 with Service Packs
20
3 - Client-side installation
20
3.1- Installing the ShareScan Ricoh client
20
3.1.1 - Installing the ShareScan Ricoh client without remote installation
20
3.1.1.1 - For 32-bit systems
21
3.1.1.2 - For 64-bit systems:
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3.1.2 - Installing the ShareScan Ricoh client via the ShareScan Administration Console (recommended)
21
3.1.3 - To install the ShareScan Ricoh client via a Web browser:
22
3.1.4 - To install the ShareScan Ricoh client from an SD card:
23
3.1.5 - To uninstall the ShareScan Ricoh client via a Web browser:
24
3.1.6 - To uninstall the ShareScan Ricoh client from a device:
24
3.2- Installing a Ricoh ScanStation Driver
25
3.2.1 - ISIS drivers
25
4 - Licensing devices
26
4.1- Loading licenses
26
4.2- Activating licenses
27
4.3- Loading activated licenses
27
4.4- Reactivating licenses
27
4.5- Removing licenses
28
5 - ShareScan post-install
28
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5.1- ScanStation post-install
28
5.2- Send to eCopy service
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5.2.1 - Send to eCopy configuration options
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5.2.1.1 - Configuration settings:
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5.2.1.2 - Send to eCopy ShareScan settings
29
5.3- Configuring ShareScan (examples)
30
5.3.1 - To configure a service (example – Activity Tracking):
30
5.3.2 - To configure an Extender (example – Forms Processing Extender):
30
5.3.3 - To configure a Quick Connect connector profile to use Forms Processing Extender data
31
5.3.4 - To test the configuration of a profile:
31
6 - Next steps
32
6.1- Best practices
32
6.2- Troubleshooting
33
1 - Pre-install considerations
The following chapter contains information on the various tasks to be performed prior to installing ShareScan, as well as
the requirements that must be met before the product installation.
1.1- System requirements for the ShareScan Manager PC
1.1.1 - Operating systems
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Windows XP SP3 32-bit
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Windows Vista SP2 32-bit
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Windows 7 SP1 32-bit / 64-bit
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Windows Server 2003 SP2 32-bit
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Windows Server 2008 SP2 32-bit
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Windows Server 2008 R2 SP1 64-bit
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Latest version of .NET Framework 3.5 SP1 installed (Windows XP and Vista)
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The ShareScan Administration Console and the ShareScan Manager cannot be installed on Linux, Solaris or
Macintosh operating systems.
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1.1.2 - Virtual environments
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VMware ESX v4 and the ESX Server portion of VSphere v4
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VMware Workstation 6.5 or 6.5.5
1.1.3 - Memory Configuration
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2 GB physical memory (minimum); 4 GB recommended (8 GB recommended for systems using 100+ MFPs)
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5 GB disk space (including SQL server and prerequisites)
1.1.4 - Checklist for the ShareScan Manager PC
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n
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Ensure you are about to install the ShareScan Manager to a dedicated PC (that is, a PC exclusively tasked with
the running of the ShareScan Manager).
Changing the name of the PC after installing ShareScan is not advised. If you must change the PC name,
consult the licensing-related chapters of ShareScan Help for the necessary steps.
Run the Automatic Updates before you start installing ShareScan. Pay extra attention that you have
Automatic Updates of the operating system TURNED OFF during the installation.
ShareScan 5.0 installs a customized Apache Tomcat web service. Already existing Tomcat installs are not
supported.
If you have multiple NIC cards, disable all but the one you will use for your ShareScan installation. From
ShareScan Service Pack 4 onwards, this is not required, as you can use a registry setting to control which NIC
is used by the Manager.
The same limitation applies to virtual environments: the VM configuration should contain only a single network
adapter bridged to a physical adapter that connects to the same network where the MFP devices and the
backend systems are connected to. The hosting machine can have multiple physical NICs.
For ScanStation platforms, you have to enter the IP address of the NIC card in the ScanStation configuration
file (config.xml). You have to ensure that the IP address in the SERVER manager line is the same as the IP
address given to the ShareScan Manager in the registry, and it must also correspond to the value of the
address in config.xml.
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For virtual environment usage, ensure that your virtual drive type is IDE.
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Check if your drive format is NTFS.
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Ensure that Microsoft IIS is not installed or is not listening to the ports used by ShareScan (listed below).
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ShareScan 5.0 licenses are installed to a SQL Server to allow easy management of devices. Prior to installing
ShareScan 5.0, it is important to determine if licenses will be managed individually from each ShareScan
Manager, or if you would like to manage all licenses from a single SQL Server.
The ShareScan installer can install a local copy of SQL Server 2008 R2 Express for managing licenses. It can
also create the appropriate database structure on an existing SQL server for consolidated key management.
ShareScan 5.0 license keys must be activated against a Nuance Activation Server. License keys can only be
activated once, so inspect the setup carefully prior to activation. All license keys provide a 30-day grace period
before activation is required to ensure the setup is as intended. Manual activation is available for servers that
are unable to communicate directly with the Nuance Activation Server.
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n
n
n
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If you plan to use the Single Sign On feature of the Session Logon service, ensure that the ShareScan
Manager PC is a member of the domain for which Session Logon is configured.
Check whether you have a working, installed Java runtime environment by running java –version via
cmd.exe. If the command does not display a version number, (re)install Java runtime environment to make
ShareScan client applications work properly. On Windows 7, you can use the Start Menu > Control Panel >
Uninstall a program to check and update your Java version as necessary.
Make sure you disable local firewalls. If you do not disable the firewalls, and the Manager PC is running
Windows XP SP3, you must add the ShareScanManager.exe, ShareScanAgent.exe,
ShareScanAdminConsole.exe, InBoxAgent.exe, and SQLServer.exe under the Control Panel > Windows
Firewall > Exception tab.
If you are planning to have firewalls enabled, leave the following ports open (between ShareScan Manager and
the multifunctional device):
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TCP: 80, 443, 2121, 8005, 8009, 8080, 9030, 9200-9220, 9600, 9601, 50001, 50002
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UDP: 161, 8125, 8899, 9988
If any of these ports are in use, ShareScan displays a warning. Ports in use do not block installation, but must be opened
later for proper functionality.
1.1.5 - Database rights
n
n
n
n
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If you are about to deploy a database (either locally or remotely), check to see whether you have full
rights/access to the location (through an "sa" account).
Modifying an existing SQL database also requires full rights/access to the location via an "sa" account.
If you are using an existing ShareScan SQL database and you cannot get an "sa" account (required for
installation only), then you need to get a "named instance" of the SQL server created for your purposes.
Ensure that your database is in the same domain as the ShareScan Manager.
If you use your own SQL server installation, ensure that you use "mixed mode" authentication (that is, SQL
Server Authentication plus Windows Integration). In case the SQL server is already installed, check if this type
of authentication is in use. You can find the setting under Server Properties.
1.1.6 - Network
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n
n
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Domains and Workgroups: ShareScan can be configured to run in either domain-based networks or
workgroup environments. Windows 2003 or later domain environments are supported. For best performance, a
single domain/workgroup is recommended (multiple domains/workgroups are also supported).
Subnets and VLANs: The ShareScan Manager PC can be on different subnets or VLANs from the
multifunction devices, provided that the multifunction devices can communicate with the Manager PC using an
IP address. If your multifunction devices span multiple subnets or VLANs, a router is required to pass packets
back and forth. However, in these situations the UDP and the SNMP based device discovery mechanisms may
not be functional.
IP Addresses: Use static IP addresses for both the ShareScan Manager PC and the MFPs. To change the IP
address of the Manager PC: (a) remove all devices from the Manager, (b) change the IP address, and (c) reboot
the Manager PC.
Gateway Address: ShareScan does not require a gateway address.
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n
n
n
n
Host Name: The host name must not exceed 60 characters. Device host names are resolved using DNS. This
happens once you have added a device and confirmed it. If the device is not registered in the DNS, then its
name in the Devices tab (Administration Console) may change after confirmation.
Note that changing the host name after installation can cause licensing and database issues, and is therefore
not supported.
Network Attached Storage Devices (NAS): ShareScan 5.0 does not support NAS devices.
Novell: ShareScan does not support direct communication between a ShareScan Manager PC and a
multifunction device on Novell networks. However, when Novell client software is installed on the Manager PC
some Connectors (eCopy Quick Connect, and the eCopy Scan to Desktop) can bridge to a Novell server. A
Novell client must be installed on the ShareScan Manager PC if Novell authentication of Scan Inboxes is
required.
The eCopy Connector for LDAP/SMTP requires a Novell client to work properly with Session Logon.
Local Security Policy: “Log on locally” rights need to be assigned to all domain users. ShareScan requires that
the Manager PC login credentials used during normal operation must be those of a local Administrator in order to
run the Administration Console. ShareScan Manager cannot be installed on a Domain Controller because of
impersonation.
1.2- Support information
This section contains information on the various operating systems, languages, third-party software, and ScanStation
PCs supported by ShareScan.
1.2.1 - Languages
ShareScan 5.0 supports the following languages:
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English
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Brazilian Portuguese
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Dutch
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French
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German
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Italian
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Spanish
1.2.2 - Supported devices
For the most current information on supported devices, go to the Support Web site .
1.3- eCopy connectors
Nuance recommends matching the application credentials (for Lotus Notes, Microsoft Outlook, SMTP, LDAP, and so
forth) with the PC login credentials. Nuance recommends creating a generic, email-enabled “ShareScan” account for
use by ShareScan.
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1.3.1 - eCopy connector for Microsoft Exchange (Mail and/or Fax)
1.3.1.1 - Supported Versions:
n
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Microsoft Exchange 2003 / 2007 / 2010
For information on supported Microsoft Exchange versions, go to https://www.gosavo.com/ENGAGE and
search for ShareScan 5.0 Compatibility Matrix.
1.3.1.2 - Installation Prerequisites A nd Suggestions
n
n
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If configuring the Exchange connector using EWS or WebDAV protocols, the Exchange server SSL certificate
must be installed on the PC running ShareScan Manager. Certificates should be installed to the Trusted Root
Certification Authorities on the Local Computer.
To configure and use EWS/EWS protocol, the user's logon name and alias must correspond, due to limitations
of the Exchange web services. For this reason, using LDAP/EWS protocol is recommended.
ShareScan 5.0 requires an Outlook client installed on the Manager PC if the connector is communicating with
the Exchange server via MAPI protocol. At the time of configuration, the end user should be prepared to provide
a user name, password, Exchange server name, and domain name and the general domain environment for a
valid Outlook user. Blank passwords and special characters are not supported by ShareScan. To function
correctly, Microsoft Outlook® 2002 / 2003 / 2007 / 2010 (32-bit version) is required as the client.
1.3.1.3 - C onfiguring MA PI/MA PI Protocol For Exchange Mail A nd Fax C onnectors
n
n
To configure MAPI/MAPI protocol for Exchange connectors, the service account (the
Domain/Username/Password combination) is expecting to have a configured default Outlook profile. Otherwise
you cannot configure the connector as the Administration Console will display an error message.
If your Outlook profile is not preconfigured, you can use the Custom settings via the Administration Console:
1. Log on to the ShareScan server using credentials of the service account intended for use with the
Exchange connectors.
2. Run the Custom settings of the connector, and enter the email address you want to use. The service
account is now ready, and can be used for configuring the connectors.
3. For Exchange fax connector, define the fax format.
4. Check to see whether you need to reconfigure your existing profiles using MAPI protocol.
5. This change does not affect LDAP/MAPI configurations.
1.3.1.4 - Exchange 2010 C A S Support For MA PI Protocol
n
n
To support Exchange 2010 environments that have a dedicated Client Access Server (CAS) separate from the
Mailbox Server, a feature was introduced to allow administrators to specify the name of the CAS.
The relevant property value can be specified either via the Use CAS button of the MAPI tab in the
Administration Console, or in the connector's configuration xml file:
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For Exchange Mail connector it is [COMMON_
APPDATA]\Nuance\ShareScan\connectors\ExchangeMail\Data\ExchangeMailStore.xml
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l
For Exchange Fax connector it is [COMMON_
APPDATA]\Nuance\ShareScan\connectors\ExchangeFax\Data\ExchangeFaxStore.xml
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An example of applying the property value:
<?xml version="1.0" encoding="utf-8"?>
<connectorNode>
<Item Key="Groups.AllUsers" Type="Nuance.connectorStore.UserNode">
<UserNode>
…
<Item Key="CasServer" Type="System.String">
<string>EU-Exch-Cas.Nuance.Com</string>
</Item>
</UserNode>
</Item>
1.3.2 - eCopy connector for IBM Lotus Notes (Mail and/or Fax)
1.3.2.1 - Supported Versions
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IBM® Lotus Notes® 8.0 / 8.5
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Lotus Domino 7.0 / 8.0 / 8.5
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For information on supported Lotus Notes versions, go to https://www.gosavo.com/ENGAGE and search for
ShareScan 5.0 Compatibility Matrix.
1.3.2.2 - Installation Prerequisites A nd Suggestions
n
n
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The connector requires a Lotus Notes client to be installed on the PC running the ShareScan Manager.
At the time of configuration, the end user should be prepared to provide an Active ID File, user name, password,
and Domino server name.
When the installer of the Lotus Notes client prompts you to choose between the Multi-User Install option and
the Single User Install option, make sure that you select the Single User Install option.
Note:
If Send messages from personal mail account is not enabled, all emails will be sent from the user name and
password supplied for configuration purposes. Before sending email from a personal Lotus Notes account, the eCopy
Mail pass-through database on a Domino HTTP server must be configured. For more detailed information, consult the
relevant guide located under C:\Program Files\Nuance\ShareScan5\Server\LNotes.
1.3.3 - eCopy connector for LDAP/SMTP (Mail and/or Fax)
1.3.3.1 - Supported Versions
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Microsoft LDAP v3
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Open LDAP v2.4
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n
For information on supported LDAP versions, go to https://www.gosavo.com/ENGAGE and search for
ShareScan 5.0 Compatibility Matrix.
1.3.3.2 - Installation Prerequisites A nd Suggestions
n
n
You will be prompted to enter the following information when configuring the eCopy connector for LDAP: User
name, password and IP address, DNS name or URL for the directory being used, search criteria for users and
recipients, LDAP Attributes, LDAP port number, and Base DN of the base or root directory in which to search.
For configuring the eCopy connector for SMTP, you will need to enter the SMTP server IP address or DNS
name that will be used for outgoing messages, user name and password, and the SMTP port number.
1.3.4 - eCopy Scan to Desktop
1.3.4.1 - Installation Prerequisites A nd Suggestions
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n
Scan to Desktop involves several different components to enable users to scan and send documents to a
designated network folder location for modification and storage. A “Scan Inbox” subfolder may be added to
existing network home directories or the ShareScan software can create Scan Inbox folder locations. The Inbox
Root (Inbox Management directory) stores the user list (userdirs.txt) that indicates which users have scan
inboxes using Scan to Desktop and whether ShareScan has created Inbox folders; these folders would also
reside under this directory.
For detailed information on configuring Scan to Desktop, see the ShareScan Help, accessible via pressing F1
on the Administration Console.
Note:
Having the Inbox Root Folder pointing to the existing Network Home Directory Root Folder is NOT supported, as
ShareScan modifies the permissions on the root folder.
Inbox Root Directory
The Inbox Root Directory can reside on the ShareScan Services Manager PC or on a network server. If the directory
resides locally, it must be configured as a share on an NTFS drive. If the directory resides on a network server, it must
be configured as a share on an NTFS drive or on a NetWare drive.
The Inbox Root Directory should not be pointing to a user’s home directory. Choose the Scan to Desktop Home
Directory option in the connector instead.
Note:
Network home directories configured through a login script are not supported.
ShareScanAdmin Group
An Administrative Group must be used to implement the required security. In previous versions of ShareScan, this group
required the name “ShareScanAdmin”. This Administrative Group can now be given any name; however, if multiple
Services Managers are pointing to the same userdirs.txt file in the lnbox Root Directory, the group to which the
service account belongs must be identical on all those Services Managers.
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The group used must be created on the domain controller for domain-based networks, on NDS for Novell networks, or on
the local machine if the customer is running in a workgroup environment. ShareScan uses this group when assigning
permissions to the inbox Root Directory and scan inboxes and requires Full Control. Permissions assigned to the
directory are as follows:
Windows (NTFS)
n
Administrators – Full Control
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Domain Administrators – Full Control (not used in workgroup configurations) ShareScanAdmin – Full Control
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Inbox Owner – Read or Delete
Novell (Netware)
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Administrators – Full Control
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ShareScanAdmin – Full Control
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Inbox Owner – Read or Delete
An account for an administrative user should also be created and added to the Administrative Group to be used as the
Service Account. This user should have a standard user profile with a user name and password. If running in a
workgroup environment, a local account should be created for each Scan to Desktop user on the PC where the Inbox
location resides.
1.3.5 - eCopy Quick Connect
1.3.5.1 - Supported Versions
n
n
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Quick Connect supports Oracle® Database 10g and 11g. When you install Oracle Client 10g/11g, select the
Custom Installation option and then make sure that you select the Oracle Provider for OLE DB component. This
enables Quick Connect to connect to the Oracle database and store scanned documents and other information.
Databases: for more information about supported databases, see the eCopy ShareScan 5.0 Software
Compatibility Matrix.
For additional information on supported configurations of eCopy Quick Connect to Database, reference the
Quick Connect Database Recommended Usage document available for download from eSPN.
1.3.5.2 - Installation Prerequisites A nd Suggestions
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When selecting a network location as a Quick Connect destination, make sure that the future users have
access to the folder or folders being used as storage options. Alternatively, the administrator can use the
Logon As function to supply login credentials.
To deliver scanned documents to an Access database, you must disable User Account Control (UAC) on
Windows Vista, Windows 7, Windows Server 2008 and Windows Server 2008 R2. To disable UAC, type
c:\windows\System32\UserAccountControlSettings.exe to the command line, and select the appropriate
slider setting.
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1.3.6 - eCopy connector for OpenText Fax Server (RightFax Edition)
1.3.6.1 - Supported Versions
n
For information on supported RightFax versions, go to https://www.gosavo.com/ENGAGE and search for
ShareScan 5.0 Compatibility Matrix.
1.3.6.2 - Installation Prerequisites A nd Suggestions
n
n
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The administrator will be prompted to enter a valid RightFax or NT Authentication user name and password. The
RightFax server name will also need to be entered.
The RightFax client software must NOT be installed on the system where the ShareScan Manager is installed.
Delegation privileges, phone books, cover sheets, and billing codes must be configured on the RightFax server
in order to be utilized by the eCopy connector for RightFax.
Note:
If “Send from personal account” is not enabled, all faxes will be sent from the user name and password supplied for
configuration purposes. NT Authentication functionality requires the Services Manager PC to reside on the same
domain as the RightFax server.
1.3.7 - eCopy Scan to Printer
1.3.7.1 - Installation Prerequisites A nd Suggestions
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In order for a printer to be configured for use with Scan to Print, the appropriate print driver must be installed on
the Services Manager PC.
1.3.8 - eCopy connector for Microsoft SharePoint
1.3.8.1 - Supported Versions
n
n
Microsoft® SharePoint® Portal Server 2003, MOSS 2007, SharePoint Services 2003/2007, SharePoint
2010
For more information on supported Microsoft SharePoint versions, see https://www.gosavo.com/ENGAGE and
search for ShareScan 5.0 Compatibility Matrix.
1.3.8.2 - Installation Prerequisites A nd Suggestions
n
n
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The administrator should enter a user name and password that will enable the ability to browse to all destination
locations, display all index fields, and store documents if “Login As” authentication is used.
If you are using SharePoint 2003: Microsoft SharePoint Portal Server 2003 or Microsoft Windows SharePoint
Servers 2003.
If you are using SharePoint 2007: Microsoft Office SharePoint Server (MOSS) 2007 or Windows SharePoint
2007 Services.
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If you are using SharePoint 2010: Microsoft SharePoint Server 2010.
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If your company uses a secure SharePoint site, you must install an SSL certification on the ShareScan server.
n
Dates are validated by the client regional settings; invalid date formats are not accepted.
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n
n
n
The connector does not fully support storing to workspaces. Storing to an Attendees location is inconsistent
and may result in failure to store the scanned document.
The All Day Event, Recurrence, and Workspace checkboxes will not appear in the calendar list.
For more information on Microsoft SharePoint, go to https://www.gosavo.com/ENGAGE and find the relevant
PowerPoint presentation which covers many common connector workflows in ShareScan 5.0.
1.3.9 - eCopy connector for EMC Documentum
1.3.9.1 - Supported Versions
n
n
EMC® Documentum® 6.0, 6.5, 6.6, 6.7
For more information on supported EMC Documentum versions, see https://www.gosavo.com/ENGAGE and
search for ShareScan 5.0 Compatibility Matrix.
1.3.9.2 - Installation Prerequisites A nd Suggestions
n
n
n
n
n
The eCopy connector for EMC Documentum uses the Documentum Foundation Classes (DFC) to connect to
the Documentum Server. While all of the necessary DFC files are included with the connector, DFC needs to
be configured as part of the installation process.
For Configuring DFC the following information is required:
l
The Primary Connection Broker Host Name: Broker Server Name
l
Port number: Default = 1489
l
Repository Name
l
Login Name and Password to that Repository
l
The DFC should be in the same domain as Documentum server
The eCopy connector for EMC Documentum will then need the Repository chosen from the drop-down menu,
as well as a user name and password. In the connector Administration, all Repositories available through that
Connection Broker will now be available. The administrator should then enter a user name and password that
enables browsing to all desired destination locations within the selected repository and store documents if
“Login As” authentication is used.
If you are using a firewall, you must add SQLSERVER.exe and UDP port 1434 to the exceptions list.
It is strongly recommended that you store documents using the doctype named "dm_document" or a
customized doctype that is based on "dm_document".
Notes:
n
n
Connection Broker – Named DocBroker in previous versions of Documentum. Connection Broker is a service
that runs on a Documentum server; it is a connection point from the client.
Repository - Named Docbase in previous versions of Documentum. It is a document database on the
Documentum server. The Connection Broker establishes the connection between the connector and the
Repository.
- 13 -
1.3.10 - eCopy connector for Autonomy iManage WorkSite
1.3.10.1 - Supported Versions
n
n
Autonomy (Interwoven) iManage (WorkSite) 8.0, 8.2, 8.4, 8.5
For more information on supported Worksite versions, see https://www.gosavo.com/ENGAGE and search for
ShareScan 5.0 Compatibility Matrix.
1.3.10.2 - Installation Prerequisites A nd Suggestions
n
n
n
n
The administrator should enter a user name and password that enables browsing to all destination locations,
display all index fields, and store documents if Login As authentication is used.
For more information on Impersonation passwords, the administrator should refer to the WorkSite
documentation. Note that Impersonation is only available when using Trusted Login and authenticating against
Novell.
When you use Novell Trusted Login, make sure that the Novell Client configuration on the computer running the
ShareScan Manager includes a value for the Preferred Server option. If you leave this field blank or you enter
an incorrect value, users will not be able to store scanned documents.
For more information on Worksite, go to https://www.gosavo.com/ENGAGE and find the relevant PowerPoint
presentation which covers many common connector workflows in ShareScan 5.0.
1.3.11 - eCopy connector for Open Text Content Server - eDOCS Edition
1.3.11.1 - Supported Versions
n
n
Open Text Document Management, eDOCS Edition/(Hummingbird) 5.1.05, 5.2, 5.3 and 5.3 SP2, 6.0.5
For more information on supported eDOCS versions, see https://www.gosavo.com/ENGAGE and search for
ShareScan 5.0 Compatibility Matrix.
1.3.11.2 - Installation Prerequisites A nd Suggestions
n
Before installing the connector, the Administrator must install the Windows Explorer DM Extension software for
Livelink ECM - eDOCs DM on the eCopy ShareScan Services Manager PC. Then run the DM Connection
Wizard. Both versions of the DM Extension software include the required DM API and the DM Connection
Wizard.
n
Install the Windows Explorer DM Extension component only (under "Optional Components").
n
You must select "Intranet Mode" (the default mode). Do not select "Internet Mode".
n
After installation, launch the DM Connection Wizard and enter the name of your DM server.
n
n
n
The eCopy ShareScan Services Manager must be on the same domain as the DM server, for the DM
Connection Wizard to establish a connection with the server.
The Administrator will need to enter a valid eDOCS DM user name and password that has the ability to store
documents if “Login As” authentication is used.
Nuance Communications recommends that you add the eCopy Document Type and Application ID to your
eDOCS (Hummingbird) server. See your server documentation for details.
- 14 -
n
n
n
n
When the eDOCS DM Extension Client v 5.1.0.5 SR6 or later is installed on the same computer as the
ShareScan Manager (not in the same domain as the DM server), you cannot configure the eCopy connector.
Default values that are assigned by the eDOCS DM server appear in the Client. To use a different value, you
must remove the default value and then use the Search feature or the "Search while typing" option to specify the
new value.
If a profile for an application does not appear, contact your administrator. The application may be disabled from
within the eDOCS DM software.
Before installing the eCopy connector for Open Text Content Server, the Administrator must install and
configure the Windows Explorer DM Extension software for Open Text Document Management, eDOCS
Edition 5.1, 5.2, 6.0 or later or Hummingbird DM 5.1, 5.2, and 6.0 on the same PC as the eCopyShareScan
Manager. After that, run the DM Connection Wizard.
n
Both versions of the DM Extension software include the required DM API and the DM Connection Wizard.
n
For instructions about installing the DM Extension software, refer to your eDOCS documentation.
1.3.12 - eCopy connector for Open Text Content Server
1.3.12.1 - Supported Versions
n
n
Open Text Content Server 9.2, 9.5, 9.6, 9.7, 10.0
For more information on supported Open Text Content Server versions, see
https://www.gosavo.com/ENGAGE and search for ShareScan 5.0 Compatibility Matrix.
1.3.12.2 - Installation Prerequisites A nd Suggestions
n
n
n
The administrator should enter a user name and password that enables browsing to all destination locations,
display all index fields, and store documents if “Login As” authentication is used.
The eCopy connector for Livelink ECM uses the Livelink API (LAPI) and supports TCP/IP direct connections
with native Livelink authentication. It does not support HTTP or HTTPS connections or non-native
authentication methods. Native authentication using LAPI supports Livelink authentication, NTLM
authentication, and LDAP authentication. The Livelink server is responsible for managing the authentication
settings and the connector works transparently with the selected authentication mode.
If the Open Text Content Server environment requires a user to change password at the next logon to the
system, the user must change the password at the workstation before using ShareScan. If the user does not do
this, the system will display a message that the password has expired and that the user will not be able to store
the scanned documents.
n
For authentication methods outside of these constraints, refer to your eCopy Technical Consultant.
n
The Administrator will need to provide the following information to properly configure the connector:
l
Livelink Database name.
l
Livelink Server name.
Note:
The server entered in the “Livelink Server” field must be on the same network (LAN) or connected via a VPN (WAN) as
the Services Manager. It cannot be a web-only connected server. The Livelink connector does not communicate over
- 15 -
HTTP or HTTPS; instead it uses TCP/IP and LAPI over the specified port. Even if port 80 is entered in the port field, it
will not force the connector to communicate over HTTP or HTTPS.
l
l
Port - This is the port that the LiveLink Server is communicating on. The default is 2099.
Username and Password - This is a user account that the connecter uses to test the connection and
get a list of usernames to display to the user for selection.
Note:
The Livelink Database information can be found on the Livelink Administrative Site under the Database Administration
section.
n
For more information on eCopy connectors, go to https://www.gosavo.com/ENGAGE and find the relevant
PowerPoint presentation which covers many common connector workflows in ShareScan 5.0.
2 - Installing ShareScan
The following chapter contains information on the various tasks associated with installing ShareScan.
2.1- Basic workflow
To install, configure, and license ShareScan:
1. Install the ShareScan software on a network computer. You have the option to customize the database
installation. For more information, see the Custom database installation options chapter of this guide.
2. Install ShareScan Client, if needed (for more information on installing the client, see the Client-side
installation chapter of this guide).
3. Start the Administration Console.
4. Add licenses, add devices (if they do not appear automatically on the Devices tab), and/or set up scanners.
5. Install and configure Services, Connectors, and Devices.
When you open the Administration Console, the Welcome page displays a list of the main tasks that you can perform,
in the recommended configuration sequence: Services, Connectors, and Devices.
For in-depth information about configuring and managing the Services, Connectors, and Devices that ShareScan uses,
refer to the ShareScan Help. To access the Help, click F1 or click the Help button that is located in the upper-right
corner of the ShareScan Administration Console.
2.2- Installing ShareScan
Use the ShareScan installation program to install the software components on a network computer.
Notes:
When running Windows Vista, Windows 7, Windows Server 2008 R2 or Windows Server 2008, ensure that the .NET
Framework core feature is set to Enabled. You can do this via Control Panel > Turn Windows features on and off.
ShareScan is only compatible with the Apache Tomcat version included in the installation program. If you have Apache
- 16 -
Tomcat already installed, remove it prior to installing ShareScan.
If you have Skype installed, it can conflict with the Apache Tomcat installed by ShareScan. To avoid this, ensure that
the Use port 80 and 443 as alternatives for incoming connections option is unchecked in Skype.
Ports to be left open
Ensure that the following ports are left open:
n
TCP: 80, 8080, 443, 9030, 9100, 9600, 9601, 9200-9220, 50001, 50002, 2121, 8009, 8005
n
UDP: 8125, 161, 9988, 8899
To install the software:
1. Ensure that you have the latest system updates on your machine and that Automatic Windows Updates are
turned off.
2. Insert the ShareScan installation medium in the drive.
3. Run setup.exe.
4. Choose a language for your installation.
5. Click Start Installation. The InstallShield Wizard displays a screen that identifies the software prerequisites for
your computer.
6. Click Install to install the required software.
Installation of the Microsoft.NET Framework takes a little while and requires a restart of the computer. After you
restart the computer, you can proceed with the rest of the installation.
7. When installation of the required software is complete, the Welcome page for the installation appears. Click
Next.
8. When the Customer Information window opens, enter a valid license key.
9. Click Next. You have to accept the License Agreement to proceed to the Destination Folder window.
10. Accept the default installation folder (recommended) or select a different folder and then click Next.
11. Select the program features you want to install on the Custom Setup window. The InstallShield Wizard offers
you a number of customization options. For a detailed description of the options, see Custom database
installation options below.
n
n
n
When selecting Complete Install, SQL Server 2008 R2 Express is installed and a ShareScan database is
created.
When selecting Custom Install, you can customize which components are installed. Apart from the
ShareScan Server itself, you can install an SQL Server and a ShareScan database. If you decide to use a
different instance and/or database, you have to provide the relevant data (for example, server name, IP
address, and so on) for the installer. To select an existing SQL Server, it is recommended that you use the
Browsing option.
You must connect to a ShareScan database. ShareScan uses SQL server authentication to connect to
databases. If you install only the ShareScan database, the Add / Remove Programs list of the Control Panel
will show ShareScan as installed. You have to remove that entry first if you want to install the product at a later
point.
- 17 -
12. Click Next. The Ready to Install the Program window opens.
13. Click Install.
14. When the installation is complete, click Finish.
If you want to launch the Administration Console immediately, select the checkbox.
You are now ready to configure a connector profile.
2.2.1 - Custom database installation options
If you deselected either the ShareScan database feature or Microsoft SQL Server Express 2008 R2 (or both), you must
provide proper credentials to an existing SQL server using SQL server authentication. You can prevent several issues
by using the Browse button and allowing the installer to search for available SQL servers on the network instead of
typing the name of the favored SQL server. Click Next and the installer validates the provided credentials and notifies
you of any errors encountered.
2.2.1.1 - N o SQL Is Installed
1. Deselect the Microsoft SQL Server Express 2008 R2 feature
2. Specify where you want to create the ShareScan database.
This can happen either on local or remote SQL servers, where the specified credentials are sufficient and the
SQL server version is not older than Microsoft SQL Server 2005 with latest service packs.
2.2.1.2 - Only ShareScan Is Installed
1. Deselect both database-related features. Only eCopy ShareScan 5.0 is installed on the target machine.
2. The installer asks for credentials for any available SQL server where a ShareScan database is available.
3. If you provide credentials to an SQL server where no ShareScan database is installed, the application does not
function and you have to create the database manually with the provided tools and scripts in the fileset.
2.2.1.3 - Only The ShareScan D atabase A nd The SQL Server A re Installed
1. Deselect only the eCopy ShareScan 5.0 feature
2. The SQL server is installed locally and a ShareScan database is created by the installed server. If you want to
install eCopy ShareScan 5.0 on that machine later, you must remove the “eCopy ShareScan 5.0” entry from
Add/Remove Programs and rerun the installer with a different Custom Setup case.
Alternatively, you can install only the ShareScan Database to either a local or a remote SQL server.
2.3- Adding devices
After adding a license file to the ShareScan system, you add one or more embedded or integrated devices.
Note:
For instructions about removing devices, refer to the ShareScan Help.
- 18 -
To add a device to the Manager:
1. Make sure that the device you want to add is running, and is not in sleep/energy save mode.
2. In the Administration Console, on the Ribbon, click Add Device. You can also select Devices on the Welcome
page and then right-click in the Device Configuration pane and select Add Device. The Add Devices window
opens. The window displays available eCopy-enabled devices along with information such as the host name,
the IP Address, the vendor, Client software version, and the Manager that is currently managing the device.
3. If a device that you want to add does not appear in the list of available devices, select a protocol in the
Discovery list and then click Refresh.
4. Select the device or devices that you want to add and then click OK.
5. When the system prompts you to confirm the device that you want to add to the device list, click OK.
Troubleshooting tip: If your device(s) cannot be discovered and are not shown in the list on the Add device
dialog with any of the protocols, then make sure that:
l
The device is up and running.
l
It is connected to the network (use the ping <IP-address> command in a command window).
l
In case of non-web based devices, the ShareScan client software is installed and enabled (running).
l
The required ports are open on the firewalls/routers.
Note:
The automatic device discovery is only supported via UDP. If the autodiscovery does not succeed, use TCP/IP to add
the device manually.
2.4- Upgrading ShareScan
This section contains information on upgrading your existing ShareScan installation.
2.4.1 - Upgrading from ShareScan 4.x
If you have ShareScan 4.x on your system, the installer will perform an upgrade to the latest software.
Note:
Upgrading from 3.x versions is not supported.
To upgrade the software:
1. In the Launch window, click Start Installation.
2. Click the Upgrade option.
The upgrade process starts. The preparatory phases include backing up existing ShareScan data (services,
connectors, and devices) and uninstalling the existing ShareScan software, services, connectors, and devices.
3. Once the above tasks are completed, the ShareScan installation commences.
Note:
Nuance recommends that you back up the connector configuration and license data prior to upgrading ShareScan.
- 19 -
2.4.2 - Upgrading ShareScan 5 with Service Packs
If you are upgrading from and existing version of ShareScan 5
1. Close the Administration Console.
2. Run the Service Pack executable.
Service Packs do not require the previous Service Pack to be present on your machine.
3 - Client-side installation
The following chapter contains information on installing device-specific embedded clients and ScanStation drivers.
3.1- Installing the ShareScan Ricoh client
This section contains information on installing the ShareScan Ricoh client.
ShareScan supports the following devices:
n
v4, v5, v6, and v7 devices running the latest SDK/J version
The ShareScan Ricoh client is available in two Zip files:
n
ClientWEBv2v4_<jar_version>.zip
n
ClientSDv2v4_<jar_version>.zip
Depending on the installation method, you need one of these files.
This section describes three installation methods:
n
n
n
Install the Ricoh client via the Administration Console
Use the Ricoh Web Image Monitor to install the ShareScan Ricoh client, using ClientWEBv2v4_<jar_
version>.zip. For more instructions, consult your Web Image Monitor manual.
Install the Client from an SD card that you create, using ClientSDv2v4_<jar_version>.zip
These procedures assume that the proper firmware and SDK/J version is installed on the device.
The Ricoh client offers the following additional configuration option, available via the ShareScan Administration
Console:
n
Suppress Preview and Settings: enabling this setting reduces time spent at the device. Suppressed visuals
are available to the user on-demand.
3.1.1 - Installing the ShareScan Ricoh client without remote installation
On a number of Ricoh devices, remote installation via the Add Device Wizard is not available, thus you have to install
the JAR file manually. To do so, follow the instructions below.
Note:
You need administrator rights to perform the operations. The necessary registry files are downloadable from AskeCopy.
The MFP models that require this type of installation are as follows:
- 20 -
n
Aficio MP 2352 Series
n
Aficio MP 2852 Series
n
Aficio MP 3352 Series
n
Aficio SP 5200S
n
Aficio SP 5210SF
n
Aficio SP 5210SR
If you have a mixed fleet comprising of MFPs from these device families, and older devices (in any combination), then
first add the older devices via the usual methods (via Administration Console, SD card or web browser, as detailed in the
relevant chapters), then perform the steps outlined in this chapter for Aficio devices mentioned above.
3.1.1.1 - For 32-bit Systems
1. Run RicohLatestModelsSupportMode_ON_32bit.reg to enable support for the listed devices.
2. Install the JAR file to the device via SD card or Web Image Monitor (for more information, see the relevant
chapters of the installation guide).
3. Restart the ShareScan Manager.
4. Via the ShareScan Administration Console, simply click through the Add Device procedure.
5. Run RicohLatestModelsSupportMode_OFF_32bit.reg to finalize the installation.
3.1.1.2 - For 64-bit Systems:
1. Run RicohLatestModelsSupportMode_ON_64bit.reg to enable support for the listed devices.
2. Install the JAR file to the device via SD card or Web Image Monitor (for more information, see the relevant
chapters of the installation guide).
3. Restart the ShareScan Manager.
4. Via the ShareScan Administration Console, simply click through the Add Device procedure.
5. Run RicohLatestModelsSupportMode_OFF_32bit.reg to finalize the installation.
3.1.2 - Installing the ShareScan Ricoh client via the ShareScan Administration
Console (recommended)
1. Ensure that the Ricoh device is running.
2. Ensure that the ShareScan Administration Console is running.
3. Download the ShareScan Ricoh client (ClientWEBv2v4_<jar_version>.zip).
4. Either right-click Device configuration and select the Add device menu item or click Add device on the
ribbon bar.
5. The Add devices window opens, displaying the available devices.
6. If a device that you want to add does not appear in the list of available devices, choose from a drop-down list in
Discovery, select a protocol, and click Refresh. Select the device and click OK.
7. The Add Device dialog displays the device's IP address. Click Next.
- 21 -
8. The following dialog allows you to install a new, or upgrade an existing ShareScan Ricoh client on this device.
Click Browse and locate the ClientWEBv2v4_<jar_version>.zip file.
9. If you are installing the ShareScan Ricoh client on the device for the first time (no previous ShareScan Ricoh
client is installed on the device), click Finish.
10. If you are upgrading a previous version of the ShareScan Ricoh client (already installed on the device), click
Install. The text area below displays steps in the upgrade process, including:
1. stopping the ShareScan Ricoh client,
2. uninstalling the ShareScan Ricoh client
3. rebooting the device
4. installing the new ShareScan Ricoh client, and
5. starting the ShareScan Ricoh client.
3.1.3 - To install the ShareScan Ricoh client via a Web browser:
1. Make sure that the Ricoh device is running.
2. Open a Web browser and then connect to the device by entering the IP address of the device in the address bar
of Internet Explorer, as in the following example: http://10.10.12.99.
The Web Image Monitor page opens, displaying information about the device.
3. To log in to the device:
n
Click the Login button, which is in the upper-right corner of the page.
n
Enter the device administrator credentials in the Login User Name and Password fields.
n
Click Login.
n
The Administrator page opens, enabling you to configure the device.
4. In the navigation pane, click Configuration and then scroll down to the Extended Feature Settings area.
5. Click Extended Feature Info.
The Extended Feature Info page displays information about the version of the Java™ platform and identifies
the slot in which it is installed. Click Back to return to the Extended Feature Settings area.
6. To install the ShareScan Client:
n
In the Install area, select Local File and then click Browse.
n
Navigate to the location of the ClientWEBv2v4_<jar_version>.zip file.
n
In the Choose file window, select the ClientWEBv2v4_<jar_version>.zip file and then click Open.
n
Click Display Extended Feature List.
The Display Extended Feature List page opens.
n
Under Installation Target Setting, select Install to Device HDD and then set Auto Start to On.
n
Select the ShareScan Xlet and then click Install.
n
Review the information on the confirmation page, making sure that the startup location is “Device HDD” and
then click OK to start the installation.
- 22 -
When the installation is complete, the Configuration page opens.
7. To start the application:
n
When the Configuration page opens, scroll down to the Extended Feature Settings area.
n
Click Extended Feature Info to verify installation of the application and then click Back.
n
Under Extended Feature Settings, click Startup Setting, make sure that the ShareScan application is
selected, and then click the Startup/Stop button.
The status of the application will change to “Starting Up”.
8. To log out of the Web Image Monitor, click the Logout button in the upper-right corner of the page.
3.1.4 - To install the ShareScan Ricoh client from an SD card:
1. To create an SD card:
n
n
Locate the downloaded ClientSDv2v4_<jar_version>.zip file.
Extract all the files from the zip file to the following location on the SD card (retaining the folder structure is
important):
sdk\dsdk\dist\33952001
2. If you are not the person who installed the SDK/J and you do not know which slot the SDK/J SD card is
installed in, press the User Tools/Counter button on the device panel. Then, on the display panel, press
Extended Feature Settings > Extended Features. Note the SD Card Slot number for the Java™ platform and
then press Exit twice.
3. Turn off the main power switch. If necessary, see the documentation for your device for the location of the main
power switch.
When the power is off, the Main Power indicator on the control panel, located above the On indicator for the
Operation switch, will no longer be illuminated
4. Insert the SD card in the slot that does not contain the SDK/J SD card and then turn on the main power switch..
The Main Power indicator will be illuminated.
5. Press User Tools/Counter.
6. Press Extended Feature Settings.
7. Press Extended Feature Settings again.
8. To install the ShareScan Client:
n
Press the Install tab and then select SD Card.
n
Select the ShareScan Xlet.
n
Select Machine HDD as the installation target and then press Next.
n
When the Extended Feature Settings screen appears, press OK.
Note:
Nuance recommends that you leave the Auto Start option selected during installation.
n
When the installation is complete, press Exit.
- 23 -
9. Turn off the main power switch and then remove the SD card.
10. Turn on the main power switch.
With the Auto Start option selected, the application will start when the device is started up.
3.1.5 - To uninstall the ShareScan Ricoh client via a Web browser:
1. Make sure that the Ricoh device is running.
2. Open a Web browser and then connect to the device by entering the IP address of the device in the address bar
of Internet Explorer, as in the following example: http://10.10.12.99.
The Web Image Monitor page opens, displaying information about the device.
3. To log in to the device:
n
Click the Login button, which is in the upper-right corner of the page.
n
Enter the device administrator credentials into the Login User Name and Password fields
n
Click Login.
The Administrator page opens, enabling you to configure the device.
4. In the navigation pane, click Configuration and then scroll down to the Extended Feature Settings area.
Click Extended Feature Info.
The Extended Feature Info page displays information about the installed application. Click Back to return to
the Extended Feature Settings area.
5. To uninstall the ShareScan Client:
n
In the Uninstall area, select the ShareScan application.
n
Click Uninstall.
n
Review the information on the confirmation page and then click OK to start uninstalling the application.
Respond to any warning messages.
When the process is complete, the Uninstall page opens. The application no longer appears in the list of
applications.
6. Turn off the main power switch.
7. Turn on the main power switch.
8. See the instructions for installing the Client.
6. To log out of the Web Image Monitor, click the Logout button in the upper-right corner of the page.
3.1.6 - To uninstall the ShareScan Ricoh client from a device:
1. Press User Tools/Counter.
2. Press Extended Feature Settings.
3. Press Extended Feature Settings again.
4. To stop the application, select Startup Setting and then select ShareScan.
You may have to do this twice. The status must be "Stop".
- 24 -
5. To uninstall the Client, select the Uninstall tab, select ShareScan, and then press Yes.
The Complete extended feature uninstallation window opens.
6. Press Exit.
The Ready to uninstall window opens.
7. Press Exit.
8. Turn off the main power switch.
9. Turn on the main power switch.
3.2- Installing a Ricoh ScanStation Driver
This section contains information on installing the Ricoh ScanStation driver.
The ScanStation uses a driver to get input from the device. You must install and configure the driver before licensing the
device.
To ease your device configuration task, some settings may be disabled in the Scanner Setup Wizard.
Version 4.0 Ricoh TWAIN drivers include a Network Connection Tool. When you have multiple devices of the same
model type, you use the tool to select the specific device on your network that you want to use with the driver. If you are
using a version 3.0 Ricoh TWAIN driver, your system will automatically connect to the first device it finds on your
network that uses the driver.
To install the driver
1. Download the driver from the Internet.
2. Run the installation program, following the instructions on the screen.
3. When the installation is complete, click Finish.
To configure the driver
1. Select Start > Programs > <driver_name> > Network Connection Tool.
2. Select the Use a specific scanner check box.
3. Click Search Scanner.
The Search Scanner: Result window lists all devices on the network that can use the current TWAIN driver.
4. Select the scanner that you want to use and then click OK.
The Network Connection Tool window opens.
5. Click OK.
3.2.1 - ISIS drivers
In addition to scanning via TWAIN, ScanStation also supports ISIS-scanning. Install the ISIS driver supplied by the
manufacturer of the device, then use the Scanner Setup Wizard to configure its use with ScanStation.
If any scanning issue occurs with ScanStation, please test first whether you are able to scan into another ISIS
supported application.
- 25 -
4 - Licensing devices
Every device that you use with Nuance Communications software requires a valid license. ShareScan 5.0 uses a
digitally signed license file, which contains a unique license key generated by Manufacturing. The license key is a
unique ID that is associated with the hardware ID (HID) of the PC where the ShareScan database is installed.
Note:
ShareScan 5.0 licensing is different from ShareScan 4.x licensing, which was based on the association of a product key
with a device. Licensing is no longer associated with a particular device, but the HID of the SQL server.
Site licenses, valid for activation with a predefined number of devices, are also available. After a license file is created
for the specified number of devices, it cannot be modified to increase the number of devices; if you purchase additional
devices, you need to purchase additional license(s), and those license(s) will be delivered as separate license files.
When you load the new license file, the Administration Console can merge the original license file with the new file.
After adding a license, you can add one or more embedded or integrated devices to the Manager. (You can add these
devices at any time. However, if you add them before activating the license, a 30-day grace period starts for the
license.)
For ScanStation systems, the local device is automatically added; then, when the administrator selects the driver, the
system verifies the validity of the license file.
ShareScan 5 includes a Licensing Wizard, which handles the following license-related tasks:
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loading licenses,
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activating licenses,
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loading activated licenses,
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reactivating licenses,
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removing licenses.
4.1- Loading licenses
You can use the automatic license download function, or import the license file(s). If no internet connection can be
detected, only the second option is available.
1. Click the Load license button of the License Wizard. The Welcome screen is displayed.
2. Click Next to continue.
3. Select Download license automatically when specifying the source. The Automatic license download
screen is displayed.
4. Copy the license keys of the licenses to download in the text box. Click Add after each. When the list below is
complete, click Next. The Select license files to load screen is displayed.
5. Click the Browse button to add new files to the list of files to be imported. When finished, click Start import.
6. Click Start to begin loading licenses.
7. Click Finish to close the License Wizard.
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4.2- Activating licenses
You need to activate a license only once; thereafter, it is associated with the PC where the ShareScan database is
installed.
1. Click the Activate button of the License Wizard. The Welcome screen is displayed.
2. Click Next to continue.
3. Specify the hardware ID. Click Next to continue.
4. Select Automatic activation on the Select activation mode screen.
5. Click Next to continue. The Output file creation / Activation screen is displayed.
6. Click Start to begin activation. The Specify file output screen is displayed.
7. Click Next to continue.
8. Click Finish to close the License Wizard.
4.3- Loading activated licenses
Use this option when importing already activated licenses to ShareScan.
1. Click the Load activated button of the License Wizard. The Welcome screen is displayed.
2. Click Next to continue. The Select license files to load screen is displayed.
3. Click the Browse button to add new files to the list of files to be imported, When finished, click Start import.
4. Click Start to begin loading licenses.
5. Click Finish to close the License Wizard.
4.4- Reactivating licenses
Reactivation is necessary when the hardware running the database server is replaced. Prior to reactivation, you must
remove the licenses (see Removing licenses, below).
1. Click the Reactivate button of the License Wizard. The Welcome screen is displayed.
2. Click Next to continue.
3. Specify the hardware ID.
4. Click Next to continue. The Specify file output screen is displayed.
5. Enter the output file name and the path of the collected licenses.
6. Click Next to continue. The Output file creation screen is displayed.
7. Click Start to create the output file.
8. Click Finish to close the License Wizard.
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4.5- Removing licenses
Use this option when transferring licenses from the current ShareScan installation. After the removal is complete, the
licenses can be safely transferred and reactivated.
1. Click the Remove button of the License Wizard. The Welcome screen is displayed.
2. Click Next to continue. The Select licenses screen is displayed.
3. Select the license(s) you want to remove, then click Next.
4. Click Start to remove the selected license(s).
5. Click Finish to close the License Wizard.
5 - ShareScan post-install
Now that you have completed the basic installation, configuration, and licensing steps, you are ready to perform other
tasks, including:
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Configuring system settings.
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Installing and configuring additional connectors, services, and extenders.
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Licensing additional devices and monitoring activity between devices and the Manager.
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Accessing and configuring other Managers.
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Configuring, backing up, and restoring the ShareScan database.
5.1- ScanStation post-install
The ScanStation device automatically appears on the Devices tab. Test your configuration either by using the built-in
Simulator, or by verifying the configuration at the device.
After installation, configure the following options:
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Configuration: If Show Title Bar is not checked, the client runs in kiosk mode. You can use the Password
(exit) option for clients in kiosk mode to set up a password that is required to exit the ScanStation client.
Scanner Defaults: Configure according to the device you are using. For more information, refer to the
Administration Console Help.
ScanStation Startup Configuration: Configure the options for the ScanStation client startup.
5.2- Send to eCopy service
The Send to eCopy ® service is a ScanStation extension that is installed to ease the interworking of non-TWAIN, nonISIS scanners and ShareScan.
The service allows you to configure a local folder or network shared folder on the ScanStation machine, which is used by
Send to eCopy as a source folder, from where it picks up images for processing.
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To use the service, the scanner must be configured to have access to the watched folder. Also, the administrators of the
Send to eCopy service must supply an instruction image, which contains guidelines for the scanning procedure, and is
displayed at the ScanStation screen when accessing the Send to eCopy service.
The functionality supports the following file types:
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Single-page: .bmp, .jpeg, and .tif
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Multi-page: .tif, .pdf
To use the functionality, the “replaced” device must be able and configured to produce files in the above formats.
5.2.1 - Send to eCopy configuration options
The service is available via the Scanners tab of the Settings pane in the Administration Console. To use Send to
eCopy, ensure that you have selected the ScanStation workstation as the device.
5.2.1.1 - C onfiguration Settings:
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Driver name: here you can select the scanner which is “replaced” by the Send to eCopy service.
Show Title Bar: checking this option allows you to set whether the ScanStation title bar is visible. If the title
bar is not visible, the ScanStation application runs in Kiosk mode.
Password (exit): The password that must be typed to exit the application when it runs in Kiosk mode.
5.2.1.2 - Send To EC opy ShareScan Settings
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Instructions Image: the location of the instruction image. While Nuance supplies a default image, Send to
eCopy users should modify this image depending on the scanner models and the actual UI language they use
with the service.
Watch Folder: this is the local folder or network shared folder that the service is watching for scanned
documents.
Filter: here, you can select which types of image files you wish to see. Other files are ignored by the Send to
eCopy service.
Inactivity Timeout: here you can set the timeout value (in milliseconds) for the communication between the
scanner and the Send to eCopy service. If the images have arrived and the application does not pick them
within this timespan, the Send to eCopy service deletes them.
Session Timeout: here you can set the timeout value (in milliseconds) for the communication between the
ScanStation application and the Send to eCopy service. At the beginning of each scanning session, the
application opens a session and receives a new session ID from the Send to eCopy service. After that, the
application uses this session in all subsequent Send to eCopy service calls. If there is no call from the
application to the Send to eCopy service within the timeframe specified here, the service considers that the
application stopped working and terminates the session. This also means that any remaining images are
deleted.
First Page Timeout: this value controls how long the ScanStation application waits for the first page of the
scan job to arrive from the Send to eCopy service. The value is given in milliseconds.
Next Page Timeout: this value controls how long the ScanStation application waits between receiving the
additional pages of the scan job. The value is given in milliseconds.
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Use Lock File: set this option to True to prevent different Nuance applications from monitoring the same folder.
The service uses a lock mechanism which is used by other Nuance applications as well, so it can detect if
another Nuance application is already monitoring the specified watch folder.
Use Encryption: setting this option to True means that documents in the watched folder are encrypted while
waiting for the service passing them to ScanStation. Because of Windows security settings, encryption works
for local watch folders only.
Domain / User Name / Password: the credentials of the domain containing the watched folder (if it is a
network folder).
5.3- Configuring ShareScan (examples)
This section outlines the basic process to
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Configure a service (Activity Tracking)
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Configure an Extender (Forms Processing Extender)
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Configure a connector profile (QuickConnect) using the already configured service and extender
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Test your saved profile in the built-in simulator
When a user presses a connector button, the connector uses the settings specified in the connector profile that is
associated with the button, such as the button label and image, encryption of scanned documents, and the services to
use with the connector.
The recommended workflow is to configure services and extenders first, so that they are available when you configure a
connector profile, and then configure connector profiles.
You have the option to set up any connector with the Bypass redirect screen option. Using this option navigates the
user back to the Main Form at the end of the session or logout automatically if Session Logon is enabled.
The procedure in this section provides you with enough information to complete the basic configuration process. For indepth information, refer to the ShareScan Help.
5.3.1 - To configure a service (example – Activity Tracking):
1. Start the ShareScan Administration Console by clicking Start > Programs > eCopy Applications >
ShareScan 5.0 > ShareScan Administration Console.
The system initializes the .NET framework, retrieves configuration information from the ShareScan database,
and then displays the ShareScan Administration Console.
2. Select the Services tab.
The Configure Services pane displays a list of the installed services, including connector services, device
services, and common services.
3. In the Device Services list, select Activity Tracking. The Configure Activity Tracking Service pane opens.
4. Select Yes for the Configured setting and then click Save. For more information about configuring the Activity
Tracking service, search for the "Activity Tracking service" topic in the Help.
5.3.2 - To configure an Extender (example – Forms Processing Extender):
In this example, this Extender is used to process scanned forms, extract form data, and make it available for Quick
Connect via data publishing (using batching).
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1. Download the Forms Processing Extender package.
2. Open its configuration guide and proceed with the installation.
3. When you have finished the installation, reboot your machine, then configure the Extender. Then create a
template library, and a template. Make sure your template contains at least one uniquely named zone from
which content can be passed to Quick Connect.
4. Test your template.
5. After you have finished designing and testing your template, make sure you enable batching in the Extender by
marking the Batch on Matched Templates checkbox.
6. Save your configuration.
5.3.3 - To configure a Quick Connect connector profile to use Forms Processing
Extender data
1. Select the Connectors tab.
The Configure Connectors pane displays a list of the available connectors.
2. Select QuickConnect.
3. The Configure Connector (Quick Connect) pane and the Settings pane open.
4. Select the Destinations tab, then click New. Name the destination, set its Type, Location and specify
Authentication options.
5. Select the File name tab, and set the file naming convention for the connector.
6. Optionally, select the Index file tab, and set the index file attributes.
7. Use the Settings pane to configure the following:
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document settings,
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service to be associated,
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extender to be associated,
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scanner settings, and
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offline processing settings.
8. Click the Save Current Profile button. For more information about configuring the settings for a connector,
open the relevant Help topic.
5.3.4 - To test the configuration of a profile:
1. In the Administration Console, select the Devices tab.
The Device Configuration pane displays the simulator and any installed devices.
2. Select the device simulator.
The Configure Connectors for Device - Simulator pane lists the available profiles.
3. In the Select Profile(s) column, select the profile that you created for the Quick Connect connector, and then
click Save.
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4. On the Ribbon, click the Simulator button. The simulated Client screen displays the button for the connector
you configured.
5. Click the Quick Connect icon on the simulated client screen. The Preview screen is displayed.
6. Click Next to continue. The Forms Processing Extender screen is displayed.
7. Check the field values, then click Next to continue.
8. Select a Destination, then click Send to continue.
9. Select the post-processing option you want to use.
6 - Next steps
After finishing the basic installation and configuration tasks, you can start using and customising ShareScan via the
Administration Console.
The ShareScan 5.0 user interface is organized differently from the user interface in previous versions of the product. In
the new Administration Console, all system functions are available on the Ribbon and there are separate tabs for
configuring services, connectors, and devices.
System functions are available on the Home tab and the Advanced tab. The Home tab contains the most frequently
used functions, such as managing the ShareScan Manager; the Advanced tab contains less frequently used functions
and several new functions, such as managing the ShareScan database.
When you open the Administration Console, the Welcome page lists the main functions in the recommended order for
performing each function:
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Configure one or more installed services, so that they will be available when you configure connectors and
devices. There are three types of services: services that you apply to a connector, services that you apply to
devices or device groups, and services that you apply to connectors and devices.
Configure one or more profiles for the installed connectors that will be used on the scanning devices. You can
create multiple profiles for each connector and you can activate each connector profile on multiple devices.
Register ShareScan online.
When you click the Services, Connectors, or Devices links, a pane lists the items that you can configure. After you
select an item, such as Session Logon, ShareScan opens one or more panes where you specify the appropriate
settings.
6.1- Best practices
Ensure that the %temp% environment variable is set.
Ensure that all critical automatic updates are applied to target systems and that automatic updates are turned off for the
time of installation.
Do not wait too long to click the Install button; otherwise, the increased storage usage in the temp folder can trigger a
cleanup process that causes installation failure.
After installation you may check to see whether the following services are running:
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Apache Tomcat 5.5
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Nuance Imaging Framework Trace Service
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ShareScan Agent v5.0
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ShareScan Manager v5.0
There are other services which may not run by default, only if the respective functionality demands it:
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Nuance Documentum API
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Nuance MAPI-Process Starter
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Nuance Printer API
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S2D Inbox Agent
Tomcat service settings can be viewed/modified via:
%programfiles%\Apache Software Foundation\Tomcat 5.5\bin\tomcat5w.exe
During the entire installation process, do not remove the original installation media from your optical drive, even though
the installer has already extracted and decompressed the required components to a temporary location. This action can
cause multiple failures depending on the stage of the installation during which the removal happens.
6.2- Troubleshooting
If you experience an infinite rebooting loop on your target machine, look for and delete the following registry keys:
HKEY_LOCAL_MACHINE\SYSTEM\CurrentControlSet\Control\Session Manager
Value: PendingFileRenameOperations
HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Windows\CurrentVersion\WindowsUpdate\Auto
Update
Value: RebootRequired
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