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

For information on iManage Work 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 iManage Work integration with EzeScan, please see below:

The iManage Work REST connector requires network access to an iManage Work server, versions 10.1 and onward.

  • EzeScan supports the iManage REST API versions 1 and 2.
  • Version 2 API support was added with the EzeScan version 4.3.150 release (14/01/2019).

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 iManage Work product.

Configuring Connection Settings

Standard Authentication


Typically configured for use with on premise iManage instances and for where an EzeScan server instance needs to access iManage as a named user account.

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

To configure these settings globally:

  1. Click the Admin menu, choose Workstation Options.
  2. Click the EDRMS tab and choose the iManage Work (REST) option from the drop down list that appears.
  3. Enter the field information from the table below.
  4. Click the Save button to save the entered settings.
Field
Description
Service URLSpecify the Service URL of the organisation’s iManage Work Server.
Authentication TypeSpecify the Authentication Type as Login.
UsernameSpecify the Username to use when authenticating with the iManage Work Server.
PasswordSpecify the password to use when authenticating with the iManage Work server.
PaginateSpecify the option to retrieve larger datasets; intended for browsing.

OAuth v2.0 Authentication


Typically used where SAML type single sign-on authentication methods are in use.

OAuth info https://en.wikipedia.org/wiki/OAuth
SAML info https://en.wikipedia.org/wiki/Security_Assertion_Markup_Language

The EzeScan/iManage OAuth authentication configuration will require a specific configuration both within EzeScan and on the iManage server itself.

EzeScan Configuration

Field
Description
Service URLSpecify the Service URL of the organisation’s iManage Work Server.
Authentication TypeSpecify the Authentication Type as OAuth.
UsernameThe Client ID is ezescan noting this is specific to the EzeScan client configuration and may differ depending on what has been configured within iManage in either the iManage Control Centre, or the EzeScan manifest.yaml file.
PasswordThe URL used for callback to obtain the login result when the browser navigates away from the common login dialog web page. This URI should not exist as an actual URI on the workstation.
http://localhost:5000/auth/callback
PaginateSpecify the option to retrieve larger datasets; intended for browsing.

Screen grab from EzeScan with example configuration entered as a global configuration via the Workstation Options/EDRMS configuration window of EzeScan.

iManage Configuration

iManage also requires a specific configuration installed on the iManage server and which identifies EzeScan and the required Redirect URI.

The iManage configuration component can be accomplished via the iManage Control Center
For example: https://imanage.company.com.au/work/cc

Substitute your own iManage URL and open the iManage Control Center

Navigate to CONFIGURE/System Setup/Applications as shown at right

Search the list of available applications for EzeScan to confirm if the EzeScan configuration is already in existence.

Assuming EzeScan has not been configured in this instance.

Importing the EzeScan iManage Application package

To add EzeScan click the Blue circle with the Plus symbol within to add the EzeScan application.

The Blue Button will open the application import option of iManage where a pre-configuration package can be imported.

NOTE

The application import file must be a zip file and will contain a manifest.yaml file.

Contact support@ezescan.com.au for the EzeScan application import file package or continue reading for instruction on how to make your own.

Alternatively, the Continue button can be clicked to allow a manual configuration to be performed.

Configuration Window

Once the pre-configured package has imported, the iManage configuration window will open allowing a degree of customisation.

Here we have imported the EzeScan imanage_ezescan_manifest.zip as shown in the Yellow highlighted area.

The Orange highlighted area are Optional items where manual typing is required to fill out the fields.

The Pink highlighted area is the client ID as used in the EzeScan configuration.

It is possible to type a new ID or regenerate the client ID by clicking the Regenerate option.

NOTE

The regenerate option will always create a random string of characters

If the Client ID has been changed from the default (i.e. regenerated), the new ID will need to be used in the configuration of EzeScan (refer EzeScan Configuration table), below is a regenerated client ID example.

Authentication Window

Below are the standard settings as used by EzeScan.

NOTE

The Redirect URL will be the same as that used in the EzeScan configuration

Security Window

Below are the standard settings as used by EzeScan.

Manual iManage Configuration

If you’ve chosen to perform a manual configuration (i.e. have not imported the EzeScan configuration package zip file) please enter the details manually as per those used on previous pages for the Configuration, Authentication and Security pages.

Configuration Completed

When fully configured a search of the iManage Applications window will return EzeScan.

And at this point the EzeScan iManage configuration is complete and EzeScan and iManage should be able to communicate between each other.

TIP: It is important the configuration settings for the EzeScan iManage connection and the iManage EzeScan Application package match each other in both EzeScan and iManage. i.e. the Client ID and URL etc. should be the same in EzeScan and iManage.

Pre-configured EzeScan iManage Application Package File

Field
Description
Notes
File Name

Please contact EzeScan support for the manifest file using case reference 29867 when contacting support@ezescan.com.au


manifest.yaml

The manifest.yaml file is required to be contained within a zip archive in order for iManage to be able to import.
Manifest Contents

The manifest.yaml file contains the following contents


id: ezescan
name: EzeScan
publisher: Outback Imaging IP Pty Ltd
version: 1
api_key: ezescan
api_secret: ignore
redirect_url: http://localhost:5000/auth/callback
scope: user


Note contents are subject to change.

The manifest.yaml file is essentially a small text file containing the contents at left.


Once create the file is renamed to manifest.yaml and packaged into a zip file


e.g. imanage_ezescan_manifest.zip

Creating the manifest.yaml file

Create a “New Text Document.txt” in a suitable location within Windows e.g. the desktop.

Copy the below red text into the “New Text Document.txt”.

id: ezescan
name: EzeScan
publisher: Outback Imaging IP Pty Ltd
version: 1
api_key: ezescan
api_secret: ignore
redirect_url: http://localhost:5000/auth/callback
scope: user

Save and then rename the “New Text Document.txt” to “manifest.yaml”

Zip the file up into a suitably named zip archive e.g. imanage_ezescan_manifest.zip

NOTE

The Windows default is to not show file extensions and will will need to be enabled to be able to see common file extensions, as well, the ability to zip a file is built into Windows.

Please refer to your local I.T. department for assistance with Windows where required.

To show file extensions untick the Hide extensions for known file types in the Windows Folder Options dialog. To show file extensions untick the Hide extensions for known file types in the Windows Folder Options dialog.

Job Settings

There are two ways the EzeScan connector can integrate with iManage Work.

  • Using a simple output to iManage Work profile form.
    • This can be created with a Job only, commonly used for low volume or ad hoc type scanning.
  • Using the KFI and UPLOAD modules.
    • These are detailed further in KFI Field Settings and Upload Settings.
    • 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 iManage Work Profile Form functionality requires that the EzeScan Workstation be licensed with the EDRMS module.

Output documents using profile form


To enable iManage Work output functionality on an EzeScan Job, without using a KFI and Upload:

  1. Click Admin and choose Jobs (F6).
  2. Click the Output tab and then choose the iManage Work 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 iManage Work.

Import documents using work browser


If there is a requirement to import documents from iManage Work into EzeScan, (e.g. for mark-up/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 iManage Work, then another to import from iManage Work, mark-up/redact and save back to iManage Work as a new revision or document.

NOTE

The “Import documents” functionality on a Job is only available when Output to iManage Work is configured - please refer to Job Settings 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 OR click on the New button and save the job as (for example) Create new Revision or Fix a document in iManage Work.
  3. Click the Import tab and select Import file processing option.
  4. Click on Import sources and then the plusbutton to add a new Import Profile.
  5. Select the new Profile and then click on the Connector dropdown, selecting the iManage Work (REST) option.
  6. 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 iManage Work during KFI indexing so the operator can select a document, folder and other metadata 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 iManage Work settings must be configured before a KFI field can use the iManage Work browse functionality.

  1. Open the respective KFI (press F7) form.
  2. Click the EDRMS tab.
  3. Specify the connection settings by either:
    1. Clicking the Use Global Connection Settings checkbox; or
    2. Manually filling in alternative settings that differ from the Global settings.

Configuring browse parameters


Browse Mode

When selected this option enables the iManage Work Classification Browse button on the EzeScan Viewer KFI indexing panel during indexing.

Choose from the following options:

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

When selected this option enables the iManage Work Custom Attribute Browse button on the EzeScan Viewer KFI indexing panel. This will allow the KFI verify operator to choose iManage Work 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 iManage Work Administrator should be able to obtain the custom class fields for your respective iManage Work server.

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

When selected this option enables the iManage Work 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 iManage Work User Browse button on the EzeScan Viewer KFI indexing panel. This will allow the KFI verify operator to choose which iManage Work 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>>

Auto SearchWhen selected, this option will cause a blank search to be automatically performed when a search window is launched.
Allow Multiple SelectionsWhen selected, this option allows for multiple files or folders to be specified in this KFI field.
Return FormatAn expression representing the properties of objects, such as their Description or Name.
Max ResultsA number to control how many objects the iManage Server will return on queries. The higher this number, the longer searches will take.

Upload Settings

The UPLOAD module will obtain the KFI output data to pass into iManage Work saving the document into the respective folder and applying the (KFI’s) 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 iManage Work (REST) in the Upload To list.
  4. Specify the connection settings by either:
    1. Clicking the Use Global Connection Settings checkbox; or
    2. Manually filling in alternative settings that differ from the Global settings.

About the Upload Parameters

Property
Description
Client AttributeThis is the Custom field number being used for the Client field on the iManage Work 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 iManage Work 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 iManage Work Context option in the Upload Properties pane. These are the default iManage Work fields.

Each field can have its input set using the Source Field cell.

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 iManage Work 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 iManage Work document number populated in this field, EzeScan will create a new version of this document.
Parent Document Replace VersionWith a iManage Work document number populated in this field, EzeScan will replace the latest version.
Populate Client Using MatterA iManage Work 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 iManage Work folder that is set to Private access.


(e.g. owned by the current IManage Work 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 iManage Work 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 IManage Work 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

Sub ClassThis is the iManage Work 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 iManage Work 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 iManage Work server. You will need to check with your iManage Work 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 iManage Work 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 iManage Work 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 iManage Work 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 the Profile Form

  1. To run a job to iManage Work with the profile form, confirm that the Other Destination is set to iManage Work. Please refer to Job Settings section 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.
  4. In the Save As Options window the operator can select to either:
    1. Create a New Document
    2. Replace the Original Document
    3. Create a New Version of an existing Document
  5. Click OK. If the New Document option was selected, a folder selection dialog will be shown. The document will then be saved into iManage Work.

    NOTE

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

Running a Simple Job Using KFI and Upload

To run a job to iManage Work 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 the KFI Field Settings and Upload Settings for details on setting this up.

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

  • 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 iManage Work 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. The operator will be prompted to select a folder.
  6. When complete the operator can press Enter or click theto move to the next field.
  7. The operator will be prompted to enter a date.
  8. When complete, press Enter and the submit button will highlight.
  9. Press Enter or click Submit.
  10. The document will be saved into the respective iManage Work folder and metadata applied.

Display Record Number After Saving Record

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