This document only provides information on how to configure the EzeScan NetDocuments Connector settings.

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

For information on NetDocuments solution please refer to the NetDocuments website - https://NetDocuments.com.au

The EzeScan NetDocuments connector uses the NetDocuments Rest API.


Requires use and prior knowledge of EzeScan 5.0

NOTE

The NetDocuments Connector has been designed for use withe EzeScan 5.0. 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 specific EzeScan PRO, KFI and UPLOAD guides. It is also assumed that the operator is experienced with the NetDocuments product.

Requires a valid EzeScan NetDocuments License

NOTE

It is a prerequisite that the EzeScan Workstation has been been licensed for the use of the EDRMS, KFI and UPLOAD modules, along with the NetDocuments connector. Without a valid trial license or production license with these features enabled the NetDocuments connector can't be configured or used.

Configuring NetDocuments Connection Settings in EzeScan

The first thing that needs to be setup is to define the connection settings to talk to your instance of NetDocuments.

There are several ways that can be used to configure these settings with the NetDocuments connector.

Method 1. Configure the NetDocuments Connection settings once in the Admin → Workstation Options form.

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

  1. Open the EzeScan Admin → Workstation Options menu option. The Workstation Options form is displayed.
  2. Click the EDRMS tab and choose the NetDocuments option from the drop down list that appears.

      3. Enter the following information:

Field
Description
API Domain

Enter the API domain country.

e.g. Australia

Client ID
Enter the Client ID that authorises the use of the NetDocuments Rest API.

Client Secret

Enter the Client Secret that authorises the use of the NetDocuments Rest API.

Redirect URLredirect URL used with NetDocuments server. Set in this example to http://localhost
Authorisation Typeset to 'Authorization Code'
O-Auth SigninPress the button on the right hand side of the field to login to your NetDocuments server. Upon successful login an active O-Auth token will automatically populate in this field.


Note: If only connecting to the one server, it is strongly recommended that the NetDocuments connection settings are configured globally here in the Workstation options.

Method 2. Set the NetDocuments Connection settings within a KFI

Note: If only connecting to the one server, it is strongly recommended that the NetDocuments connection settings are configured globally.

When configuring a KFI to use the NetDocuments connector the connection settings panel must be filled in. 

  1. Open the EzeScan Admin -> KFI menu option. The KFI admin form is displayed.
  2. Choose the EDRMS tab. Select the NetDocuments connector to display the NetDocuments Server Settings

    3. Deselect the 'Use Global Settings' option. It should be not be ticked when specifying settings at the KFI module level.

    4. Configure these settings

Field
Description
API Domain

Enter the API domain country.

e.g. Australia

Client ID
Enter the Client ID that authorises the use of the NetDocuments Rest API.

Client Secret

Enter the Client Secret that authorises the use of the NetDocuments Rest API.

Redirect URLredirect URL used with NetDocuments server. Set in this example to http://localhost
Authorisation Typeset to 'Authorization Code'
O-Auth SigninPress the button on the right hand side of the field to login to your NetDocuments server. Upon successful login an active O-Auth token will automatically populate in this field.

Method 3. Set the NetDocuments Connection settings within an UPLOAD

Note: If only connecting to the one server, it is strongly recommended that the NetDocuments connection settings are configured globally.

When configuring an UPLOAD to use the NetDocuments connector the connection settings panel must be filled in. 

  1. Open the EzeScan Admin -> Upload menu option. The Upload admin form is displayed.
  2. The Upload to property will be set to use the NetDocuments connector.

    3. Deselect the 'Use Global Settings' option. It should be not be ticked when specifying settings at the UPLOAD module level.

    4. Configure these settings

Field
Description
API Domain

Enter the API domain country.

e.g. Australia

Client ID
Enter the Client ID that authorises the use of the NetDocuments Rest API.

Client Secret

Enter the Client Secret that authorises the use of the NetDocuments Rest API.

Redirect URLredirect URL used with NetDocuments server. Set in this example to http://localhost
Authorisation Typeset to 'Authorization Code'
O-Auth SigninPress the button on the right hand side of the field to login to your NetDocuments server. Upon successful login an active O-Auth token will automatically populate in this field.

Configuring NetDocuments Import and Profiling in Jobs

The current version of the NetDocuments connector does not offer support for Import From EDRMS functionality with NetDocuments.

The current version of the NetDocuments connector  does not offer a job level profile form because the NetDocuments API does not provide one, hence the requirement to use a Job + KFI + Upload instead..

Configuring NetDocuments Browsing in KFI Fields

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

Configuring NetDocuments browse functionality

This step assumes that you have already setup the NetDocuments Server Settings either in the Workstation Options form EDRMS settings or in the KFI Admin form EDRMS settings.

Use the Admin→KFI form to select a KFI field to modify. On the Field properties form use the EDRMS tab to configure the type of browse or search of NetDocuments to use.

Browse Mode


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

Choose from one of the following options:

Option
Description
EnableWhen ticked, enables the NetDocuments Browse Button on the EzeScan Viewer KFI indexing panel.
Action Type

Available options are:

   Browse Containers

   Search Cabinet Custom Attributes

   Search Custom Attribute Values

   Search Repository Profile Attributes

   Search Workspaces

Depending on the Action Type various Browse property settings can be configured as below


Browse Containers

The settings are:

Search Cabinet Custom Attributes

The setting are:

Search Custom Attribute Values

The settings are:

Search Repository Profile Attributes

The settings are:

Search Workspaces


The settings are:


Configuring NetDocuments field metadata mapping in UPLOAD

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

This step assumes that you have already setup the NetDocuments Server Settings either in the Workstation Options form EDRMS settings or in the UPLOAD Admin form settings.

Use the Admin→UPLOAD form to select a UPLOAD to modify. On the Upload form make sure the 'Upload To' property is set to NetDocuments.

Mapping Source Field values into the required Target NetDocuments Fields


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

Each target field can have its input mapped from the source field cell.

The target field can get its data from a number of sources:

  1. It's mapped to a source field (i.e. one of the KFI fields defined in the associated Job+KFI+Upload set).
  2. It's using a static value , that has either been typed into the source field value column (or browse using a browse button shown to the right hand side of the field value entry box.

The first field target field highlighted in blue in the Field Mapping grids is mandatory, so data must be passed into this field value.

The next 4 target fields are configured as optional, but we are passing values into them as well.

The remaining target fields are grayed out because no mapping has been applied to any of the fields.

Here's a brief explanation of what each target field is expecting to receive

Target Field
Description
Fail On Error

Should always be set using a static value of 'true'

NameIs expecting the name of the document.  It's been populated using the KFI 'Document Name' field value.
Parent ContainerIs expecting the GUID value for a valid NetDocuments Folder. Its been populated using the KFI Field 'Workspace ID' value.

Folder Name

Is expecting the name of a NetDocuments sub folder to place the document into with in the NetDocuments folder set by the previous Folder ID setting.

Missing sub folders are automatically created when they don't already exist.

When empty it is ignored.

Profile

Click on the view button in the right hand side of the grid row.

You will see this information:

Configuring the whole Job+KFI+Upload Process

Building an entire EzeScan Job+KFI+UPLOAD is not within the scope of this connector guide.

This connector guide is designed to give an experienced EzeScan user the additional knowledge required to configure the NetDocuments connector.

What is the easiest way to get a working NetDocuments demo up and running?


NOTE

Now that you have just read through this whole document.

You could ask our support team for a sample EzeScan Job+KFI+Upload using the NetDocuments connector.

You can simply reconfigure it to use your NetDocuments Server connection settings and your NetDocuments user credentials.

We've included some screenshots of how the demo operates and looks.

  1. First we have a NetDocuments Demo job button.
  2. Press the job button. Its configured to import a file from a folder (it can be configured to use a scanner, import from email).
  3. Choose the file to import. We'll choose Settle Statement.
  4. The document is displayed in the EzeScan Viewer.
  5. Press F4 (Function Key F4) to start registering the document. The field indexing panel appears.
  6. Followed quickly by the client search form.
    You can enter some search data and get a list of matching results.
  7. We choose Client ACME and pressed OK.
    The Client Details have been entered in the Client KFI field. Behind the scenes we are keeping track of the Client ID (0001).
  8.  The operator is now guided to the Matter Field. field, and the Matter selection form is automatically displayed on screen. It shows matter relating only to ACME.


         

They double click RR vs WC to select it and close the search form


9. The user clicks in the workspace field and the Workspace for Client ACME for Matter RR vs WC is automatically selected.

10. Next the user click sin the Sub Folder field. A drop down list of standard sub folders is show. They select Correspondence.


11. Next the user is prompted for the Document Name.

This will be used as the name applied to the document when it is uploaded into NetDocuments.
The user can either type free text into this field, or use the OCR pen to rope off some text on the image to use as part of the document name.

12. All the required metadata has been entered. The user presses the Submit button.

13. The document gets uploaded to NetDocuments. Start the NetDocuments web client.

14. Sign in to NetDocuments.

15. Look at Matters to show recent Matters.

Find and open Matter ACME Inc - RR vs WC



16. Open the matter. Navigate to the Correspondence folder.


There's the PDF document that was uploaded into NetDocuments.

17. Double click the PDF to download it , and open it to view the document.