The following information details the connectivity and functionality offered by the EzeScan integration with the Autonomy WorkSite solution. It details the available options and how to configure an EzeScan job into WorkSite.

For information on WorkSite solution please refer to the iManage website - https://imanage.com/products/work/

For information on EzeScan please refer to the EzeScan website - https://ezescan.com.au

For details on the minimum requirements for the Autonomy WorkSite solution integration with EzeScan, please see below:

The WorkSite client (DeskSite or FileSite) is required to be installed on the EzeScan PC/Server. EzeScan will support versions 8.X / 9.X of WorkSite.

The following information needs to be populated in the nrt.ini file (located in C:\windows)

[EzeScan]

.pdf=ACROBAT

.tif=TIFF

NOTE

In some Citrix XenApp environments an older version of this file might be cached in %UserProfile%\WINDOWS. This file needs to be deleted so that the correct version is loaded at runtime.

Developed for Ezescan Release: 4.3

NOTE

It is assumed that the operator has read about, or is familiar with EzeScan Job, KFI and UPLOAD modules. If not please refer to the EzeScan PRO, KFI and UPLOAD guides. It is also assumed that the operator is experienced with the WorkSite product.

Configuring Connection Settings

When configuring a Job, KFI or Upload to use the Autonomy WorkSite plugin the connection settings panel must be filled in. If only connecting to the one server, it is recommended that the WorkSite connection settings are configured globally.

  1. Click the Admin menu, choose Workstation Options.
  2. Click the EDRMS tab and choose the WorkSite option from the drop down list that appears.
  3. Enter the following information:
Field
Description
ServerSpecify the name or IP address of the WorkSite Server.
LoginSpecify the login name to use when authenticating with the WorkSite Server. Leave this blank to prompt users for their login credentials.
PasswordSpecify the login password to use when authenticating with the WorkSite server. Leave this and the user name blank to prompt users for their login credentials.
DatabaseSpecify the name of the WorkSite database you wish to connect to.

Job Settings

There are two ways the EzeScan Autonomy WorkSite connector can integrate with WorkSite.

  • Using a simple output to WorkSite profile form. This can be created with a Job only, commonly used for low volume scanning or ad hoc type scanning.
  • Using the KFI and UPLOAD modules. This would be used for specific workflows that utilise EzeScan KFI to assist in minimal data entry, reusing data, forms extraction and setting workflow defaults.

NOTE

The EzeScan to WorkSite Profile Form functionality requires that the EzeScan Workstation be licensed with the EDRMS module.

Output documents using WorkSite profile form


To enable WorkSite output functionality on a Job:

  1. Click Admin and choose Jobs (F6).
  2. Click the Output tab and then choose the Worksite Interface option from the Other Destination dropdown.
  3. Click the Advanced button.
  4. After modifying these settings click the Save button, otherwise the changes will be lost.
  5. The Job is now configured to save scanned documents into WorkSite.

Import documents using WorkSite browser


If there is a requirement to import documents from WorkSite into EzeScan, (e.g. for markup/redaction purposes) an EzeScan job can be configured to do this.

This would usually be a separate EzeScan job - one job to scan and save to WorkSite, then another to import from WorkSite, markup/redact and save to WorkSite.

NOTE

WorkSite Import functionality on a Job is only available when Output to WorkSite is configured - please refer to the section above for details on how to enable this.

To enable Import File functionality on a Job:

  1. Click Admin and choose Jobs (F6).
  2. Select the Job you want to modify.
  3. Click the Import tab, enable the Enable Import File Processing option and then enable the Import File from EDRMS option by ticking the box.
  4. After modifying these settings click the Save button, otherwise the changes will be lost.

KFI Field Settings

The KFI Field Settings allow the operator to browse into WorkSite during KFI indexing so the operator can then select folders and object types to be applied to the document.

NOTE

The following functionality requires that the EzeScan workstation be licensed for the EDRMS as well as KFI and UPLOAD modules.

Enabling browse options


The WorkSite settings must be configured before a KFI field can use the WorkSite browse functionality.

  1. Press F7 to display the KFI form.
  2. Click the EDRMS tab.
  3. Fill in the Connection settings.

Configuring browse parameters

Browse Mode

This option determines the type of WorkSite Browser that is shown when the Browse button (F3) is pressed during indexing.

Choose from one of the following options:

Option
Description
DisabledDisables the Worksite Browse Button on the EzeScan Viewer KFI indexing panel.
FoldersWhen selected this option enables the WorkSite Folder Browse button on the EzeScan Viewer KFI indexing panel. This will allow the KFI operator to choose which Worksite folder to attach the document to.
FilesWhen selected this option enables the WorkSite Folder Browse button on the EzeScan Viewer KFI indexing panel. This will allow the KFI operator to choose a WorkSite document to be updated as a new version or replaced.
Custom Attribute Number

When selected this option enables the Worksite Custom Attribute Browse button on the EzeScan Viewer KFI indexing panel. This will allow the KFI verify operator to choose Worksite custom attributes values to apply to the document.


(e.g. The Client Code and Matter Number fields are custom attributes). For Example if the Client Code was to be a KFI field it could be custom field 1


If a Matter Number was to be a KFI field it could be custom field 2 with a restrict view using parent attribute number 1


Client Code


Matter Number

NOTE

The worksite administrator should be able to obtain the custom class fields for your respective worksite server.

ClassesWhen selected this option enables the Worksite Classes Browse button on the EzeScan Viewer KFI indexing panel. This will allow the KFI verify operator to choose which Worksite Class to apply to the document.
Subclasses

When selected this option enables the Worksite Sub Classes Browse button. This will allow the EzeScan operator to specify a Sub Class of the Document Type selected in the Classes KFI field.

NOTE

The Classes KFI field must be determined before a Sub Class is determined.

UsersWhen selected this option enables the Worksite User Browse button on the EzeScan Viewer KFI indexing panel. This will allow the KFI verify operator to choose which Worksite User to apply to the document.
Start At Folder

This option is to be used in conjunction with the Browse Folders option.

When selected this option allows the user to select the workspace/folder to start at when browsing for a folder.

Restrict view using parent attribute name

When selected, this option determines if the search results returned belong to a parent attribute (E.g. searching for a matter from a client ID), if the parent name is equal to that specified, the result will be shown, if not it will be omitted.

NOTE

KFI Field Placeholders are accepted in this field. E.g. <<F1>>

Parent document class name

This option is to be used in conjunction with the Browse Subclass option; this will allow the operator to define the Parent Class Type, therefore omitting any sub class results that do not relate to that Parent type.

NOTE

Field Placeholders are accepted in this field. <<F1>>

Upload Settings

The UPLOAD module will obtain the KFI output data to pass into WorkSite saving the document into the respective folder and applying metadata information.

NOTE

The following functionality requires that the EzeScan Workstation be licensed for the EDRMS and KFI and UPLOAD modules.

Configuring connection and parameters


  1. Open the Upload Form (F8).
  2. Choose the Upload Type you want to configure.
  3. On the left hand side in the Upload Properties pane choose Autonomy WorkSite in the Upload To list.
  4. Leave ‘User’ and ‘Password’ fields blank to use trusted login if applicable.
Property
Description
Client AttributeThis is the Custom field number being used for the Client field on the WorkSite server. If using the Populate Client Using Matter mapping this setting must be correctly applied.
Matter AttributeThis is the Custom field number being used for the Matter field on the WorkSite server. If using the Populate Client Using Matter mapping this setting must be correctly applied.

Configuring built-in upload fields


The following fields will appear after choosing Upload To WorkSite option in the Upload Properties pane. These are the default WorkSite fields.

Each field can have its input set using the Source Field cell, noting that the Parent Folder/Document can’t be set to ignore.

Target Field
Description
ClassUse this field to set the class field. E.g. doc, email, contract, scanned. This is a usually a mandatory field. If a class has been pre-set on the folder that the document is being uploaded to, EzeScan can inherit the value. To do this set the Class source field to a static value and set to “INHERIT_FROM_FOLDER”.
DescriptionUse this field to name the document. This is a mandatory field.
AuthorUse this field to set the author field.
CommentsUse this field to set the comments on the upload document.
DatabaseUse this field to specify the database where the document will be created in the WorkSite Server.
Declare As RecordUse this field to specify whether to Declare the document as a record. Set to True to activate, False to not activate or leave the field source value set to ignore.
FolderUse this field to specify the folder path where the document will be saved into.
OperatorUse this field to set the operator field. This is a mandatory field.
Parent Document New VersionWith a WorkSite document number populated in this field, EzeScan will create a new version of this document.
Parent Document Replace VersionWith a WorkSite document number populated in this field, EzeScan will replace the latest version.
Populate Client Using MatterA WorkSite Matter value is required to be supplied into this target mapping, EzeScan will perform a search and return the Client ID. For this option to work correctly there would only be a single result for the search. e.g. a Specific matter number can only have one client.
Private Search Folder

With the value populated in this field, EzeScan will search for a worksite folder that is set to Private access.
(e.g. owned by the current Worksite login username).

NOTE

EzeScan assumes only 1 folder of that name will exist, otherwise if multiple folders exist with the same name EzeScan uses the first result returned (which may not be the one you wanted!)

Public Search Folder

With the value populated in this field, EzeScan will search for a worksite folder that is set to Public access (e.g. owned by any username).

NOTE

EzeScan assumes only 1 folder of that name will exist, otherwise if multiple folders exist with the same name EzeScan uses the first result returned (which may not be the one you wanted!)

Default Security VisibilityThis option is to set the default security on the uploaded image. The options are Public, Private or View.
Security Include External UsersThis can be set to either True or False. If set to true it will allow access to the document externally and display the message “Shared to External Users” on the properties page of the saved image into the WorkSite Client.
Security InheritedThis can be set to either True or False. If set to true the image will inherit the permissions from the parent folder that the image is being saved into.
Security User ACL

This option can apply permissions on a User/s on the uploaded image.


The syntax required (per user) is USERNAME||SECURITY_LEVEL


The security options available are ALL, READ, READWRITE and NONE


So for example JBLOGGS||READ Or for multiple users JBLOGGS||READ||JDOE||READWRITE

Security Group ACL

This option can apply permissions on a Group/s on the uploaded image.


The syntax required (per group) is GROUPNAME||SECURITY_LEVEL


The security options available are ALL, READ, READWRITE and NONE


So for example GENUSERS||READ Or for multiple users GENUSERS||READ||POWERUSERS||READWRITE

SharedAsThis will populate the SharedAs value in WorkSite.
Sub Class

This is the WorkSite Sub Class field. This is the child of the Class field

e.g. Inward Email, Outward Email.


If a subclass has been pre-set on the folder that the document is being uploaded to, EzeScan can inherit the value. To do this set the SubClass source field to a static value and set to “INHERIT_FROM_FOLDER”.

Sub Folder

This is the subfolder of a Workspace or another folder. If a Workspace the operator would also use the Workspace by Name or Workspace By Custom Property. EzeScan would then search for the workspace and then when found will place the image in the Sub Folder Specified.


EzeScan can store into a sub folder one or multi levels deep.

e.g. specify as follows \contracts or \scanning\contracts

NOTE

EzeScan assumes only 1 sub folder of that name will exist, otherwise if multiple sub folders exist with the same name EzeScan uses the first result returned (which may not be the one you wanted)

Workspace By Custom Property

With the value populated in this field, EzeScan will search for the Workspace using a custom property. e.g. if the property is Custom1 in the worksite database, the operator will need to put a “1:” in the prefix for the respective KFI field. If a workspace is found EzeScan will store the image specified by the Sub Folder Target Field value.


In this example we are looking for a workspace where the Custom1 value is 108000


If the operator is required to search for a workspace by supplying two or more properties, e.g. Custom1 and Custom2 the following syntax is required.


In this example we are looking for a workspace where the Custom1 value is 108000 and Custom2 value is 1000


The two pipe values notify EzeScan of the next custom field to search with.

NOTE

EzeScan assumes only 1 workspace with the respective workspace custom property/s value will exist, otherwise if multiple workspaces exist with the same custom property/s EzeScan will use the first result returned (which may not be the one you wanted)

Workspace By Name

With the value populated in this field, EzeScan will perform an exact search for the Workspace by its name. If a workspace is found EzeScan will store the image specified by the Sub Folder upload value.

NOTE

EzeScan assumes only 1 workspace with the respective workspace name will exist, otherwise if multiple workspaces exist with the same name EzeScan uses the first result returned (which may not be the one you wanted)

Workspace By Description

With the value populated in this field, EzeScan will perform an exact search on the Workspace Description field. If a workspace is found EzeScan will store the image specified by the Sub Folder upload value.

NOTE

EzeScan assumes only 1 workspace with the respective workspace description will exist, otherwise if multiple workspaces exist with the same description EzeScan uses the first result returned (which may not be the one you wanted)

Custom1 to 30

These are the default custom fields on the WorkSite server. You will need to check with your WorkSite Administrator to see if any fields are mapped to these. For example Custom1 could be mapped to “Client” and Custom2 could be mapped to “Matter”


Some documents on WorkSite servers could also be configured to inherit properties from its parent folder. If loading documents into these folders from EzeScan and you require the fields to be inherited, set the CustomX field value to “INHERIT_FROM_FOLDER”. EzeScan will then obtain the field information from the folder and apply it to the document.

Additional Properties

EzeScan supports populating additional WorkSite properties (these may be used for other integrating applications e.g. workflow engines)


The add an additional field, click theicon a new mapping will display called Custom Field 1 click in here and rename the value to the respective additional property name.

Applying KFI output data to target field data


To pass through the KFI output data into the Upload module the operator is required to set the source field data to the target field data.

  1. In the Upload type, set the Column names from option to the name of the KFI job Type.
  2. In the Field Mappings Grid the operator can apply the Source Field settings to the Target Field settings. In the example below the WorkSite Target Field Description is being populated by the KFI Source Field Name.
  3. When all the mappings are complete, click Apply.
  4. Click OK to save the changes.

Running a job using Profile Form

  1. To run a job to WorkSite with the profile form, confirm that the Other Destination is set to WorkSite. Please refer to section Output documents using profile form for how to set this up.
  2. Click the scan/import or job button to load the image into the EzeScan viewer.
  3. Press the F4 key or click the Profile buttonto index the document.In the Save As… window the operator can then apply the Description, Author, Class and other options to the document. The operator can choose the location to save the document.
  4. Click OK and the document will be saved into WorkSite.

NOTE

There is a sample WorkSite profile form job in the downloads section on the EzeScan web site.

Running a job using KFI and Upload

To run a job to WorkSite using the KFI and UPLOAD modules, confirm that the Other Destination is set to KFI and the respective KFI and UPLOAD Types are selected. Please refer to sections KFI Field Settings and Upload Settings for details on how to set this up.

In the example below the KFI\UPLOAD types have been configured for a:

  • Document Name (Name of document)
  • Folder (Folder in Enterprise workspace)
  • Date of Document (Attribute in the Catalogue)

The image below shows a job using the KFI and upload modules.

To run a job to WorkSite using the KFI and UPLOAD modules:

  1. Click the scan/import or job button to load the image into the EzeScan viewer.
  2. Press the F4 key or click the Profile buttonto index the document. The KFI screen will appear below the page view.
  3. The operator can enter the Document Name.
  4. When complete the operator can press Enter or click theto move to the next field.
  5. After the operator has completed the Document Name field, the next field will appear.
  6. The operator will be prompted to select a folder.
  7. When complete the operator can press Enter or click theto move to the next field.
  8. The operator will be prompted to enter a date.
  9. When complete, press Enter and the submit button will highlight.
  10. Press Enter or click Submit.

The document will be saved into the respective WorkSite folder and metadata applied.

NOTE

There are sample WorkSite KFI / UPLOAD jobs on the EzeScan web site.

Display Record Number After Saving Record

To enable this setting, please refer to the How to articles.