Add a ConnectKey Device Behind a Firewall to a Cloud-Hosted DocuShare Server

When to Use This Procedure

Use this procedure when your organization uses ConnectKey for DocuShare, your Xerox multifunction printer (MFP) is on your organization's private network, and the hosted ConnectKey server cannot directly access the printer.

For this arrangement, select Device Behind Firewall? and use the Device Update Utility from a computer inside the printer's network. Adding the device in DocuShare alone does not install its ConnectKey buttons on the printer.

Before You Begin

• Ask DocuShare Support or your hosted-service administrator to confirm that ConnectKey for DocuShare is available, supported, configured, and licensed for your hosted site. A cloud-hosted DocuShare site does not automatically include a supported ConnectKey configuration. The DocuShare 8.1 Installation Guide identifies ConnectKey for DocuShare as Windows-platform only.
• Confirm that your printer model and firmware are supported and that Xerox Extensible Interface Platform (EIP) is enabled.
• Have a DocuShare administrator account and the printer's administrator username and password available. These are different from the Device Update Utility Password.
• Have a Windows computer inside the firewall that can communicate with the printer and access the hosted Device Update Utility Download URL.
• Have your network administrator confirm that the printer can reach the hosted ConnectKey service using the server address, protocol, and port supplied by your hosted-service administrator. The local utility does not replace this ongoing network requirement.
• Have at least one ConnectKey button ready to assign. Your DocuShare administrator creates these under Services and Components > ConnectKey for DocuShare > Configure Buttons.

Do not expose the printer to the Internet or change firewall rules solely to make the hosted server register it directly. Coordinate any required network changes with your network and hosted-service administrators.

1. Confirm the Hosted Server Settings

1.       Sign in to DocuShare as an administrator.

2.      Open Administration > Services and Components > ConnectKey for DocuShare > Server Configuration > Server Setup.

3.     Check Server Name / Address, Protocol, and Port with your hosted-service administrator. They must identify the ConnectKey service that the printer can reach, rather than a server-internal address that is inaccessible from the printer's network.

4.     If changes are needed, ask your hosted-service administrator to make or approve them before you register the device. Changing these settings can disconnect devices that are already registered.

2. Add the Printer and Assign a Button

1.       Open Administration > Services and Components > ConnectKey for DocuShare > Configure Devices.

2.      Select Add a New Device.

3.     Enter a friendly name in Device Label.

4.     In Device IP/Hostname, enter the printer's IP address or DNS hostname as reachable from the Windows computer inside your network. Do not enter the hosted DocuShare server address here.

5.     Enter the printer administrator credentials in Device Username and Device Password.

6.     Select Device Behind Firewall?.

7.      Under ConnectKey Buttons, select at least one button to display on the printer.

8.     Select Add.

At least one button must be assigned before the device update package can be made available. Continue with the local utility steps below, even if the device appears in the device list.

3. Obtain the Device Update Utility

1.       Return to ConnectKey for DocuShare > Server Configuration > Server Setup.

2.      Enter a password in Device Update Utility Password, then select Apply. If your administrator has already configured this password, obtain the current password from that administrator.

3.     Copy the displayed Device Update Utility Download URL.

4.     Provide the URL and utility password to the person authorized to administer the printer inside the firewall, using your organization's approved secure method.

The utility password authorizes the download; it is not the printer administrator password or a DocuShare user password. Treat the downloaded package as sensitive because it contains device registration information and may contain printer administrator credentials. Do not attach it to an ordinary email or share it publicly.

4. Run the Utility Inside the Firewall

1.       On the Windows computer inside the printer's network, open the Device Update Utility Download URL in a browser.

2.      When prompted, enter the Device Update Utility Password.

3.     Save the ZIP file and extract all of its contents. Keep the extracted files together.

4.     Open the extracted MFPRegistration folder and run Register.bat.

5.     Review the feedback displayed by the utility. Confirm that registration completes without errors for the intended printer. If it reports an error, resolve it before treating setup as complete.

Use a newly downloaded package for the current device changes. Do not reuse a package from an earlier registration or removal operation.

5. Verify Scanning

1.       At the printer, confirm that the assigned ConnectKey button is available. If you have deployed new buttons to an existing device, reboot the printer as directed by the ConnectKey Setup Guide.

2.      Open the ConnectKey button. Initial communication with DocuShare may take several seconds.

3.     Sign in if prompted and scan a test document to a DocuShare collection where your account has permission to add documents.

4.     Open the destination collection in DocuShare and confirm that the test document is present and readable.

If Setup Does Not Complete

• The utility cannot be downloaded: Confirm the URL and utility password with your administrator. Confirm that the device was added with the firewall option and at least one button assigned.
• The utility cannot register the printer: Verify the printer address, printer administrator credentials, EIP configuration, and connectivity from the Windows computer to the printer.
• The button is missing: Confirm that the correct button was assigned and that the current utility package completed successfully. For new buttons deployed to an existing device, reboot the printer.
• The button opens incorrectly or scanning fails: Ask your administrators to check the hosted server address, protocol, port, network access, and TLS/certificate compatibility. Also confirm the user's destination permissions. Successful registration alone does not verify end-to-end scanning.

If the problem continues, contact DocuShare Support with the DocuShare and ConnectKey versions, printer model and firmware, operation that failed, exact error text, and failure date and time. Do not send passwords or the utility package unless Support provides an approved secure transfer method.

Reconnect an Existing Printer After Hosted Server Settings Change

Use this section only for a printer that was previously registered. It is not required for first-time setup. Coordinate server name, address, protocol, or port changes with your hosted-service administrator; where possible, remove the existing registration before the server change.

1.       In ConnectKey for DocuShare > Configure Devices, open the printer's settings and record its assigned buttons.

2.      Under ConnectKey Buttons, deselect all buttons and select Apply. Retain the device profile; do not delete the device.

3.     Use Server Configuration > Server Setup to obtain the Device Update Utility Download URL and current Device Update Utility Password.

4.     From the Windows computer inside the firewall, download, extract, and run this removal package's MFPRegistration/Register.bat. Confirm that it removes the existing registration before continuing.

5.     Have your hosted-service administrator confirm that the intended hosted server settings are now correct.

6.     Return to the printer's settings in Configure Devices, reselect the required buttons, and select Apply.

7.      Obtain the utility URL and password again, download a fresh package, extract it, and run MFPRegistration/Register.bat to register the printer with the current settings.

8.     Verify the buttons and scan a test document as described above.

Complete the removal run before reassigning buttons and downloading the new registration package. Changing only the utility download password does not require device re-registration.