NetDocuments MFP DMS Profiling

MFP DMS Profiling enables device users access to folders stored in a legal document management system (DMS) from a multifunctional printer (MFP). Document profiling is used to specify the DMS cabinet/folder location, format, and metadata needed for delivery, identification, and searching purposes. With MFP DMS Profiling, device users can scan documents to their Client, Matter, or other folders directly from an MFP.

Before you begin

Administrators must have the NetDocuments software installed, DMS license, and connector set up to work with MFP DMS Profiling. A folder, various properties, and default profile are also required as part of this configuration. In addition, embedded device client installation, device buttons, job properties, and rulesets are needed to complete the MFP DMS Profiling setup.

Note: Although various instructions highlight NetDocuments usage, the instructions provided are for setting up MFP DMS Profiling only in the AccuRoute Server Administrator.

Prerequisite

NetDocuments software installation and DMS connector license
- Refer to NetDocuments for Administrators for information about requirements, installation, and setup.

See Activating a License for more information.

Administrators must complete the following tasks.

Folder setup

A new folder must be set up with the following parameters in the Server Administrator.

To create a new folder

In the Server Administrator, expand Configuration.
Right-click Folders.
Select New > NetDocuments. The Folder Properties dialog box appears.

See the Folder Properties > General dialog box example below.

Specify a folder name in the Name box.
Select Allow users to navigate to sub-folders.

Note: The Allow users to create sub-folders and Allow printing from folder options are not supported when using MFP DMS Profiling. Ensure these options are not selected.

Use the default folder key or specify a new one in the Folder Key box if necessary.

The folder key is a folder’s unique identifier. The first folder created uses the default folder key and DMS connector rule. The folder key must be changed if you create more folders. Each folder created must have its own unique identifier. In addition, each folder created must have it's own rule that identifies the folder's key. The new rule can be created by duplicating the original DMS connector rule and changing the Destination criteria to the new folder key .

See example and syntax below.

Original DMS connector rule

If providerkey is "NetDocuments" then route to connector {PDF via NetDocuments on the Server}

Copy of DMS connector rule

Copy of If providerkey is "NetDocuments" then route to connector {PDF via NetDocuments on the Server}

Criteria Expression

Select the copied rule and replace the Destination value with the new folder key value inside the quotes.

{RecipientType} = $RecipientType.PROVIDERKEY AND {Destination} = "newfolderkey"

See Duplicating Rules for more information.

Configure the DMS

Select the Settings tab.
Select Configure the DMS.

See the Folder Properties > Settings dialog box example below.

For NetDocuments Administrators only

Select Authorize on the NetDocuments Login Configuration dialog box.

See the NetDocuments Login Configuration dialog box example below.

Type your username and password and select Login on the NetDocuments Authorize dialog box.
Select Allow on the AccuRoute/NetDocuments Login Authorization dialog box.
Select Finish. The “Successfully configured the DMS” message appears.
Select OK.

Default Profile setup

Administrators create a profile in the Server Administrator that identifies a default container/folder location, profile template, metadata, and other properties as a starting point for MFP device users. The default profile and its parameters will be used for delivery purposes unless other parameters are specified in the workflow, for example, prompts requesting additional information from a device user.

Note: At this stage of the setup, you are selecting parameters created in NetDocuments.

To create a default profile for NetDocuments only

1. Select Create Default Profile. The Select Container dialog box appears.

See the NetDocuments Select Container dialog box example below.

Select the container/folder to set as a default.
Select a profile template to use.

Note: Profile templates may have metadata requirements that you will need to complete as part of the setup.

Select OK. The Set Job Properties dialog box appears.

DMS properties are pieces of data from your DMS server used by the AccuRoute server for delivery and identification purposes. The DMS properties are referred to as job properties when creating the default profile.

Review the job properties and values from your DMS server on the Properties table, edit if necessary or select Add to create new job properties to meet your Profiling workflow requirements. Any new job property created will be highlighted and added to the bottom of the Properties table.

Select OK on the Set Job Properties dialog box.
Select OK. The “Successfully created profile” message appears.
Select OK on the Server Administration Extension dialog box.
Select OK on the Folder Properties dialog box. The job properties are auto created in the Server Administrator and appear in Job Properties > Auto-Created.

User Group access to specified folders

Administrators must enable user groups to select specified DMS folders from the device by selecting Groups in the Server Administrator.

To enable user groups to select specified folders

Select the appropriate group in the Details pane, for example, Default.
On the Group dialog box, go to Jobs and select Folders.
Select the Enable members of this group to select the specified folders check box.
Select the appropriate NetDocuments folder check box on the list.
Select OK.

MFP Device Button setup

Device buttons can be added to a device after you have successfully installed the Embedded Device Client and set up a device group.

Adding a Scan to NetDocuments device button

The following example illustrates how you can add a device button.

To add a Scan to NetDocuments device button

In the Server Administrator, select Devices.
Right-click the appropriate device group in the Details pane. The Properties shortcut menu appears.
Select Properties. The Device Group Properties dialog box appears.
Select Add. The Add Button dialog box appears.
Select a button type on the Type drop-down list, for example, Scan to Folder.
Type a button name in the Name box, for example, Scan to NetDocuments.
Select OK on the Add Button dialog box. The button appears on the Device Home Screen list.
Select Scan to NetDocuments on the list. The Button Properties dialog box appears.
Select the Options tab.
Select the Display the following folders check box and choose which folders you want to display on the device home page.

Note: You can specify additional button properties by selecting the appropriate tab, for example, Prompts used to provide users with prompts for additional information at the device. The buttons can be configured to meet your specific workflow requirements.

Select OK on the Button Properties dialog box.

Select OK on the Device Group Properties dialog box.

NetDocuments MFP DMS Profiling

Before you begin

Prerequisite

See also