Cilantro IO: PaperCut MF & Smokeball — Setup Guide

Prior to actioning the authentication task, it is important to understand that the customer must create or confirm they have already created & configured Activity Codes in Smokeball / Settings / Time & Billing / Activities.
a. Codes must be created as Expense/Disbursement type.

During the authentication process, the customer needs to complete three actions:
a. Decide which Disbursement Creation Method is to be used.
Smokeball customers will default to an option that creates one disbursement per transaction. b. Assign Activity Code(s).
c. Register the webhook to enable the modification or deletion of Shared Accounts as and when they are actioned within Smokeball - Success will be confirmed in the 'Registration Status' dialogue.

The solution will not work without this registration!!

It is possible for a Smokeball user to create Matters with duplicate or null value Matter Numbers, or for them to opt not to populate the Matter Description.

Set all users for advanced account selection. This can be done in Users > Bulk User Actions > Change Account selection setting (Show advanced account selection).

In Printers set all printers to override this setting and charge to personal account. This can be done in Printers > [Template Printer] > Advanced Configuration > Override user-level settings > Do not show account popups and allocate jobs to: (User personal account).

Log into the PaperCut MF Server using your admin username and password.

From the menu on the left-hand side, select Options, click the Advanced tab and scroll to the Security section. In the Allowed XML Web Services callers textbox, enter the IP Address of the computer on which the Cilantro Server Component is to be installed. If the Server Component is to be installed on the PaperCut MF Application Server, simply enter the Local Machine Loopback IP Address 127.0.0.1. Once the IP Address has been entered, scroll to the bottom of the page and click Apply.

From the menu on the left-hand side, select Options and from the Actions menu select Config editor (advanced).

Set the PaperCut XML Web Services API Key. The key is like a password that authorises Cilantro to access the PaperCut MF Server and functions. To add the API Key, scroll to the bottom of the page and in the name field enter auth.webservices.auth-token and in the value field enter a password of your choice.
Click the Add button to add the new PaperCut XML Web Services API Key.

From the menu on the left-hand side, select Options and scroll to Account Options. Ensure the checkbox "Make shared account PIN/code visible" is ticked.

From the menu on the left-hand side, select Accounts and click the Template Account, then the Security tab, and add the "All users" group to the security access to ensure all users can see newly created accounts. If accounts have already been created, use a bulk action to apply the security access to all users on all accounts to apply to existing accounts as well.

From the menu on the left-hand side, select Reports and click the Schedule / Email Reports tab.

For Type select Shared Account Printing - Logs.

Scroll to Job Type and click the Select All button.

Scroll to Format and select CSV, change Delivery to To File, in the File name text box, enter transactions and tick the Append date-stamp to file name check box. Finally click the Add button.

From the left-hand menu in PaperCut MF, click Devices, select the Scan Actions tab and click the Create New button to create a new Scan Action.

Enter the details for the Scan Action ensuring the Type is set to Folder. The Label may be of your choosing but Scan to Smokeball is suggested. The Path should be a specific folder on the PaperCut Server and may include substitution macros. Please make a note of the path as this will be required in the configuration of Cilantro IO. Additionally, the Include scanned metadata (as XML file) check box MUST be ticked.

Finish the action configuration with the client's scan preferences and click Save & configure access.

On the Access List, configure who may access the scan to Smokeball functionality as per the client's request.

On the PaperCut MF Server, download Cilantro IO from one of the following URLs, depending on your region:

• Australia - https://cilantro.taco-tech.com/Content/Assets/CilantroIO/Cilantro IO Setup.exe
• United Kingdom - https://cilantro-uk.taco-tech.com/Content/Assets/CilantroIO/Cilantro%20IO%20Setup.exe
• United States - https://cilantro-us.taco-tech.com/Content/Assets/CilantroIO/Cilantro%20IO%20Setup.exe

and run the installation package.

Set the location on the PaperCut MF Server where Cilantro IO should be installed and click Next.

Enter the Program Group name in which links to Cilantro IO will be created under the start menu.

Click the Install button to install Cilantro IO.

Once Cilantro IO has been installed, launch the program by clicking the Finish button.

Cilantro IO will request the license file either previously provided or generated. Click the Browse button to select the license file and click Confirm.

Cilantro IO will configure some default settings based on the selected license and display four tasks. Please wait for the tasks to be displayed before continuing.

On the application menu, click Edit and choose PaperCut Settings. Enter the PaperCut MF Server connection information and the auth.webservices.auth-token value from PaperCut MF in the PaperCut API Key field. Once the information has been entered, click the Save button.

On the application menu, click Edit and choose Legal Settings.
a. Region as per above list.
b. Client ID & Secret Key provided by Taco Sales. If you have not received these details, ask the customer to obtain them from the Vendor portal / "Cilantro Instances" tile.
c. Click on Save. (Errors will be presented for incorrect ID or Key).

From the main application window, click the PaperCut Account Import from Smokeball task.

The Action Wizard is displayed providing a description of the Wizard and its purpose. Click the Next button.

The Action Type dialog is displayed showing the type for the Action. This has been pre-configured to import accounts to PaperCut MF. Ensure the Action Type is PaperCut Account Import and click Next.

Action Data Source
a. In the Action Data Source dialog, ensure Smokeball is selected for the data source.
b. 'Do not create an account for clients' - enabled (see notes).
c. 'Reset Cache' - Should you need to delete all Shared Accounts and reimport the entire list, press this button. Not necessary on initial installation!

Due to a bug in PaperCut MF that permits multiple sub-accounts to have the same PIN/Code (Matter Number), we have had to remove the ability to construct Shared Accounts with the normal Parent (Client) / Child (Matter) relationship. For the time being, the 'Do not create an account for clients' box will be ticked by default and unmodifiable.

On the Action Schedule dialog, the This action should be repeated on the below schedule check box must be ticked.
a. Frequency = 1 Hour.

Cilantro utilises a Smokeball webhook to update modified or deleted Matters. The customer performing the Instance authentication must select 'Register webhook' when populating Activity Codes for this to be enabled!

On the Action Name dialog, you may rename the Action to something more descriptive if desired and finally click Save.

The action itself manages data based on a 'Conversion Profile' which aligns the PaperCut MF data with the data structure of Smokeball. There should be no need for you to edit the Conversion profile, all data is already mapped as required.

From the main application window, click on the PaperCut Transaction Export to Smokeball action.

The Action Wizard is displayed providing a description of the Wizard and its purpose. Click the Next button to proceed.

The Action Type dialog is displayed showing the type for the Action. This has been pre-configured to export transactions from PaperCut MF. Ensure the Action Type is Data / Transaction Export and click Next.

In the Action Data Source dialog ensure Files is selected for the data source, PaperCut Transactions File for Smokeball is selected for the conversion profile and the correct path & filename are entered for the scheduled reports exported from PaperCut MF.
C:\Program Files\PaperCut MF\server\data\scheduled-reports\transactions*.csv
Should you not specifically state .csv then Cilantro will attempt to reprocess files marked as done IF they have not been deleted for any reason.
Additionally, the Delete the source files after the action has run check box should be ticked. This ensures transactions are not duplicated in Smokeball by reprocessing the same scheduled report files the next time the Action runs.
Should any transactions within a CSV be problematic, then the row for that transaction will be modified to reflect this and the whole file retained. Allowing administrators to amend the problematic transaction and reprocess only those faulty transactions. Once a CSV is successfully processed it will be deleted but only when all transactions within have been successful.

In the Action Destination dialog, ensure Smokeball is selected for the data destination. All of the necessary fields are selected by default.

On the Action Schedule dialog, tick the This action should be repeated on the below schedule check box. This ensures the transaction export recurs with the specified frequency and that transactions are daily exported to Smokeball.
Enter a start date from which the Action is to repeat, a start time for the Action and an export frequency.

As transactions are exported daily from PaperCut MF at 01:00, the start time for the task should be between 02:00 - 05:00, to allow PaperCut MF to finish the export and for transactions to be uploaded in readiness for the new working day. We ask that you vary the time for this action across multiple customers in an attempt to reduce the number of simultaneous calls to our API.

The repeat frequency should be 1 day.

Once the appropriate values have been entered, click Next.

Save the Action Name dialogue.

From the main application window, click on the Scanned Document Export to Smokeball action.

The Action Wizard is displayed providing a description of the Wizard and its purpose. Click the Next button.

In the Document Export dialog, enter the path where scanned documents are placed by PaperCut MF.

If the path configured in PaperCut MF contains a substitution macro, enter the parent folder location without the substitution macro. As an example, if the path configured in PaperCut MF is C:\Scans\%user%, the path entered in Cilantro IO should be C:\Scans.
Check to confirm that PaperCut is selected as the application from which documents will be uploaded and that Smokeball is selected the application to which documents will be uploaded.

On the Action Schedule dialog, tick the This action should be repeated on the below schedule check box. This ensures the document export recurs with the specified frequency and that new documents are regularly exported to appropriate Matters in Smokeball.

Enter a start date from which the Action is to repeat, a start time for the Action and an import frequency. A frequency of 5 minutes is suggested.

Once the appropriate values have been entered, click Next.

On the Action Name Dialogue select Save.

From the main application window, click on the Delete scanned documents from the folder action.

The Action Wizard is displayed providing a description of the Wizard and its purpose. Click the Next button.

The Action Type dialog is displayed showing the type for the Action. This has been pre-configured to export transactions from PaperCut MF. Ensure the Action Type is Delete Scanned Documents and click Next.

In the Document Deletion dialogue, browse to the folder that contains the .PDF and .XML files created by PaperCut MF.
Cilantro IO processes documents using extensions to the name of the XML files:

• .WIP = File actively being processed by Cilantro IO
• .DONE = File processing complete and uploaded to the Destination
• .ERROR = There was an issue with this specific file

Likely causes for an error are:

• User selected 'Personal Account' instead of a Shared Account
• A User modified the filename at the time of scanning, PaperCut MF imposes a DateTime stamp to ensure filenames are unique

  

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In the Action Schedule dialogue, configure the frequency that Cilantro IO will check for files that need to be deleted. A retention period must also be set for the files, the minimum is 1 Day. Files with .ERROR or .WIP will be retained, only .DONE will be deleted.

In the Save Action dialogue, select Save.