Scanner Plus for Dynamics CRM - Clew...

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Scanner Plus forDynamics CRM

Scanner Plus for Dynamics CRM

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Table of contents

Overview .......................................................................................................... 3Installation ........................................................................................................ 3

Initial Installation ........................................................................................... 4Installation Details ...................................................................................... 4

Subsequent Installation ................................................................................... 6Setting up CRM connection parameters ............................................................. 6

Using Scanner Plus ............................................................................................. 8Quick Start Usage .......................................................................................... 9Advanced Usage .......................................................................................... 10

Settings ........................................................................................................... 11Settings for Users ......................................................................................... 12

User Settings ........................................................................................... 13CRM Connection ....................................................................................... 14

Settings for Administrators ............................................................................ 15User Defaults/ Overrides ........................................................................... 16Entities .................................................................................................... 17

Search ................................................................................................ 18Storage ............................................................................................... 19Processing ........................................................................................... 20

File Name ................................................................................................ 21Licence .................................................................................................... 22Current Record ........................................................................................ 22Logging .................................................................................................. 22

Clew Current Record Service .............................................................................. 23Release History ................................................................................................ 27


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Overview

Microsoft Dynamics CRM/Dynamics 365 is a powerful product supporting most aspects of customerinteraction including phone calls, e-mail, word merges and meetings. But often customers or others sendyou documents. Scanning these and linking to appropriate records can be very labour intensive. ScannerPlus simplifies and streamlines this process. It offers the following features:

· Scans from most TWAIN compatible scanners · Scans, saves and links to CRM record with asfew as 2 clicks from one screen

· Links to currently viewed record, recentlyaccessed record or use quick find

· Saves in PDF, TIF, JPEG or BMP formats

· Configurable scan parameters · Scans can be stored as notes on records, noteson linked activities or in SharePoint documents,all configurable

· Allows user to assign categories to scans andautomatically trigger workflows and actions, forexample to notify CRM users

· Crop and rotate images if required

· Supports automatic document feeders andautomatic duplex scanning

· Central configuration of key settings. Userconfiguration of other settings.

· Works with CRM 2013, CRM 2015, CRM 2016and Dynamics 365

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Installation

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Initial InstallationScanner Plus is very easy to install. Installation needs to occur on at least one workstation, ideally one witha scanner and needs to be done by a user with administrator rights on that workstation and who is a systemadministrator on the CRM system.

The following steps are required for the first installation on any CRM system:1. Install on a workstation using the provided install file. This also makes the CRM solutions available on

the workstation2. Select the appropriate CRM solution for your version of CRM. These are present in the Solutions folder

under the install folder, which by default on 64 bit machines is c:\Program Files (x86)\Scanner Plus.Each solution is provided as an unmanaged and managed solution. Choose whichever you prefer.

3. Once this is installed you need to add users to the two security roles which the solution will havecreated:

o Clew Scanner Plus Scanner user. All users who will actually scan documents need to bemembers of this. (No special rights are needed to view scanned documents).

o Clew Scanner Plus Administrator. This is only required if CRM users other than systemadministrators will be permitted to make changes to system level Scanner Plus settings.

4. Run Scanner Plus on this or any workstation. You will be prompted for parameters to connect to CRM.Once connected Scanner Plus will detect that this is a new configuration and will set sensible defaultsfor values. You can also then use this to enter your licence details if you have them.

After this, only step 1 needs to be done on any workstation from which scanning is to be performed.Workstations which are not connected to scanners need no installation at all - they can still be used to viewscanned documents.

The next section gives each of the above steps in more detail.

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Installation Details

This only needs to be done once on any CRM system.

1. Run InstallerThe first step is to run the installation file on a workstation from which CRM can be run. Ideally theworkstation has a scanner but this is not essential.

If you do not have a scanner but w ant to check scanning, dow nload dummy scanner emulators from the Clew Consultingw eb site.

The installer offers no options except for the location to install the program which by default will be c:\Program Files (x86)\Scanner Plus on a 64 but machine.

On completion a Readme file is shown.

2. Install SolutionsThe installer also includes solution files for all supported CRM systems as shown below:

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Each folder contains two solutions - one unmanaged and one managed, for example:

The first one is the unmanaged one and the second the managed one. Choose whichever you like and installit in CRM. Note you need to be a system administrator.

The Scanner Plus solution is very lightweight on CRM. It adds the following:

· Two new security roles:o Clew Scanner Plus Scanner user. All users who will actually scan documents need to be

members of this. (No special rights are needed to view scanned documents).o Clew Scanner Plus Administrator. This is only required if CRM users other than system

administrators will be permitted to make changes to system level Scanner Plus settings.

· A new entity Clew SP Setting to store settings - not only global configuration but also individual userand scanner settings

· A new entity Clew SP Autonumber which is used for temporary records when using auto-numbering toadd serial numbers to scans

· Some small plug-ins to enforce security on the settings and implement autonumbering for scans

3. Add users as appropriate to the new security roles.You will certainly need to add users to the Clew Scanner Plus Scanner user security role as only membersof this group can do scans. This includes system administrators.Optionally you can add users to the Clew Scanner Plus Administrator security role which allows non-system administrators to change global settings in Scanner Plus. If configuration will only be done by CRMsystem administrators then there is no need to have any users with this security role.

4. Run Scanner Plus for the first time to do initial configuration.

You will first be prompted to set up CRM connection parameters - follow the instructions in Setting up CRMconnection parameters.Once connected to CRM, Scanner Plus will detect that this is a new installation and will automatically setup sensible parameters. You will also see this prompt:

Selecting Yes will automatically configure Scanner Plus to be able to store scanned images against theaccount and contact entities and will set up sensible defaults for these You may want to change the detailslater - see section Settings for Administrators.

Selecting No will mean that you must do some configuration manually as in Settings for Administratorsbefore scans can be stored.


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You may also want to enter licence keys in settings - see Licence

And that is it for the main installation!

If other workstations have scanners which are to be used then you need to follow step 1 above.

For any other workstations with scanners you need to run step 1 above - just

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Subsequent InstallationInstallation is only required on workstations where scanners are attached. Once the initial installation hasbeen done as in Initial Installation only the basic installation (step 1 in of the initial installation) needs to becarried out.

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Setting up CRM connection parametersWhen each user starts Scanner Plus for the first time on any workstation it will prompt for the settings toconnect to CRM and display the screen as shown below

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If you do not know the settings you should use, your CRM Administrator can help you.

This screen changes according to the type of connection. For an Active Directory setting, which istypically used when you CRM installation is installed on your organisation's own computer servers. you willtypically enter the name of the server. perhaps a port as well. then your username and password. Once youhave done this click on the left button labelled 'Click to get organisation list'. After a short time the dropdown to show the organisation or organisations to which you could connect are shown = often there will onlybe one as shown below:

Select the organisation and click on the 'Click to test CRM Connection button. A confirmation message willbe shown.

If your organisation uses SharePoint then you can enter credentials for this if required, but typically this willbe the same as the CRM credentials.

Then click OK to exit.

For Dynamics Online the dialog screen changes a little:


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Here you select the name of the discovery service used by your CRM - your system administrator will havethis. Also enter your user name and password.

Select the organisation and click on the 'Click to test CRM Connection button. A confirmation message willbe shown. If your organisation uses SharePoint then you can enter credentials for this if required, buttypically this will be the same as the CRM credentials.Then click OK to exit.

Note that the Connection Type also supports Federation and LiveId. Settings for these are similar. LiveId isnow rarely used.

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Using Scanner Plus

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Quick Start UsageIf you are using Scanner Plus frequently then it is recommended that you start it and leave itrunning, as when it starts it needs to read configuration data from CRM which can take someseconds.

Start Scanner Plus from the Start menu like any other program.

Using Scanner Plus is easy. The main screen is shown below.Simple follow the steps set out below.

Step 1: Select Your ScannerThe drop down box at the top shows all detected TWAIN enable scanners, typically whether or not they areconnected, though some scanners only show when connected/switched on. Just select the one you want touse. Note that you can set a default scanner by clicking Settings. See here to learn how to set the defaultscanner.

You can also select the scan type, such as gray scale, black and white or colour. You can also changepage type and set various scanner options.All these options will automatically be saved against that scanner for you as a user.

Step 2: Select the type of record to link to. This might be an organisation or account, or an individual. The options shown here depend upon theconfiguration set up by your system administrator.Once you have selected these at least one of the buttons below will let you select a record of that type:

· Link to Current will link to the last record of that type you looked at in CRM

· Link to Recent will show a list of the records you have recently accessed in CRM

· Search and Link will bring up a form allowing you to use the CRM Quick Find

Step 3. Select the Saving and Processing Options.You may not need to do anything here.Some of these are set by your system administrator who may have prevented you from changing them. But


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you may be able to change the file format to use and the file name. If the use of Categories has beenconfigured by your administrator you can select a category from the drop down. For example an incomingletter might be a Renewal, a Cancellation or a Complaint. These will be used to help with routing.

Step 4. ScanYou can either click Scan and Preview which does the scan but lets you view it and choose whether to file,or Scan and Save which immediately files it.

That's it. You now know how to scan!

There are some advanced options, mostly on the right, giving you the ability to rotate and crop images. See Advanced Usage for details.

You can also change settings using the Settings button. Most settings can only be changed by anadministrator but some are for individual users. See Settings for Users for details of these

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Advanced UsageThe options on the right of the screen below the preview window support a number of advanced optionswhich many users will not use:

The rotation buttons let you rotate the image clockwise, anti clockwise and to invert it - useful if the sourcedocument has been inserted in a different orientation.

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Sometimes documents have to be scanned in a rotated or inverted format. In this cases ticking the Applyrotation to future scans box makes the rotation 'sticky' for the session.

Documents can also be cropped, for example a document may be A4 but only part of it needs to beretained. To crop an image:1. Click the crop button.2. Move the cursor over the image and click. The cursor changes to a cross hair or similar, depending

partly on your system settings3. Then click and drag to highlight the area you want to maintain, A popup mnu appears as shown below

You can select any of the options. Similar to rotation you have three options:

· Crop this page only

· Crop all pages (this scan). Applicable if this is a multi-page scan

· Crop all pages (this and subsequent scans(. This is useful if you only need o scan part of a documenton a repeated basis.

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Settings

There are two sorts of settings in Scanner Plus - user settings which are different for each user and systemsettings which are global. Access to both is via the Settings button on the main screen. which shows bothuser and system settings.All users can see all the settings screens, but some tabs with system settings are disabled unless the



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CRM user is either a system administrator or is a member of the CRM security role Clew Scanner PlusAdministrator. This security role allows system administrators to set up other users who can configureScanner Plus.

On clicking Users the following screen appears:

Settings which users can change are shown here. Settings which only administrators can change areshown here.

With the exception of CRM connection settings, all setting are stored in a custom entity in CRM.

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Settings for UsersThe settings screen which appears is shown. For 'normal' users only the User Settings tab and the CRMConnection tab have values which can be changed.



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The User Settings tab is described here and the CRM connection tab here.

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User Settings

The user settings tab only has a few settings:

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This allows a user to change the default scanner which is shown when Scanner Plus starts. It also allowsthe units of measurement to be set for that user o be inches or centimetres. The latter may in fact begussed based on the PC on which the program is run, but you can change it here if required.

Note that apart from these centrally set user settings, quite a few other settings are changed implicitly in themain user interface. For example changing paper size for a scanner is stored as a hidden user settings sothat such changes are preserved between sessions.

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CRM Connection

CRM connection settings are user specific and if not set are prompted from the user when Scanner Plus isstarted. Thereafter they are only prompted if the connection fails - typically this is if the user password haschanged. However a user may wish to connect to a different CRM instance in which case this settings taband dialog can be used. The CRM Connection tab appears as shown below.



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Clicking the Proceed button brings up a warning message then the normal connection dialog screen as alsoshown here. The settings can be changed and connection tested. Scanner Plus then closes and can be re-started connecting to the new CRM.

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Settings for AdministratorsApart from a few settings tabs which are used specific, most settings are only available to users who areeither system administrators or a member of the special CRM security role Clew Scanner PlusAdministrator. All CRM settings with the exception of connection settings are held in a Clew SP Settingsentity in CRM - but you should never edit them there. Instead run Scanner Plus and click on the Settingsbutton.

The main Settings screen is shown below:



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The following tabs are available:

· User Settings. Allows user to change their own settings. See here.

· User Defaults/Overrides, Allows an administrator to set various system wide defaults for users and tooptionally prevent the user from changing them.

· Entities. This is the screen shown above and is the most important tab. It is used to configure whichCRM entities can be used to store images, how they are stored and the processing (if any) which isinitiated when a scan is filed. See here for details of this.

· File Name. Used for configuration the name of the file to hold a scan to be uploaded.

· CRM Connection. Used if the CRM connection is to be changed, for example to link to a different CRMinstance. This is user specific, see here for information on this.

· Licence Holds the main licence for Scanner Plus

· Current Record. Holds the licence information for the Current Record service which allows Scanner Plusto determine the record last looked at by the user

· Logging. Supports changing the default log file location and the level of logging.

These are each discussed in following sections.

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User Defaults/ Overrides



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This screen allows the user to change the default scan settings which apply and also to prevent the userfrom changing these.The screen is self explanatory.

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Entities

This is the the most important configuration screen. The main part allows a user to select which entities canbe used to store scans. The left hand box shows a list of those which have not been configured - the righthand one shows the ones included. Scanner Plus detects a brand new installation and asks the user if theywant to set up defaults which is for the Account and Contact entity to be configured but this can be changedlater.



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Only entities which either support document management (through SharePoint) or notes attachments, orwhich allow activities to be attached which in turn support attachments are shown. Each entity is listedusing its display name and in brackets the underlying logical name, Entities can be moved between theboxes using the arrow buttons.

Once an entity is selected, double clicking on it in the right hand box or selecting it and clicking the EditSettings button brings up a further dialog:

This has three tabs, described in subsequent sections:

· Search which configures how the record to which the scan is to be linked is identified

· Storage which configures how the scan is to be stored

· Processing which controls whether a workflow it to be initiated

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Search

This tab controls which methods are supported for searching for that entity.

Search for Record enables a Quick Find search dialog. The drop down labelled System views allows achoice of which view is to be used for Quick Find. The view parameters are then automatically used in theScanner Plus Quick Find.

Recently viewed allows Scanner Plus to present the recently viewed records from which one can be



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selected.

The Link current record uses the Clew Current Record service. This needs a licence key which is includedwith Scanner Plus as well as a small configuration change in CRM as well as - see here for the latter.

The Name/identify field setting allows the name of the field used to summarise the record identify to beselected. This is used in several places in Scanner Plus. For example for the Contact entity this is normallyset to be the Fullname field.

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Storage

This tab sets how the scan data is to be stored. The Store As drop down gives six options, though not allmay apply depending on the capabilities of the entity.Consistency checking is carried out when the Savebutton is clicked.

The six options are:

Note attachment linked to record The scan is attached to the notes/attachment area of the mainentity to which it is linked

Attached to record, but activity asselected below also created

The scan is attached to the notes/attachment area of the mainentity to which it is linked, but an activity is also created.



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Typically the activity is used to indicate to a user that adocument has been received

Activity linked to record with notesattachment linked to activity as selectedbelow

An activity linked to the main record is created and the scanlinked as a document to the activity

SharePoint document linked to record A SharePoint document is attached to the main entity

SharePoint document attached to recordbut activity as selected below alsocreated

A SharePoint document is attached to the main entity but anactivity is also created

Activity linked to record with SharePointlinked to activity as selected below

An activity linked to the main record is created and the scanlinked as a SharePoint document to the activity

The Owner of Record field allows the the owner of the scan document record to be set and also theassociated activity, if any. This can either be set to the identity of the user doing the scan but also can bethe identity of the owner of the main record. This latter option is particularly useful if some users are set upto scan incoming documents for other users.

The Activity Type and Status area of the screen is enabled if the Store As option is set to include anactivity. A list of activities are shown. When one is selected the status reason values can be set and theassociated Status value is also shown.

The Categories area allows the use of categories to be enabled. This applies for activity records only andallows a field to be selected into which a category is added. The category is selected by the user doing thescanning on the main screen. The Category field drop down shows a list of all text and option set fieldswhich can be specified. If a text field is selected the list of categories can be specified in the box below. Ifan option set field is specified the list of options is read dynamically from CRM at the time of use.

Categories are particularly use for automatically processing using workflows. For example if a Letter activityis created the category field can allow the type of letter to be selected which the workflow can use forrouting and other automation.For example the categories could be set to be 'New Application', 'AccountTermination' or "Complaint'.

Finally on this screen the Subject area allows the subject of any activity to be specified. This can be set tobe a fixed value or to be prompted from the user. If categories are being used then the subject might be"See Category field". Note that the subject field itself can be selected to be the category field.

Finally the Store scan metadata in description box if checked will put information about the scan in theactivity description. This includes the scanner, the user doing it and which area of the page or page sizewas used. This can be useful for auditing.

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Processing



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This tab allows configuration of a workflow which is automatically run when the scan is filed to be configured.The workflow can be selected as either to be attached to the main entity itself (Account in this example) or ifan activity is specified it can be attached to the activity.

Note the Show Deactivated check box. This allows the Process drop down to contain deactivated as wellas activated workflows. Obviously when filing is done only activated workflows can be run but this optionmay be useful during development.

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File Name

This tab allows the name of the file containing the scan data to be specified. A file name includes a prefixand then optionally date and time information. It can also include a counter which is sequential and appliesacross the whole of CRM - so each scan will have a unique number. A preview of the scan file name formatis also shown.

By default the user can edit the file name, for example to make it more descriptive. The check box allowsthis to be disabled.

This tab also supports a setting which causes a confirmation message to be shown before a scan is saved.Obviously this increases the number of clicks required by the user but can be useful in some situations.

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Licence

This tab is where the Scanner Plus licence data is entered. The licence is essentially a signed XML stringwhich is pasted into the top area. The bottom field then shows a summary of the licence validity.

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Current Record

The Clew Current Record service is used to allow Scanner Plus to know which record the user has mostrecently looked at in CRM. In order to use this a 20 character licence key is needed which will have beenprovided with your licence and which is renewed automatically when support is renewed. See here for detailsof this.

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Logging




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By default when Scanner Plus starts, logs are only created if there is a fatal error. In this case logs arestored in the user Documents folder.

Once the settings are read from CRM the log location can be changed according to these settings.

The Level of logging can be set to:

· None except for fatal errors - his is the default for when Scanner Plus starts.

· Normal - a small amount of logging for each scan.

· Debug - typically only used when support is being provided.

The Log file location can be set to be the user documents folder, the desktop or a specific location.

Note that these settings apply to all users.

Each session results in a new log field which is named ScannerPlusLog20170417140744.txt or similarwhere the numbers indicate the date and time of the log.

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Clew Current Record Service

The Clew Current Record service (CCR) allows Scanner Plus to determine the current record the user islooking at. It can streamline scanning even more than using Scanner Plus's search or recent record modes..So in a typical scenario a user reads the document and uses CRM standard facilities to locate the record,

then simple clicks the Link to Current button then clicks to scan and save toCRM. However unlike other features, this needs some minor changes to CRM.

CCR works as shown below:



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This works as follows

· When a user looks at a record form a small JavaScript web resource sends minimal record identificationinformation to the Azure-hosted CCR. This contains a licence key, the user ID, the entity type (e.g.account) and the id of the record being looked at. This is stored in a small Azure SQL database. Nopersonal identification data is sent to or stored - just record IDs.

· When the Link to Current button is ticked, Scanner Plus contacts the CCR service specifying thelicence key, the user id and entity type. The id of the record reviewed is returned.

The JavaScript is included with the Scanner Plus solution as is called Notifier with name clew_Notifier. Thescript is shown below:

//Current Record Notifier from Clew Consulting//This script to be included on pages of entities for which you need to notify a separate application of therecord id//Used by Scanner Plus form Clew Consulting//Include this file and make form load call logCurrentRecord//Version 1.0//Copyright Clew Consulting Limited 2017

logCurrentRecord = function () {

//The following needs to be changed according to the user key provided to you. Note the key belowwill not work

var licenceKey="00000000000000000000";//The following may need to be changed. This should be the same as given to you and in settings in

Scanner Plusvar serviceURL="https://currentrecord.clew-consulting.com";

//Derive the message to sendvar recordid = Xrm.Page.data.entity.getId().substring(1,37);var userid = Xrm.Page.context.getUserId().substring(1,37);var entityName = Xrm.Page.data.entity.getEntityName();var url=serviceURL+"/api/create/"+licenceKey+"/"+userid+"/"+entityName+"/"+recordid;

var notifyRecordRequest = new XMLHttpRequest();notifyRecordRequest.onreadystatechange = function() {

if (notifyRecordRequest.readyState === 4){

if ((notifyRecordRequest.status != 200) && (notifyRecordRequest.status !=


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0)){

alert("Error in in Clew Current Record Notifier web call:"+notifyRecordRequest.statusText+" Status value: "+notifyRecordRequest.status);

} }

};notifyRecordRequest.open("GET",url,true); //send requestnotifyRecordRequest.setRequestHeader("Content-Type", "text/plain;charset=UTF-8");notifyRecordRequest.send();

}

To install this:1. Edit the licence key and perhaps the url highlighted above. You will have been provided with this as part

of your licence.2. For each entity where you will want to use CCR edit the form as shown below:


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You need to add the JavaScript to the form library and then ensure than logCurrentRecird is called when theform loads.

When setting the event the following screen shows. Note that for CRM2016 version 9 and later the Passexecution context box must be ticked. In fact it can be ticked with all versions of CRM but isessential for version 9.

Remember to publish customisations. Also in Scanner Plus you need to enable the Link to Current button. .See this section for details and the box to tick is shown below.

Some administrators may have concerned that this data is being sent to a cloud-based service but youshould be reassured: The CCR service stores minimal information about the record identity - no name orother data. Each site has a different licence key as does each user. Also the central database is purged of


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data older than about 30 minutes on an hourly basis.

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Release History

The version of Scanner Plus may be sen by clicking the Help button and selecting About. This also allowsyou to gather settings and diagnostic information.

Release 1.0.0.0 Initial release for beta test

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