Reform SharePoint

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The SharePoint plug-in acts as a bridge between Reform and SharePoint/Office 365 SharePoint. It allows you to archive documents processed by Reform to SharePoint Document Libraries where your collection of documents can be shared.

Reform maximizes the integration with Microsoft’s SharePoint by enabling automatic delivery of document information from any operating system, application or device. Whether a document is being printed from the host, scanned in using an MFP or copier, or generated by a user from an application, Reform will capture the process, extract the text and intelligently archive it to SharePoint. With Reform’s alternative input options, more of your valuable information can be effortlessly accessed and easily shared company-wide through SharePoint. Reform can control directory locations as well as custom index information to simplify document retrieval. Fast and easy access to important information is an extremely vital resource, and Reform’s integration capabilities to SharePoint let you obtain the most comprehensive document information archive to improve the workflow of your business operations.

Software & Hardware Requirements

Click Here

Installation

To install the SharePoint Plug-in components, download and run the installer.

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Step through the prompts and accept the User License Agreement. The installation will begin. Allow the installation to complete and then read on to the next section to learn how to set up the SharePoint integration.

The default installation directory for Reform and its Plugins is C:\Program Files\Reform…\. If you have changed the path during the Reform installation routine, please refer to the appropriate path instead of the default one referenced throughout this documentation.

Plugin Registration and Licensing

When evaluating Reform, the Plugins will also be in an evaluation mode for that period of time. Once Reform has been purchased and licensed, the required plugins must also be licensed in order to continue functioning correctly.

Please see the "Reform Licensing and Registration" section of the Reform User Manual for more information on how to license Reform Plug-ins. After the license is entered, the Reform Spooler will need to be restarted to refresh the licenses. More information regarding the Reform Spooler Service can be found in the Reform User Manual.

Tutorial - Sending Your First Document to SharePoint

Very Important: To get the current username and password for Reform’s demonstration SharePoint account, go to: http://www.fabsoft.com/SharePoint/ (Please take note of the username and password for it will be used throughout the configuration.) The username is: tutorial@fabsoft2.microsoftonline.com , since the password is updated regularly it will need to be retrieved from this website.

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First, the Reform VDP must be started. To open it, go to your Desktop FabSoft Reform > VDP >VDP Designer.

1. For the example, we will be creating a new form with an existing template. Go to File > New > New. Select the SHAREPOINT.FTM and click OK.

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2. When it asks if you would like to open a text file for designing, select No.

3. Next, go to File > Save to save your form. Name it SharePointPackingSlip.FOM

4. You can now close the VDP Designer since we have our form which we will be using alongside the Workflow Designer to route the document.

5. *Now that we have our form, we can begin to create the desired SharePoint workflow using the Workflow Designer. First, the Workflow Designer must be started.

6. To open it, go to your Desktop FabSoft Reform > Base > Workflow Designer

7. Once open, we must go to File > New…

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8. Select "Document Automation" and click Ok.

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9. You will now notice that your Inputs, Processes and Outputs have been populated by the various plugins you have installed (SharePoint being one of the Outputs).

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10. Once opened, we can start adding the necessary components to the workflow. First, drag and drop a Form and File object onto the workflow by clicking and holding your mouse on Form and File and then moving your mouse over to the workflow and releasing the mouse button.

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*You will be prompted with the following dialog:

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11. Enter a description for the object you just added. This is done by typing in the provided box. Type "SharePoint Demo" and click Finish. This will take you back to your workflow.

12. Now we are ready to configure the "SharePoint Demo" form and input file. To do so, right click on the newly added object and select "Configuration…" or simply double-click on it.

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13. You are now presented with the Input Setup window. First, we want to select the TextFile or data stream that our form will be using. To do so, you can simply begin typing in the box, or you can browse to find it. We want to select the SharePointPackingSlip.out file. Click the small folder icon to bring up a window which will let us choose that file. Select the file and click Open.

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14. After choosing the text file, you are taken back to the Input Setup page so that you can now select a form. Click the small folder icon to bring up a window which will let us choose the desired SharePointPackingSlip.FOM form file. Select the FOM file and click Op'''e'''n.

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15. Now that you have both your Input Text File and Reform Form selected, the setup of Form and File is complete. You can quickly double check that the correct files are selected and then click Finish.

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16. You will also be prompted to add a page-break field to the forms. At this point, we want to select No.

17. To finish the SharePoint workflow, we want to add a SharePoint Output. We use the same drag and drop procedure as with the "Form and File" (see step 9). Take your mouse and drag the "SharePoint" object from under Output onto the workflow somewhere below your Input. Once you release your mouse, you will be prompted to describe "SharePoint". Type "SharePoint Upload" in the box and then click Finish.

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18. Once you click Finish, you are taken back to your workflow. Your SharePoint will have a Red Caption because it is not yet configured. To configure SharePoint, you must first connect the Form and File object titled "SharePoint Demo". To do so, first select the "Add Connector" button from the menu bar. Next, drag your mouse from the small "x" underneath "SharePoint Demo" to the small "x" above "SharePoint Upload" as pictured below. When the connection is complete, the connecter will turn black (if red, connection has not been made correctly, try again) and the "SharePoint Demo" caption will turn green.

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19. You will be prompted to configure SharePoint upon completing the connection. Click Yes. If you clicked No, you can double click on the SharePoint object or rightclick and select "Configuration…" to begin the setup. This configuration will step you through all the settings necessary for SharePoint to successfully connect to a SharePoint server and upload files. The first piece of information is the file type you want your document to be archived with into SharePoint. Select "PDF File" and click Next.

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20. To use the Reform demonistration SharePoint account, copy/paste or type in the following for the ServerURL:

https://fabsoft2.sharepoint.com/Demonstration%20Site/

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21. Enter the Username. Click Next.

The username is: tutorial@fabsoft2.microsoftonline.com , since the password is updated regularly it will need to be retrieved from our website. (Refer to this site to get the current credentials for Reform Tutorial: http://www.fabsoft.com/SharePoint/)

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22. Type in the password and click on Next.

(Refer to this site to get the current credentials for Reform Tutorial http://www.fabsoft.com/SharePoint/)

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23. Skip the domain field by clicking on Skip.

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24. You might need to wait a few minutes while it’s loading the SharePoint properties. If you entered any incorrect information, close any dialogs that may come up and try the configuration again. When the wizard window appears, Select Tutorial for the Document Library where you would like to upload your document. Click Next. Note: If you are using a different SharePoint server than the one described in this tutorial, you may see different libraries available.

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25. Select Tutorial for the directory and click Next.

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26. Type in a Filename. Using a unique file name will help you find the file easier later. Click Next.

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27. The following screen asks for the CUSTOMER NAME that the upload will be archived under. Here we would like to use data that is available in the data stream instead of a static value. To do so, we first must click the "Click here to select variable information" button. Note: The attributes available for configuration are based on the directory selected. If you select a different document library or folder, you may see different attributes than the ones listed in the next few steps of this manual.

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*Note-After doing so, we see that a list will appear with the different fields that you can choose for your variable data. We will be selecting from this list, but if you needed to still type static data, you can do so by clicking the appropriate button for static information and then typing it in.

28. Now we want to use ShipAddress as our "CUSTOMER NAME" value. Select ShipAddress from the list and click Next

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29. For "DATE", we would like to again use variable data from the print stream. To do so, first click the button "Click here to select variable data". From the list that appears, select ShipDate and click Next.

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30. Type in 121280 for the Deal Number and click Finish.

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31. You have completing configuring your simple SharePoint workflow. Your 2 objects ("SharePoint Demo" and "SharePoint Upload") should all be green meaning they have been successfully configured and the workflow is ready to be created.

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32. To make all the appropriate forms and changes, the workflow must be executed. This is done by clicking the "Execute" button

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on the menu bar. After execution, you will be notified about what has taken place. Click OK.

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33. You can now close the Workflow Designer. Your form has been saved in your default forms directory. A backup of your original SharePointPackingSlip.FOM file has been copied to the "Workflow Designer Original Forms" folder in your forms directory. Any permanent form changes should be made to this original form as it is used throughout the form configuration process as a template. If changes are made to this template, you will have to execute your workflow again to see the changes in the forms.

34. To test your settings and make sure that files can be uploaded, the Spooler should be started by clicking Start > Programs > Reform… > Spooler. Once it is open, press the Start button.

*If it was already running, it will need to be stopped and restarted so that it recognizes the new forms that were created by the Workflow Designer.

Note: make sure that SharePoint Service is running. For more information please see the Starting SharePoint Service section at the end of this document to start it manually.

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35. Navigate to your \Reform…\Backups\ directory. Select the SharePointPackingSlip.out file, right click the file, and select Copy

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36. Navigate to your \Reform…\Spooler\ directory. Paste the file into the Spooler directory. (Pasting the data stream to this folder simulates printing from Windows, AS400, Unix, etc.) FabSoft has many capture agents that will deliver the print job or file into this directory automatically see Capture Agents. A Popular method is to user the included printer driver, Video

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37. When the Spooler Application begins processing the file, you will notice the file name change to something similar to the image below.

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38. Once the document is processed, the demonstration is complete. If you are not getting your output, Reform Spooler might not have the correct permissions to process the file. Please see the Reform manual for more information. You can re-test the document by copying the file from the backup directory to the spooler directory again. You can also create a new form and configure it using the Workflow Designer

Viewing your document in FabSoft’s SharePoint Demonstration Site

1. Open your internet browser and copy this address

http://www.fabsoft.com/SharePoint/

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2. You will be asked to enter the username and password on the next screen so please take note of the Username and Password. Click on Continue.

3. Enter the username and password from the previous screen. Click Ok.

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4. On the left side under Documents, click on Tutorial to see your uploaded document.

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5. Documents uploaded are listed in the Tutorial Library. You can open the document and also view the attributes associated with the document.

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Maintenance

There are certain directories and SQL tables that need to be monitored for growth along with the MOST plug-in for Reform. As a system processes more and more jobs, the size of these directories and SQL tables can grow very quickly. Overall system performance can be affected by the large amounts of space that the files may take up. Also, there exists a 10GB database limit if using the Microsoft SQL Server Express supplied with this installation. Obsolete files/database entries should be deleted according to your needs and file retention specifications.

Please see the Reform Health Monitor and Maintenance Utility section in the Reform User Manual for more information and instructions for monitoring and maintaining your server. It is recommended to monitor the following directories and SQL tables for growth:


Directories:

C:\Program Files\Reform…\Backups

C:\Program Files\Reform…\Spooler\ImageQueue

C:\Program Files\Reform…\Plugins\SharePoint\Uploads

SQL Tables:

Reform_Sharepoint_Trans

Starting SharePoint Service

Go to Control Panel > Administrative Tools > Services

Right click on RM_SharepointMonitor > Properties. Under Service status click on Start.

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This service acts as a liaison between Reform and Microsoft SharePoint. It allows for Reform to upload documents and their properties to the SharePoint server.

Troubleshooting

Q: Nothing is happening after the form is processed. How can I determine the cause of an issue?

A: Check the Event Log for errors related to Reform or the SharePoint service. The Event Log can be access by going to Control Panel > Administrative Tools > Event Log. This will usually give you a good idea about why the SharePoint plugin might be failing.

Other company or product names mentioned herein may be trademarks or registered trademarks of their respective companies


SharePoint Issue Ticket

*User’s Name: ___________________________________ *User’s Login Name: ______________________________

*User’s Email Address: ____________________________ User’s Building: _________________________________

User’s Department: ______________________________ Support Contact’s Name: __________________________

Support Contact’s Email: __________________________ Support Contact’s Phone: __________________________

*Severity of Issue (Please check one):

    □ 0 - Test environment (non-production)
    □ 1 - Users are affected, but able to continue business

□ 2 - Users are affected and it is affecting business, other functionality is working properly

□ 3 - The software is not functioning properly at all – system outage

Number of Users Affected: _____________ List Each Users Login Name ________________________________

_________________________________________________________________________________________________

_________________________________________________________________________________________________

*Description of Issue:

_________________________________________________________________________________________________

_________________________________________________________________________________________________

_________________________________________________________________________________________________

_________________________________________________________________________________________________

*Observations about issue:

Frequency of Issue: Once / Random / Every Attempt / Other (Please Describe): ________________________________

_________________________________________________________________________________________________

First Occurrence (Date/Time): _____________________ Latest Occurrence (Date/Time): ________________________

  • *Issue is occurring at (Fill in all fields for Reform Server and SharePoint):
  • Reform Server(s)

Reform Server IP(s): _____________________________________________________________________________

  • SharePoint

SharePoint URL: ________________________________________________________________________________

* Additional Information

*Have any changes been made to the Reform Server or Environment? yes / no If yes, What? When? By Who?

_________________________________________________________________________________________________

_________________________________________________________________________________________________

*Can the user access SharePoint website? yes / no If no, please explain ____________________________________

_________________________________________________________________________________________________

*Did the user’s credentials (username/password) change recently? yes / no If yes, When? ______________________

*If speed is an issue, please list the time it takes a document to process to SharePoint: _______seconds / minutes

Additional information when using the MOST plug-in with Reform

Is caching being used? yes / no

  • MFP (If using the MOST Plug-in for Reform from an MFP)

Number of MFPs Affected:_______________________

MFP Java Version:______________________________ MOST Version: _________________________________

MFP Serial #:__________________________________ MFP IP: _______________________________________

MFP Model #: _________________________________ MFP Location: __________________________________

  • Workstation (If using the MOST Desktop Plug-in for Reform from a workstation)

Number of Workstations Affected: ________________ Workstation OS: XP / Vista / 7 / 10

Workstation IP: ________________________________ Workstation Name: _____________________________

* Fields are required