Sending Documents to a SharePoint Site

Complete this procedure to define destinations for printing to a SharePoint site.

  1. In the Destinations tree, the destination group (folder) where you want to add destinations, right-click the destination group (folder) where you want to add destinations and click New Destination.
    This opens the Add Destination dialog box.
  2. In the Type list, select SharePoint.
    Currently, you can configure only one SharePoint destination at a time.
  3. Click OK.
  4. Configure the general settings.
    1. Enter the destination Name.
    2. In the Server list, click the Output Manager server where the Output Manager Output Service is located for this destination.
      The destination does not have to be on the same server as the Output Manager Output Service.
    3. Enter any Comments or Location information for the destination.
    4. Optional: To change the large destination image that displays when configuring a single destination, you can click Select Image and choose the appropriate image file (BMP, JPEG, or PNG).
      The selected image will be compressed and scaled to 96x96 pixels. Changing this image will not change the smaller image that displays or the image that displays in the source tree. To change the image back to the default, click Reset Image.
  5. On the SharePoint device settings tab, configure the following options.
    1. Specify the SharePoint site where documents will be sent.
      http://www.notablesolutions.com/samplesite/
    2. Configure the logon for the server.
      • To use the Windows credentials of the Output Manager Output Service to logon, select Use service logon check box.
      • To specify a logon, make sure the check box is disabled and enter the User name and Password that will be used.
    3. If you are using SharePoint 2010 or newer, select the SharePoint 2010 or newer check box.
      If this check box is selected, Output Manager will use the SharePoint 2010 Client interface to communicate with the SharePoint site. If this check box is not selected, Output Manager will use the SharePoint Copy Web service (Copy.asmx) that is supported by all versions of SharePoint.
      Important: You can configure a default value and a dynamic override for Library, Folder, and Document Name.
      • To insert document properties, right-click in the desired override box and click Insert Document Property. A menu containing all of the available properties displays. You can select a property from the list or type the property name. If a property is selected and it contains a value, that value is processed instead of the default value.
      • To insert functions, right-click in the box, click Insert Function, and choose the appropriate function. Review the Using Output Manager Functions help topic for information on configuring functions.

      Default values are used to manage the documents as they are being sent to the destination. You can choose to dynamically override the default values using document properties and functions.

    4. In the Library box, type the name of the library in the SharePoint site where the files should be stored.
    5. Optional: In the Folder box, type the name of the subfolder under the Library folder where files should be stored.
      This entry is optional. If a folder is not specified, files will be placed in the root folder of the Library.
    6. In the Document name box, specify the name to use when naming the document on the SharePoint site.
      To pass the Output Manager name through, use [Document Name].
    7. Select the Overwrite check box to overwrite a file with the same name. If you clear the check box a new file with the same name as an existing file will not be written to the site.
    8. Select the Check-in check box to specify that files will be marked as Checked In on the SharePoint site. If you do not select this check box, files remain checked out by the user specified in the User name field above.
    9. Click the SharePoint fields button to specify values to put in SharePoint fields or to map Output Manager fields to the SharePoint fields.

      To add fields, click SharePoint fields and type the appropriate values directly in the Field Name, Default Value, and Dynamic Override columns. Click the Add and Remove buttons as necessary to remove fields. When finished, click OK.

      Note: SharePoint libraries have various fields or columns to describe the files stored in them. They can also have custom fields to provide further descriptive information. Some of these fields can be modified by the user.
  6. Configure options on the More settings tab.
    1. Select the printing cost per page for black and white and color documents.
    2. Select the appropriate Printer family.
      Printer families are used to configure commands for print languages and map them to destinations based on their capabilities. You can select an existing printer family in the list or create one in the Printer Family Profile dialog box. To create a printer family, click New.
    3. Optional: If you select a Printer family, you can configure Destination specific capabilities.
      These options determine which print preferences/document properties are supported by the destination. To configure destination specific capabilities, click Configure to open the Destination Capabilities dialog box. All of the document properties available to this destination are listed and grouped into categories. Expand the appropriate category by clicking the arrow next to the category name. Select the check boxes for properties you want to be available for configuration throughout Output Manager. Clear the check boxes for properties you do not want to be available. If a property is configured by selecting from a list of options, those options will display beneath the property. Select and clear the check boxes to determine the choices that will be available when those properties are configured. Repeat this step until all properties are configured, and then click OK.
    4. Select the appropriate Output process. You can select an existing process in the list or create one using the Process Designer. To create a process, click New.
      Output processes can be created to impact documents as they are being sent to a destination. The processes contain a set of actions which could be used for search and replace, setting finishing options, editing PJL commands, inserting overlays, and so on.
    5. Determine if you want to override the output process assigned to the document and use the selected destination output process.
    6. Select the appropriate Failover profile. You can select an existing profile in the list or create one in the Failover Profile dialog box. To create a profile, click New.
      Failover profiles specify what should happen to documents when they are sent to inaccessible destinations (they are not able to receive documents).
    7. Determine if you want to override the failover profile assigned to the document and use the selected destination failover profile.
  7. On the Error handling tab, configure the error handling options.
    1. Select the appropriate Error handling profile. You can select an existing profile in the list, or create one in the Error Handling Profile dialog box. To create a profile, click New.
      Error handling profiles specify what should happen to destinations when an error is detected via SNMP or during transmission of a document.
    2. Choose the Default failover destination.
      This specifies what should happen to documents when they are sent to inaccessible destinations (they are not able to receive documents). You can choose to route the documents to a parent group or a specific destination or group. The parent group where the destination currently resides is selected by default.
  8. Click OK.