Business Connect
Business Connect makes it easy to fully manage, integrate and extend business processes to a highly mobile workforce with this improving the quality of field-collected data. It enables employees to capture and submit documents and images, access files and securely print documents anytime at multiple locations.
The advantages of Business Connect are manifested via a smart phone application that connects to a server, enabling access to pre-configured print and capture services.
The range of supported Kofax servers include:
- Equitrac
- SafeCom
- Autostore
- eCopy (from v6.0 release)
How does Business Connect work?
When eCopy is used with Business Connect, the selected (pre-scan) ShareScan workflows can be launched from the Business Connect mobile application from the Activities menu. When an activity (that is, a ShareScan workflow) is selected, all the workflow forms that usually show up on an MFP screen will be displayed. The form layout is simplified, since the input fields and buttons are rendered in a single column, and the interaction with the form is optimized for mobile experience. The purpose, functionality and behavior of the forms is identical to those of the forms on a scanning device.
Once all the forms are filled/processed, the user of the mobile application can attach one or more images or documents from the mobile device - these can be images created with the built-in camera of the device, an email attachment or other file accessible on the mobile device.
Install Business Connect?
Follow the steps below to install Business Connect server to your computer:
- Click the download link you received in email and save the executable to your computer.
- Run the installer by double-clicking the Business Connect installer executable file and click Next.
- Accept the EULA and click Next.
- Provide Customer Information (User Information, Organization) and click Next.
- Leave the default installation path in place or change it if required and click Next.
- Select between Complete and Custom installation options.
- Select the individual components to install on the Custom Setup screen (only required if you selected Custom installation option on the previous screen) and click Next.
- Click Install to start installation.
Configuring Business Connect
Once Business Connect web server is installed, proceed with the following steps:
- Click Launch Configuration Manager on the last installer screen.
- Click the Workflow Engine tab on Business Connect Server Configuration Manager wizard.
- Provide Server address and Mobile service port in Connection settings; make sure the Enable Workflow Engine connection check box is selected.
- Click Apply and OK to close the wizard.
Configuring mobile devices in ShareScan
In ShareScan, mobile devices are not registered on a one-by-one basis, but represented by the Business Connect server acting as a hub. This is so because the mobile devices are connecting to the Business Connect mobile server, which relies on the services of ShareScan provided as a Web API to the Business Connect mobile server.
Unlike in the case of MFPs, individual mobile endpoints (devices) are identified by their user, not by the physical devices.
This also implies that a single identified user (identification happens via Windows Active Directory username and password based authentication on the mobile device) can use ShareScan workflows only from a single mobile device at a given point of time. Though a single user is allowed to have multiple mobile devices (see Business Connect documentation for details), only one of them can have an active session with ShareScan.
One or more Business Connect server(s) can be registered in the following way:
This is necessary since the Business Connect mobile client can only be used with user logon.
If Session Logon Service is properly configured, the Add BC Mobile Server menu item becomes available in the right-click menu of the Devices tab:
By selecting it, a simple dialog box appears, requiring Port and Domain information to set up the Business Connect mobile server connection:
Specify a TCP port that is used by the Business Connect mobile server to connect to the ShareScan server. The default port in Business Connect (see below how to configure) is 3291, but you can use any port not in use by your server.
Make sure that the port specified is not open or blocked by any firewall, router or connectivity software.
Also specify the domain you want to grant permission to log in on a specific Business Connect server.
Only a single domain is allowed on a given instance of an Business Connect server (cannot be specified on the mobile client login screen), so the selected value will be used for all the devices connecting to the specific instance of the Business Connect server.
If a single ShareScan server is to be used in a multi-domain environment (with mobile devices), the possible configuration is to have separate Business Connect servers (each of them on a separate computer / VM), with distinct Business Connect mobile server 'devices' in the ShareScan Administration Console and each of them configured for a specific domain.
There are two domains in the system: TEST1 and TEST2. Both have a dedicated Business Connect mobile server, (installed on two separate VM / computer).
The first one uses port 3291 to connect to the ShareScan server, while the other one uses port 3292.
Users from the TEST1 domain should connect to the first Business Connect sever, while users in the TEST2 domain should connect to the second Business Connect server.
After successful Business Connect server installation, you need to set up the ShareScan server IP address and port in the Business Connect server configuration tool:
Enter the IP address of the ShareScan server in the Server address field and the port number in the Mobile service port field (the one you specified when adding the Business Connect server on the ShareScan Administration Console Devices tab.
For the operation and administration of the Business Connect server, see the corresponding documentation.
From the connector assignment point of view, you can manage the Business Connect server on the Devices tab as a 'virtual hub' for all the mobile devices connecting to that Business Connect server.
You can assign configured connectors and services in the same way as for a real device.
User configuration via Active Directory Security Groups or Organizational Units is also supported.
Secure HTTP Connection
With Business Connect already configured, follow the steps below to enable secure HTTP communication:
- Launch Business Connect Server Configuration Manager.
- Click the Workflow Engine tab.
- In Choose certificate list, select <New self-signed...> to create a a new .pfx certificate, or select <Import...> to load an already exisitng one from a preferred path. Business Connect copies this path to %programfiles%\Kofax\Business Connect\Config folder, which is the default path.
- If you chose <New self-signed...> in step 3, provide Company, Expire date and Password in the New Self Signed Certificate dialog and click OK.
- Specify previously provided password in Certificate field if you chose <Import...> in step 3. Click OK.
- Right-click in Device Configuration section Administration Console and select Add BC Mobile Server.
- Load the certificate via Choose certificate field. Specify the password you provided earlier.
- Check License status in Business Connect Server Configuration Manager. It should display Licensed. status.
Licensing Business Connect
Business Connect features user-based licensing. A license with a set number of users included serves the first set number of users. For user blocking or unblocking, select the BC Mobile Server > User management option in Administration Console and check/clear the Blocked check box next to the user's name to block/unblock them in the Manage Business Connect users dialog.
In case there is a 10-user scenario that consists of 3 licenses (5 users + 2 users + 3 users) the system does not allow more than 10 users to be licensed. If the administrator deletes the 5-user license, any further users are only accepted if he first replaces the deleted license with one that has a higher number of free user spaces than the one deleted (at least 6 users).
If the number of free licenses is reached due to license deletion, the administrator must set the number of licenses to an available state for new users to be eligible for licensing.
Use case 1
Joel submits documents for Bates Stamping
Joel is a legal worker. For many days, he has been working on a series of documents and contracts focused around a substantial deal for one of the major clients of the firm. While at a meeting, he is asked if he can send the documentation to some of the senior executives at the client’s office but on the condition that the proper Bates stamping is in place. Fortunately, the folder he used for saving his work on his computer is accessible through My Files in the Business Connect application. Using an administrator predefined workflow process, Joel creates a new activity in Business Connect, fills out the email information and attaches the documents. Afterwards, the documents are sent to eCopy ShareScan for processing where the proper Bates stamping is provided and then copies are sent to the email addresses that Joel provided.
With version 6.0 or higher release of ShareScan, by using the new Scriptable Forms feature, it is possible to define and use workflows in which the main subject of the workflow is not a captured (scanned, photographed or otherwise created) document or file, but the information entered by the mobile worker or provided by other means, like location information or barcode recognition.
The Business Connect mobile client used together with the Scriptable Workflows feature allows the following special input fields and methods to be used on forms:
- location (GPS coordinates)
- address input with map support
- barcode recognition
- signature input
By utilizing these, a wide range of mobile workflows can be set up and offered to smart phone users.
Use case 2
Nancy submits photos and data onsite from a car accident
Nancy who works for the XYZ insurance company collects data about any car damage to begin an insurance claim process.
With an Business Connect workflow implemented in ShareScan, she can collect all the necessary information using her mobile phone:
- She can take photos of the car.
- The workflow will offer a form to fill on her mobile phone:
- Using the Address input field (providing a map), she can define the exact place of the collision / accident causing the car damage
- Using the Barcode input field of the form she can simply scan the license plate number from the registration documents of the car (and she can verify them against the data stored in the central car database)
- She can enter different data (driver’s comments, personal data, and so on) on the form
- Once all these are complete, she can have a confirmation signature from the car owner
- When the form is submitted, it will contain all the collected data and the photos taken.
- On the server, these data will be combined to a PDF document, which contains:
- A printable form filled with all the data collected by Nancy, where a blueprint form is used which is the official form of the company, traditionally filled by handwriting.
- At the end of the multi-page form, all the photos are inserted.
- The PDF file is uploaded to a SharePoint document library, and the exact destination (whether it is a privately used car or one used for business purposes, a truck or a car and so on) is determined based on some data collected by Nancy.
Business Connect client limitations
The Business Connect client has some limitations compared to the general ShareScan workflow:
The Image upload form of the Business Connect is essential in the Business Connect workflow. The Business Connect Image upload form is the equivalent of the ShareScan Preview form, therefore the ShareScan workflow should be configured to show the Preview form:
Required setting: Preview Screen = NOT Hide
The Image upload form of the Business Connect is the last form in the Business Connect workflow, no form can be shown after the Image upload form, therefore the ShareScan workflow should be configured without any form/UI after the Preview form.
Required settings:
User data entry = During scan
Background processing = Enabled
Bypass redirect screen = Enabled
Logoff Automatically = NOT Enabled
No UI can be set up after the Preview form, even the services or extenders should not be set with any form after the Preview form.
If a connector profile is not configured with the above Business Connect compatible settings, this profile is shown as Not Supported on theBusiness Connect client.
Profile requirements for the Business Connect client:
User data entry = During scan
Background processing = Enabled
Preview Screen = NOT Hide
Bypass redirect screen = Enabled
Logoff Automatically = NOT Enabled