Open Bee Connector

The Open Bee Connector node allows you to distribute documents to Open Bee, a popular digital platform and intelligent document management system. Documents can be sent to Open Bee via an automated workflow, or you can log into Open Bee directly at the MFP panel.

Notes: To use the Open Bee Connector, you must have an Open Bee account.

To open the Open Bee Connector Node properties window, add an output node for Open Bee to your workflow and double-click on it.

• Enabled - To enable this node in the current workflow, check the box at this field. If you leave the box blank, the workflow ignores the node and documents pass through as if the node was not present. Note that a disabled node does not check for logic or error conditions.

• Node Name - The node name defaults into this field. This name appears in the workflow below the node icon. Use this field to specify a meaningful name for the node that indicates its use in the workflow.

• Node Description - Enter an optional description for this node. A description can help you remember the purpose of the node in the workflow or distinguish nodes from each other. If the description is long, you can hover the mouse over the field to read its entire contents.

Buttons

• Metadata - To access the Metadata Browser window, click this button.
• Help - To access Dispatcher Phoenix Online Help, click this button.
• Save - To preserve your node definition and exit the window, click this button.
• Cancel - To exit the window without saving any changes, click this button.

Connecting to Open Bee

To connect to the Open Bee Connector, do the following:

1. In the Connection area, enter the URL of the Open Bee server in the Server Address field.

2. Using the drop-down, select the Authorization Method you would like to use.

3. If you selected the “User Credentials” option, use the Username and Password fields to enter a valid username and password to connect to the Open Bee server. If you selected the “API Key” option, use the API Key field to enter the API Key associated with the Open Bee server. More information about the API Key can be found in the Open Bee Online Help.

4. If needed, update the value for the Connection Timeout field. This field determines the maximum number of seconds for which the node will attempt to establish a connection to the Open Bee server. If no connection is made in the allotted time, the connection attempt will terminate.

5. Select the Login button to log in.

   

After login, the Login button will become a Logout button, and the rest of the configuration fields will automatically populate.

Configuring the Open Bee Connector

Once connected, you can select the Filing configuration and the Folder you would like documents saved to. Do the following:

1. In the Filing area, use the Filing Rule dropdown to select a Filing Rule. A Refresh button is available to update the field with the newest options. Once a Filing Rule has been selected, any additional Filing Rule Fields will populate. Enter any necessary information in the Filing Rule Fields.

   Notes:

   • This field does not support configuring a Filing Rule with a list that allows multiple selections and the “Add to list” option.
   • Open Bee User and Group metadata is not supported in the node or Index Form.

2. Enter a description in the Document Description field.

3. In the Folder Browser area, select the folder or sub-folder you would like to distribute documents to. You can also enter a folder path in the Path field provided. If you enter a folder path does not exist, the folder will be created in the Open Bee server.

   

Note:

• All Filing Rule and Folder browser fields support metadata.
• If you configure a Filing Rule that includes a folder path, the Folder Path field will become read only and will not be editable. Documents will be distributed according to the folder path defined in the Filing Rule.

Options

Use the Options button in the upper-right corner of the Folder Browser area to configure the folder view or add a new folder. The drop-down menu includes a shortcut key for each option:

• Show Documents - To show files within the folder browsing view, select this option.
• Show Tree View - To view the complete folder structure in a tree view, select this option.
• Create New folder - To create a new folder in the currently selected folder path in Open Bee, select this option. The Create New Folder window appears. You can enter a Folder Name and a Folder Description.
• Refresh - To refresh the folder browser view (Show tree view or Show files) in Open Bee, select this option.

Sending Documents to a New Folder

To create a new folder in Open Bee to scan to, select the New folder option from the Options drop-down menu or press Ctrl + Shift + N.

In the Create New Folder window that appears, enter the name for the new folder in the Name field and a description of the folder in the Description field. Then, select the Create button. The newly created folder will now appear in the Folder view.

File Name Restrictions

The following restrictions apply to file names:

• Leading or trailing spaces will be automatically removed from file names.

• Non-printable characters cannot be included in a file name (tabs, newlines, etc.)

• Do not use < >  :  "  /  \  |  ?  *. These characters will be automatically deleted when creating the file.

Creating an Open Bee Connector Service Index Form

When the workflow is configured with a Service Account Index Form, users will be automatically logged into a single Open Bee account before they begin scanning. To create an Index Form that allows you to customize your Open Bee Connector node at the MFP, do the following:

1. Make sure that your workflow includes a Open Bee Connector node.

2. Use the drop-down in the node to select the Authorization Method you would like to use.

   Important! It is recommended that you enter the user credentials or API Key in the node before configuring the Index Form to ensure they are encrypted. Passwords and API Keys entered in the index form directly are not encrypted.

3. If you selected the “User Credentials” option, use the Username and Password fields to enter a valid username and password to connect to the Open Bee server. If you selected the “API Key” option, use the API Key field to enter the API Key associated with the Open Bee server. More information about the API Key can be found in the Open Bee Online Help.

4. In the workflow window, click on the Forms dropdown in the toolbar and select Create New Index Form to open the Index Form Builder, as in the following illustration:

   

5. Select the Blank Index Form option in the pop-up. Then, drag the Open Bee Connector Service Account button to the Index Form Builder working area. Several fields will populate, as in the following illustration:

   

6. If you are using an API Key as the login method, select the API Key component and enter the API Key for the Open Bee Account in the Default Value field. If you are using user credentials as a login method, select the Username and Password components and enter the proper values in those fields.

7. Enter any additional information in the fields provided, depending on the needs of the workflow.

8. Validate, Save, and close the Index Form Builder.

9. Attach the Index Form to a node that supports Index Forms, such as the MFP Panel node, Batch Indexing node, or DP Mobile node.

Note:

• If you use an index form for a rule that has a preconfigured folder path, you will still have access to the folder browser, but any changes to the folder browser path will be overwritten by the folder path defined in the rule.
• There may be multiple pages to the index form.
• Index forms that include a list with “Enable Performance mode for the list” enabled are not supported at the MFP.
• Index forms with a Filing Rule that contains a list that allow manual additions to the list are not supported at the MFP.

Creating an Open Bee Connector User Account Index Form

When the workflow is configured with a User Account Index Form, you will be prompted to log into your Open Bee account at the MFP before you begin scanning and sending. To create an Index Form that allows you to customize your Open Bee Connector node at the MFP, do the following:

1. Follow steps 1 through 4 from the Creating an Open Bee Connector Service Index Form, except you click and drag the Open Bee Connector User Account button to the Index Form Builder working area.

   

2. Enter any additional information, such as preconfigured Archive Fields.

3. Validate, Save, and close the Index Form Builder.

4. Attach the Index Form to a node that supports Index Forms, such as the MFP Panel node or Web Capture node node.

Note:

• If you use an index form for a rule that has a preconfigured folder path, you will still have access to the folder browser, but any changes to the folder browser path will be overwritten by the folder path defined in the rule.
• There may be multiple pages to the index form.
• Index forms that include a list with “Enable Performance mode for the list” enabled are not supported at the MFP.
• Index forms with a Filing Rule that contains a list that allow manual additions to the list are not supported at the MFP.

Open Bee Index Form On MFP

When the Open Bee Connector is configured with an Index Form, the user will be able to enter their account credentials, browse through archives, and add any necessary additional information. To use the Open Bee Connector at the MFP Panel, do the following:

1. At the MFP, open the workflow containing the Open Bee Connector and the node associated with the Index Form that you have already configured.

   

2. If the Index Form was built using a properly preconfigured Service Account form, you will be automatically logged in. If the Index Form was built using a User Account form, you will need to provide the Username and Password, if they have not been preconfigured. Then, select Login. You will see the Select Filing Rule screen.

   

3. Select a Filing Rule and enter any additional information. If you select a rule that includes a folder path, that will overwrite anything entered in the Folder Path field. You will receive a notification:

   

4. Enter any information needed in the Filing Rule Fields, as in the following illustration:

   

5. Select the Copy button to begin uploading your document.