KYOCERA Google Connector Guide

KYOCERA Google Connector Guide
KYOCERA
Google
Connector
Google Connector
Version 2.0
November 2017
KYOCERA Document Solutions America, Inc.
Software Solutions Group
© 2017 KYOCERA Document Solutions America, Inc.
1
Contents
1. Introduction ............................................................................................................................................. 4
1.1 This Guide ........................................................................................................................................ 4
1.2 Software ........................................................................................................................................... 4
Gmail..................................................................................................................................... 4
Google Calendars.................................................................................................................. 4
1.3 New Features in Version 2.0 ............................................................................................................ 4
Gmail..................................................................................................................................... 4
Google Calendar ................................................................................................................... 4
Google Drive ......................................................................................................................... 5
1.4 Supported MFP Models ................................................................................................................... 5
1.5 Licensing........................................................................................................................................... 5
2. Installation ............................................................................................................................................... 6
2.1 MFP Setup ........................................................................................................................................ 6
Internet Connectivity and DNS ............................................................................................. 6
Basic MFP Setup ................................................................................................................... 6
MFP Installation .................................................................................................................... 6
3. Card Authentication ................................................................................................................................. 9
4. Initial Setup ............................................................................................................................................ 10
5. Operation ............................................................................................................................................... 11
5.1 Starting Google Connector............................................................................................................. 11
5.2 Quick Navigation menu.................................................................................................................. 11
5.3 Gmail ............................................................................................................................................ 12
Gmail Mailbox Components ............................................................................................... 13
Email Screen Components.................................................................................................. 13
Send/Compose E-mail ........................................................................................................ 13
5.4 Google Calendars ........................................................................................................................... 15
5.5 Google Drive .................................................................................................................................. 15
6. Single Account Mode ............................................................................................................................. 17
6.1 Setting up and using Single Account Mode ................................................................................... 17
6.2 Removing Google Account from Single Account Mode ................................................................. 18
7. Single Sign On......................................................................................................................................... 19
8. Support................................................................................................................................................... 20
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Copyright ©2017 KYOCERA Document Solutions America, Inc. All rights reserved.
3
1.
Introduction
1.1
This Guide
This document describes the components, functions, installation requirements and setup procedures
needed to deploy Kyocera’s Google Connector.
Since Google Connector offers multiple configuration options, it is essential to understand the workflow
and configuration options to deploy this solution correctly.
The installation and setup of Google Connector is the responsibility of a trained Kyocera or Copystar
technician.
1.2
Software
Kyocera’s Google Connector is a business application that enables end users to access their Gmail
and Google Calendars. Users can view and print their e-mails as well as print and send
attachments. Kyocera’s Google Connector also enables a user to print out monthly calendars
including events.
Gmail
•
•
•
View and print e-mails by browsing through your Inbox and other folders o Search through your
mailboxes by keywords
Print PDF attachments that you receive from e-mails
Compose e-mails and attach scanned documents
Google Calendars
Print out a range of monthly Calendars with options:
•
•
1.3
•
•
•
•
Print blank Calendars
Select from your list of Google Calendars to include events
New Features in Version 2.0
Single sign-on with Expansion Authentication applications such as AccessLock and CentraQ Pro
“Single Account Mode” allows one account to stay logged in
Ability to set the default scan settings for both Gmail and Drive
Quick Navigation Menu
Gmail
•
Added Google Contact list access when setting email recipients
Google Calendar
•
4
Ability to print monthly, weekly, and daily calendars
Copyright ©2017 KYOCERA Document Solutions America, Inc. All rights reserved.
Google Drive
•
•
•
•
1.4
Ability to view folders and files
Scan files to any folder
Create folders
View metadata and print files
o Supported file types:
▪ PDF
▪ TIFF
▪ JPEG
▪ Google Docs
▪ Google Sheets
▪ Google Slides
▪ Google Drawings
▪ Microsoft Word
▪ Microsoft Excel
▪ Microsoft PowerPoint
Supported MFP Models
For a full list of support MFP models, please refer to the Solutions Compatibility Chart on
KDACentral.com.
1.5
Licensing
Kyocera Google Connector requires the purchase of a software license from an authorized Kyocera or
Copystar dealership.
The software can be evaluated, free of charge, during two 30-day trial periods. The application will stop
working when the trial period expires and requires a license key be entered for continued use. Once the
two trials have been enabled and completed, the MFP cannot be configured for an additional trial.
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2.
Installation
2.1
MFP Setup
Internet Connectivity and DNS
For the application to be able to connect to Google, the MFP must be connected to the internet through
the LAN, a functional DNS server must be accessible on the network and DNS settings on MFP Command
Center must be properly entered.
To setup DNS Settings:
1. Open Command Center and login as MFP Administrator
2. Navigate to Network Settings > TCP/ IP
3. Under IPv4 Settings > DNS Server, select either “Use DNS Server from DHCP” or “Use following
DNS Server”, depending on the LAN’s IP address scheme
Basic MFP Setup
•
Ensure that the MFP is updated to the latest available firmware level
•
MFP must be connected to a network port and link lights must be active
•
MFP must have at least one empty application slot (under System Menu > Applications)
MFP Installation
1. Download the Google Connector HyPAS application from KDACentral.
2. Copy GoogleConnector.pkg file to the root of a clean USB flash drive.
3. At the MFP control panel, open System Menu > Applications.
4. Log in as Administrator when prompted. The default login name is Admin and the default password
is Admin (Note: Enter capital A when entering ‘Admin’ as both login name and password fields are
case-sensitive).
5. Press the “Add” button.
6. Insert USB flash drive into
the MFP.
7. A list showing the
application will appear.
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8. Select
GoogleConnector.pkg
and press “Install.”
9. After installation, press “Close” to return to the Application screen.
10. Select Google Connector and press “Activate.” MFP will prompt for a license key.
11. Press “Activate.” The
MFP will prompt for
Activation Mode. If a
license key is available,
select “Official” and
press “Next”. Otherwise,
press the “Trial” button
for a trial installation.
After 30 days, there will
be an additional 30 day
trial period available.
Once the Trial button is
disabled, a license must
be purchased from an authorized Kyocera/Copystar dealer.
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12. After Kyocera’s Google
Connector is activated
successfully, it can be
executed from the
main Application
screen (opened by
pressing the
Application key on the
control panel).
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3.
Card Authentication
If a card reader is present
you will be presented
with a screen saying as
such.
If you have already
associated your card to a
Google account simply
swipe you card now.
If you don’t which to
associate you card to a
Google account select the
“Next” button.
If you wish to associate
your card to your Google
account:
1. Swipe your card when you see this screen.
2. Follow the on-panel instructions to login to your Google account. You will be prompted for your
username, password, and asked to allow Google Connector to have offline access to your
account. Once completed your card will now be associated to your Google account.
NOTE: The association between you card and your Google account is only available within the Google
Connector HyPAS application. You card cannot be used outside of the Google Connector HyPAS
application to log in to your Google account.
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4.
Initial Setup
1. Press the Configuration
icon (
) to enter the
configuration screen.
2. Enter the Administrator
credentials. The default
Administrator username
and password is “Admin”
and “Admin” respectively.
3. In the configuration screen
you can setup Google
Connector to function in
Single Account Mode and
set the default scan
settings for Gmail and
Google Drive scanning.
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5.
Operation
5.1
Starting Google Connector
1.
Press ‘Application’ button on MFP panel.
2.
Press ‘Google Connector’ button.
3.
If the MFP has a card reader present you will be displayed a page indicating it has detected a card
reader. You can swipe you card to sign in to your Google account if you have previously linked it,
register your card now, or press the Next arrow to skip card registration and manually sign in to
your account.
4.
If no card was used to sign in, Google Connector will display the Google login screen. Enter you
email address and press the “Next” button.
5.
Enter your password and press the “Next” button.
6.
Google will ask you to give Google Connector off-line access to your account. Press the “Allow”
button.
7.
Once given
permission, Google
Connector will take
you to the home
screen. You can
now choose a
destination.
5.2
Quick Navigation menu
The Quick Navigation menu appears
when a user is in one of the destinations.
Use this to quickly navigate to other
Google services available in the
application.
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5.3
Gmail
1.
When Gmail is
opened on the
MFP panel, you
will be displayed
your default
mailbox.
2.
You can choose
another mailbox
by selecting the
dropdown arrow
and choosing a
mailbox from the
dropdown menu.
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Copyright ©2017 KYOCERA Document Solutions America, Inc. All rights reserved.
Gmail Mailbox Components
Refresh Mailbox
Compose Email
Search Mailbox
Mailbox Selection
Return to previous page
Email Attachment
Unread emails appear
with a white background
Read emails appear with
a gray background
Email Screen Components
Reply
Reply to All
Print Attachment
Print Email
NOTE: When pressing the
Print Attachment or Print
Email button, the
printing will begin
immediately.
Send/Compose E-mail
The Compose Email screen will display after the user presses the Compose Email button. To compose an
email:
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13
1. Enter the recipients
address(s) by either
pressing the orange
“To:” button or pressing
the address book icon.
Multiple addresses can
be selected from the
address book.
2. Enter the Carbon Copy
(CC) recipients
address(s) by either
pressing the orange
“CC:” button or pressing the address book icon. Multiple addresses can be selected from the
address book.
3. Enter the Blind Carbon Copy (BCC) recipients address(s) by either pressing the orange “BCC:”
button or pressing the address book icon. Multiple addresses can be selected from the address
book.
NOTE: Addresses from the logged in user’s Google account will be populated in the address book.
Google Connector does not pull email addresses from the MFP’s internal address book or an
Active Directory or similar system.
4. Press the orange “Subject:” button to enter the subject of the email.
5. Press the orange “Body:” button to begin enter text into the body of the email.
6. Check the “Send Attachment” checkbox to attach a scan to the email. The scan will begin after
the “Send” button is pressed. If the “Send Attachment” checkbox is checked, the orange “Name
File:” button will appear on the panel and can be pressed to give the attachment a file name.
7. Once ready to send the
email, press the green
“Send” button. When
the email is sent you will
be displayed at
confirmation on the
panel.
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5.4
Google Calendars
Selecting the ‘Calendars’ button
on the main screen will bring
you to a screen which displays a
list of your personal calendars.
Select from the calendar that
contain the events you would
like to be printed out on the
calendar. By default, the
current month and year are
selected. To print one month,
the ‘To’ and ‘From’ fields should
be the same. You can also print
a range of months by specifying
the starting month in the ‘From’ field and the last month by selecting the ‘To’ field.
Calendars can also be printed in Week and Day increments by pressing the corresponding Week (
and Day ( ) buttons. The date range input boxes will change accordingly.
)
If using a color MFP you will be given the option to print the calendars in color. Simply check the
checkbox next to “Print in Color” to selection this option.
Press the “Print” button to begin printing immediately.
5.5
Google Drive
Selecting the ‘Drive’ button on
the main screen will bring you
to a screen which displays the
content of the logged in Google
account’s Google Drive.
Users can traverse and scan
into folders by simply selecting
the folder from the list then
selecting the scan icon.
Alternatively, pressing the
green “Add” icon ( ) next to
the folder name will scan
directly into the folder. Scan
settings can be changed by
pressing the “Settings” button.
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Users can print a file in their
Drive storage by pressing the
“Print” icon ( ) next to the
file. Selecting the Print icon will
display and print page with
options to set the number of
copies, color selection, and
duplex mode. Once settings are
satisfactory press the Print icon
again to begin printing.
Users can also add folders by
press the “+ Folder” icon. This
will bring up a dialog to name
the folder.
16
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6.
Single Account Mode
Single Account Mode allows Google Connector to automatically connect to a single when it is opened
eliminating the need to sign in each time. The last Google account to sign in will remain signed in until
the logout button (
) is pressed. This differs from normal account mode when the account is signed
out when Google Connector is closed, the MFP panel resets, the MFP goes to sleep, or when the logout
button is pressed.
6.1
Setting up and using Single Account Mode
1. On the Google Connector
Configuration screen, check
the option for Single
Account Mode.
2. Sign in to Google Connector
as normal.
3. Once authentication to
complete you will see a
warning stating that Google
Connector is setup for
Single Account Mode. Press
the Check button ( ) to
continue.
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4. You may now use Google
Connector as per usual.
Each time Google
Connector is opened, it will
connect to this account
automatically.
6.2
Removing Google Account from Single Account Mode
You can sign out of the account
currently associated with Single
Account Mode by pressing the
logout button (
) on the MFP
panel and you will be prompted
for a confirmation. Once logged
out the panel will return to the
default login screen.
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Copyright ©2017 KYOCERA Document Solutions America, Inc. All rights reserved.
7.
Single Sign On
Single sign on with Google Connector occurs when a user logs in to the MFP via local authentication
settings or a third-party application then opens Google Connector and signs in to a Google account. The
connector will store a record that takes the authenticated user’s credentials and associates them with
the Google account. The next time a user authenticates in to the MFP and opens Google Connector they
will automatically be taken to their Google account without the need to input their credentials a second
time.
Please note that it is important to not press the logout button in Google Connector when using single
sign on. This will disassociate the Google account from the user and the user will have to re-enter their
Google credentials the next time the use the connector. To close Google Connector when using single
sign on press the Exit button on the upper right-hand corner of the panel or press the Home button on
the MFP panel.
When using Single Sign On with Google Connector…
Pressing the logout button with disassociate the authenticated user with the Google
Account. The user will need to re-enter their Google credentials the next time they use
the connector.
Pressing the Exit button will close Google Connector and leave the association between
the authenticated user and their Google account intact.
Copyright ©2017 KYOCERA Document Solutions America, Inc. All rights reserved.
19
8.
Support
For Google Connector Support:
Contact your authorized Kyocera or Copystar Dealer.
For a listing of authorized Kyocera Dealers:
https://usa.kyoceradocumentsolutions.com/en/where-to-buy.html
For a listing of authorized Copystar Dealers:
https://copystar.com/en/where-to-buy.html
or
Contact Kyocera Technical Support
Phone
Monday - Friday 9 am - 6 pm EST
1-800-255-6482
Web
https://usa.kyoceradocumentsolutions.com/en/about-us/contact-us.html
KYOCERA, CopyStar, and HyPAS are registered trademarks of Kyocera Corporation in the United States and/or
other countries.
Microsoft, Word, Excel, and PowerPoint are registered trademarks of Microsoft Corporation in the United States
and/or other countries.
Google and Google Drive are registered trademarks of Google, Inc. in the United States and/or other countries.
Other trade names in this guide are the trademarks of their respective owners.
Copyright © 2017 KYOCERA Document Solutions America, Inc.
All rights reserved.
20
Rev. 1.0
Copyright ©2017 KYOCERA Document Solutions America, Inc. All rights reserved.
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