Sharepoint Europe Blog Post

Blog 5 SharePoint Integration and User Management

30 September 2011 by Fenestrae

SharePoint Integration

In the past, integrating multifunctional devices with SharePoint had been significantly difficult to achieve especially when the integration needed to take place not only on one Multifunctional device but on a heterogeneous fleet of devices.  No wonder you can find all kinds of technical forums that have "SharePoint integration" as the topic of discussion and desperate administrators searching for help.

It is still a hard nut to crack for many IT specialists all around the world.  Getting a fleet of multifunctional devices integrated with SharePoint and continuously maintaining and updating all of the configurations needed for a smooth documents workflow (just think of all the different user rights for specific folders, sites etc.), is a daunting task to be sure.

Why is it a hard nut to crack?

In the old days (before UDOCX) you could only integrate a Multifunctional device with SharePoint by implementing specific, proprietary (and often expensive) software on the MFP and configuring the necessary security and user rights per user and per device.  As we all know, the IT manager also needed to allow for at least some level of maintenance to keep the software running without problems and to guarantee the Return of Investment (ROI) of the SharePoint and the MFP investment.  

UDOCX successfully addresses all of these challenges: How to integrate the MFP fleet with SharePoint (on-premise or in the cloud)?

Let's take a closer look at UDOCX and what the IT staff needs to do to get the "MFP SharePoint integration" project up and running using the UDOCX "Scan-to-SharePoint" solution.

Well, you still need to configure your SharePoint environment.  This is something UDOCX cannot solve for you (unfortunately) but Microsoft and their partners know all about that and can assist you with that task.  Then it gets easy.

The UDOCX service needs the following information:

Organization Name, Email domain* (e.g. @UDOCX.com), Email environment (Exchange 2007/2010 or Office365), Auto discovery enabled in Exchange (yes/no), Brand of MFP and model number, Serial number MFP and the Email address of the Organization's Administrator (the user that manages MFPs in the UDOCX Admin Portal.) 

An organization is then created in the UDOCX system and you can easily logon to the admin and add or remove MFP's to UDOCX.   Additionally, the admin portal allows you to configure specific SharePoint sites per organization or per MFP (e.g. the MFP device in the finance department defaults to the Finance SharePoint site) to improve the efficiency of the end-user standing at the Multifunctional printer/copier or scanner.

 As UDOCX integrates the MFP either to Exchange 2007/2010 or Office365 (SharePoint) environment, all the configurations are 1:1 the same on the Multifunctional device and in the Exchange 2007/2010 or Office365 environment and thus in the SharePoint environment.  No additional administration, configuration or allocating user rights needed.

What about the end-users?

Now comes the time to introduce your end users to the UDOCX "Scan-to-SharePoint".  We have designed the interface to be clean and intuitive to keep any training requirements to a minimum.  We have also produced some short, publically accessible videos that walk you through the most common UDOCX tasks.  The simplicity of the interface belies the technology going on behind the scenes.  When it comes to rolling out a new product or service and training your people to use it, simplicity is the key.

Conclusion

SharePoint Integration has never been easier. There is no need for additional user or SharePoint management. The multifunction device does not require software installation. Security and compliancy are always guaranteed.

 

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