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cherylc

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Reply with quote  #1 
Greetings from Salt Lake City,

I am in the US implementing Process Director and Collector (and upgrading Invoices) for our US subsidiary Dyno Nobel Ltd.

Dyno Nobel recently upgraded mail from Lotus Notes to Outlook 365.  

I am having difficulty getting Collector talking to Outlook in the cloud on a reliable basis. It hangs, error emails do not drop into the error folder and the system only process one invoice attachment in an email before returning an error.

Would be grateful to hear whether anyone has managed to get reliable integration with Office 365?  If so, could you share your configuration and any insights?

If you could not get it to work, what was your trouble-shooting process (eg. did Lexmark advise it could not be done?).

Kind regards
Cheryl
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Cheryl
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nicothebee

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Reply with quote  #2 

Hello Cheryl,

I don't think I have ever tried Office 365 with INVOICES 5-7. Nevertheless, I would say that this is not very relevant: what really matters is the COLLECTOR's version.

In my understanding with Office 365, the protocol to be used is EWS (stands for Exchange Web Service). This possibility was added with one of the patches of Collector 6-4 (patch 9 or so). And it works very well.

In your case, I fully understand that you cannot upgrade easily from your INVOICES 5-7 to INVOICES  5-8 (sp2). But patching COLLECTOR should be easy.

I have checked the documentation (https://docshield.lexmark.com/RSC/en_US/6.4/Print/COLLECTOR_Release_Notes_6.4.x.htm).
COLLECTOR 6-4 is compatible with INVOICES 5-7 and 5-8. Therefore, you can upgrade your COLLECTOR to patch 21 (the latest) and use EWS to be connected with Office 365.

Just be carefull with your firewalls: the protocol is different.

This is it. I hope it will help.

 

Best regards,

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Crescent City Rogue

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Posts: 22
Reply with quote  #3 
Whatever happened with this?  Did EWS start working consistently?

One thing to note; you may have to manually create the Error subfolders in your email system.  Although the documentation indicates the new error handling is limited to Limilabs, it appears to be used with EWS, too.  However, EWS doesn't automatically create the folders like Limilabs.  I've added a list of folders from the ReadMe below, you can try adding them to see if the performance of the COLLECTOR is improved.  It shouldn't hurt anything either way, these are just folders in the email inbox.

  • NoAttachments
  • OnlyIgnoredAttachments
  • NotAcceptedAttachments
  • NestedEmails
  • Unknown




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nicothebee

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Reply with quote  #4 
Hello,

I didn't know you could create different folders for e-mails in error. How does the system identify where to move the e-mail in case of error? For as far as I know the EWS customizing only specifies on single folder for errors.
Or maybe, I didn't understand properly your post...

Nicolás
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Crescent City Rogue

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Reply with quote  #5 
Hi Nicolás, this is what I read in the COLLECTOR ReadMe for HF10.  Again, I see that it says for IMAP with Limilabs only, but when I used an EWS input source, I could see in the log file that COLLECTOR was trying to move my email into the Unknown folder described.  Since the folder did not exist, nor did it get created, I tried adding it manually and re-processing the invoice and the message was successfully moved to the Unknown folder. 

    • Note: Available for IMAP using Limilabs only

      COLLECTOR now provides business users with sufficient details about errors that can occur while processing attachments. 

      Previously, for example, if an email contained several attachments and INVOICES was only able to partially process it, the entire email was moved to an Error folder without any indication concerning which attachments were processed or not. 

      With this Hotfix, users can now see the following information directly from the emails and email folders:
      • The error that occurred and why the email was moved to an error folder.
      • Which attachments were processed and which ones were not.

In addition, for those emails with multiple attachments (where some were successfully processed and others were not), COLLECTOR creates a copy of the original that contains only those attachments that were not processed. That is, the attachments that were processed successfully are not included in the copy. Consequently, users can troubleshoot these copy emails without the risk of re-processing attachments that were processed previously.

This is how it works:

    • Every email that is processed through COLLECTOR (successfully or not) now ends up in the Processed folder. Previously, only emails that were sucessfully processed entirely ended up there.
    • If an error occurs in COLLECTOR or INVOICES, a copy of the email is placed in one of five subfolders that are automatically created under the Error folder depending on the type of error that occurred:
      • NoAttachments
      • OnlyIgnoredAttachments
      • NotAcceptedAttachments
      • NestedEmails
      • Unknown
    • Each email copy that is put into one of these subfolders is constructed using these rules:
      • It contains the same contents and attributes of the original mail (that is, body text, subject, sender, etc.)
      • A log file is added as a new attachment including information on the nature of the problem, details on which attachments were processed and which ones were not, and how it can possibly be solved.
      • All successfully processed attachments are removed to prevent them from being sent to INVOICES again.
      • The prefix, [COPY], is added to the email subject to differentiate it from the original supplier email.
    • Users need to check the five error subfolders regularly, and how they are troubleshooted depends on the error type:
      • Email copies that end up in the first four categories should be easy to fix. For example:
        • Job settings may need to be adjusted. Consequently, they would need to be processed again by moving them to the input folder.
        • If you see that the email does not contain any invoices, it can simply be deleted.
      • Email copies that end up in the Unkown folder need to be fixed differently depending on the error. For example:
        • All unprocessed attachments can be saved as files and imported directly. Then the email copy can just be removed.
        • Once the source of the error is fixed, email copies can be re-processed by moving them back to an input folder.
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nicothebee

Senior Expert Member
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Posts: 126
Reply with quote  #6 
Many thanks for this very comprehensive explanation. It's cristal clear... and pretty interesting!
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Joan

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Reply with quote  #7 
Additional question on EWS and firewall. At Schneider Electric we are starting to test this protocol. Today we have seen that the system processes mails but after being captured by COLLECTOR (6-4 hotfix 21) with INVOICES 5-8 SP2 V2 Patch 7, the system tries to create a first template in Optimize but when trying to open it we get a message saying that no invoices (in our case are PO) are associated to the template. The thing is that we can find it in the list of documents of the day in manager under the invoices icon, but in scanned status.

Could the firewall prevent the pdf document to be interpreted or it has nothing to do with that?
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Joan

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Posts: 2
Reply with quote  #8 
We are suffering another problem using IMAP with Limilabs protocol with Outlook cloud with COLLECTOR (6-4 hotfix 21) with INVOICES 5-8 SP2 V2 Patch 7 because we see that lots of mails remain in the Working folder. In the logs we always find many messages saying Failed connecting the outlook cloud server. In COLLECTOR connection test is positive, so the reality is that when using Microsoft tools, testconnectivity.microsoft.com, we see that the problem comes from the fact that authentication to the shared mailbox fails. Talking with Kofax they say that this is due to connectivity problems. Has any one gone through that issue? Any suggestion on how to avoid this?

Kind regards
Joan

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Crescent City Rogue

Expert member
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Posts: 22
Reply with quote  #9 
If you're experiencing intermittent connection issues, you could try a different approach with the SaveEmailAttachmentsToDiskOnly Plugin available starting in HF13 for COLLECTOR. You would have to switch to an import job to get the attachments into the system, but the process should allow you to reliably process an email attachment since the connection times are so much shorter.

I hope that helps!


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Crescent City Rogue

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Reply with quote  #10 
As for your invoice definition issue, are you trying to open and access the definition before the first invoice is approved? Isn't the definition considered "temporary" until you've done so?
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