Scan, Import, and Automatically File documents to SharePoint on CloudShare with ccScan

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Scan to SharePoint® on CloudShare® with ccScan Pre-Production testing with ccScan and Cloud-based SharePoint Servers from CloudShare

Overview

This document shows how ccScan, a production-quality document scanning application,

can be used in a pre-production environment consisting of preconfigured, cloud-based

SharePoint servers from CloudShare.

This setup allows for the development and testing of document management applications

for SharePoint with scanning and bulk import functionality provided by ccScan. First, let’s

introduce the applications and systems discussed in this document.

What is SharePoint?

Microsoft SharePoint is a highly popular business collaboration platform for the

enterprise. Typically it is the single point for all information aggregation, search and

collaboration in an organization. Many companies used SharePoint to manage content

such as documents, information and records. SharePoint provides the tools to manage all

of an organization's documents including controlling who can read and update them,

categorize them for easier search and retrieval, and mark them as official records and lock

them down from further change. Since there is more to SharePoint than this short

introduction can cover please visit the SharePoint website at

http://sharepoint.microsoft.com.

What is CloudShare?

CLOUDSHARE® is a global cloud-computing company that delivers innovative cloud-

based IT pre-production solutions for developers, businesses and service providers.

CloudShare understands pre-production environments are different from production

environments. In pre-production, everything is dynamic and is constantly changing as the

development cycle progresses. The ability to setup and make changes quickly and easily is

part of what separates CloudShare from traditional on premise development and testing

environments. CloudShare’s patented technology makes it easy to create, change and

share complex environments in the cloud.

32158 Camino Capistrano Suite A PMB 373 San Juan Capistrano, CA 92675 [email protected]

www.CaptureComponents.com

http://sharepoint.microsoft.com/

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With CloudShare ProPlus, fully configured, multi-server SharePoint environments can be

spun up in minutes instead of days. In addition, these environments can be shared with

anyone, anywhere, with nothing required but a web-browser via computer, tablet or mobile

device. CloudShare ProPlus environments include all the resources that a SharePoint

developer may require to do his job in the most timely and productive way. For more

information please visit the CloudShare website at http://www.cloudshare.com.

What is ccScan?

ccScan is designed to complement the comprehensive content management capabilities of

SharePoint by capturing documents directly to SharePoint document libraries. Although

SharePoint customers can easily upload their documents if they are already in digital

format, paper documents must be scanned first and then manually uploaded. ccScan

eliminates the time typically wasted with such a multi-step, manual operation that consists

of scanning a document locally to the PC, naming this document, creating a folder in

SharePoint, uploading the document to SharePoint, and finally entering values in the input

fields or “columns” attached to the document library.

Instead ccScan does all of the above in a single-step operation that is fully automated.

Naming of documents and folders can be manual or automated by using barcodes or

running counters. All input fields defined for a document library can be entered to index

the captured documents. In addition to scanning paper documents, ccScan has bulk import

capabilities for already digitized documents that allow entire folders to be uploaded to

SharePoint in a single step using wild card file specifications and recursion.

For a detailed look at ccScan, download a free trial version from

http://capturecomponents.com/products/ccScanForSharePoint.html or read the ‘Scan to

SharePoint’ white paper found at the same address.

http://www.cloudshare.com/

http://capturecomponents.com/products/ccScanForSharePoint.html




Create Pre-Production Testing Environment

CloudShare makes it very easy to create and run pre-configured SharePoint servers in the

cloud. Simply login to your CloudShare account and add SharePoint servers to your

account.

Figure 1 - CloudShare SharePoint Server

The screenshot above shows a CloudShare running virtual machine with SharePoint Server

2010. In effect this provides a sandboxed environment for development and testing

purposes. Note the Web Access link in the Machine Details section.




Customize ccScan SharePoint Jobs

When ccScan for SharePoint is installed a set of default scanning and import jobs are

provided which the user can customize. The user can also create new jobs. To customize an

existing job, enter Setup Mode. During installation a “Startup Wizard” is run which asks

for the URL to the SharePoint site so it can provision the set of default jobs. This URL also

needs to be entered in the Host URL field when creating a new job. Enter the CloudShare

URL specified in the Web Access link in the Machine Details section on the Environments

page on the CloudShare web site (see Figure 1 - CloudShare SharePoint Server).

Figure 2 - ccScan Job Setup

As soon as the URL has been entered ccScan will bring up the Forms (Internet) login

dialog. Enter the Username and Password specified in the Credentials section on the

Environments page on the CloudShare web site (see Figure 1 - CloudShare SharePoint




Server). Alternatively enter the credentials of any user created for the SharePoint site. Save

the job and close Setup mode.

You are now ready to start scanning or importing documents with ccScan. ccScan is using

the web services capability of SharePoint to create folders, request the list of custom fields

configured for a Document Library, and upload documents to the SharePoint server

running on a virtual machine in a CloudShare data center.

Figure 3 - Run a ccScan Scanning Job




Deploy Tested Solution

Once the SharePoint-based document management solution has been thoroughly tested it is

ready to be deployed in a production environment. Typically this step involves the

migration of the solution from the temporary SharePoint servers in the sandbox to

production SharePoint servers.

The ccScan jobs created for the document scanning portion of the solution require little

work in this step: simply change the links in the Host URL fields in the jobs to point to the

SharePoint sites of the production environment.

Afterword

We at Capture Components LLC hope that this document is of benefit to you. If it is and you are

able to conveniently and efficiently capture and import your documents to Cloud-based SharePoint

servers on CloudShare, then we have achieved a measure of success. If you choose to use ccScan as

your document capture application, we will do our best to provide you with the highest quality

product and support.

Visit us at http://www.capturecomponents.com

http://www.capturecomponents.com/

Scan, Import, and Automatically File documents to SharePoint on CloudShare with ccScan

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