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background image

HP DSS server

SMTP gateway

SMTP gateway

Embedded e-mail

E-mail with HP DSS

2. E-mail job (SMTP)

1. E-mail job (SMTP)

1. E-mail job (DSMP)

3. SMTP relay

2. SMTP relay

Figure 2-1

Embedded and service-based e-mail

When using embedded send-to-e-mail, the MFP sends e-mail by using SMTP/MIME to transfer an
e-mail with the scanned image attached as a separate file to the pre-configured SMTP gateway. By
default, SMTP uses the TCP/IP port 25.

NOTE

This port cannot be changed in HP DSS versions earlier than 4.3. A custom port can

be configured in V4.3 of the software. Contact HP Customer Support for assistance with
changing the port.

If the SMTP gateway is configured to relay e-mail, the e-mail with the attachment is relayed to the
destination address(es). The MFP uses an “anonymous” connection to the SMTP gateway. If the
SMTP gateway is not configured to accept anonymous connection, the SMTP administrator must
add the TCP/IP address or hostname of each MFP configured for the SMTP gateway into an
“exception list” for this specific SMTP gateway.

When the MFP is configured to use HP DSS to send e-mail, the send-to-e-mail jobs are routed to the
HP DSS server over TCP/IP by using DSMP (Digital Sender Module Protocol–an encrypted HP-
proprietary protocol). The HP DSS server then uses SMTP/MIME to transfer these send-to-e-mail
jobs to the SMTP gateway that is specified in the HP DSS configuration. Beginning with version 4.3
of the HP DSS program, authenticated SMTP is supported for sending e-mail using HP DSS.

ENWW

Technology overview

5

Software description

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Summary of Contents for Digital Sending Software V4

Page 1: ...HP Digital Sending Software V4 Software Technical Reference Public ...

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Page 3: ...HP Digital Sending Software V4 Software Technical Reference ...

Page 4: ...rvices Nothing herein should be construed as constituting an additional warranty HP shall not be liable for technical or editorial errors or omissions contained herein Edition 2 7 2005 Trademarks Adobe Acrobat and Adobe Photoshop are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and or other countries regions Pentium is a trademark of Intel Corporati...

Page 5: ...capabilities 11 Send to folder capabilities 11 Send to workflow capabilities 11 HP DSS components 12 Windows interface 13 Licensing 13 Node Locking 14 Licenses from prior versions 14 Hewlett Packard limited warranty statement 14 HP software license terms 15 License grant 15 Ownership 15 Copies and adaptations 16 No disassembly or decryption 16 Transfer 16 Termination 16 Export requirements 16 U S ...

Page 6: ... LAN Fax notification 32 Configuring LAN fax notification 32 Timeout 32 Configuring the fax feature 32 To configure Analog embedded fax 36 Using the send to folder feature 36 Using HP DSS to send a document to a folder 37 Changing the settings 38 Configuring the send to folder feature 38 Using the send to workflow feature 40 Configuring the send to workflow feature 40 Configuring a workflow group ...

Page 7: ...sole with ADSIEDIT MSC 63 Other authentication configuration issues 63 First name last name out of order 63 LDAP performance with dynamic LDAP addressing 63 Only one name appears in the Address Book 63 Using address books 64 Adding addresses 64 Clearing addresses 64 The effect of authentication on address book availability 64 Personal address books 64 Types of address books 65 Private 65 Personal ...

Page 8: ...itical error notifications 91 5 Installation and removal System requirements 94 Requirements for installing HP DSS 94 Supported platforms 94 Network operating systems 94 Client operating systems for the Address Book Manager only 95 Novell NetWare support 95 MFP firmware requirements 95 Ports 96 HP DSS CD contents 96 Upgrading from previous versions of HP DSS 96 Uninstalling HP DSS 97 6 Appendix Im...

Page 9: ...il network folders fax destinations or workflow destinations transforming paper based information into digital images that can be shared stored or edited Documents are initially scanned at the MFP or digital sender and then are transmitted to a network connected computer where HP DSS is installed HP DSS can also be configured to require user authentication ensuring that only authorized persons use...

Page 10: ...2 Chapter 1 Purpose and scope ENWW Purpose and scope ...

Page 11: ...2 Software description This chapter contains information about the following topics Technology overview Software capabilities HP DSS components Licensing ENWW 3 Software description ...

Page 12: ...rming service based digital sending by using HP DSS 4 0 and later also adds the ability to send to secure e mail network folder and workflow destinations After installing HP DSS the administrator can choose to either continue to route send to e mail jobs from the device directly to the simple mail transfer protocol SMTP gateway or to route send to e mail jobs first to HP DSS Each method has distin...

Page 13: ...he e mail with the attachment is relayed to the destination address es The MFP uses an anonymous connection to the SMTP gateway If the SMTP gateway is not configured to accept anonymous connection the SMTP administrator must add the TCP IP address or hostname of each MFP configured for the SMTP gateway into an exception list for this specific SMTP gateway When the MFP is configured to use HP DSS t...

Page 14: ... email SMTP port 25 Embedded addressing LDAP port 389 Figure 2 2 Embedded and service based digital sending In addition to selecting the method for sending e mail the administrator can also either choose to continue to use dynamic LDAP addressing the embedded feature or to connect the MFP to the replicated LDAP address book that resides on the server on which HP DSS is installed Each method has di...

Page 15: ...FP DIGITAL SENDING SOFTWARE folder and not on the device hard drive Software capabilities This section includes the following topics Functions available through HP DSS Control panel features HP MFP Digital Sending Software Configuration Utility Authentication E mail capabilities Fax capabilities Send to folder capabilities Send to workflow capabilities Functions available through HP DSS The follow...

Page 16: ...ocument by using a secure third party e mail solution HP LaserJet 9040mfp HP LaserJet 9050mfp HP LaserJet 4345mfp HP LaserJet 9500mfp HP 9200c Digital Sender Send to Folder Scan a document and send it to a folder on the network HP LaserJet 9040mfp HP LaserJet 9050mfp HP LaserJet 4345mfp HP LaserJet 9500mfp HP 9200c Digital Sender Send to Workflow Send a document to a network folder or file transfe...

Page 17: ...e server where HP DSS has been installed and click Start click Programs click Hewlett Packard click HP MFP Digital Sending Software and then click Configuration Utility In the HP Digital Sending Software Configuration dialog box that appears select This computer and then click OK From this utility the user can perform the following tasks Set the administrator contact information Add licenses for H...

Page 18: ...t the device control panel Users can specify e mail destinations by using the following actions Selecting e mail addresses or distribution lists that are already loaded in HP DSS Typing e mail addresses The document that the user scans at the device becomes an attachment to their e mail message The attachment can be sent as a PDF TIFF MTIFF or JPEG file The PDF format is most often used for the at...

Page 19: ...t specification For more information about the fax feature see Using the fax feature Send to folder capabilities Users can send documents directly to any folder on the network Supported operating systems for folder destinations are Windows 98 Windows NT Windows 2000 Windows XP Windows 2003 and Novell NetWare Users can either select from a list of folders on the control panel interface or type thei...

Page 20: ...TE HP DSS does not support the HP 9100C Digital Sender or 8100C Digital Sender SMTP gateway This gateway facilitates the e mail and Internet fax digital sending options LAN fax server A LAN fax server is a network device that centrally handles the sending and receiving of fax jobs HP DSS can be used to configure devices to route outgoing faxes to a LAN fax server LDAP server An LDAP server is a di...

Page 21: ...installed for the first time you have the option of entering a license number or using the software on a 60 day evaluation basis During the evaluation period the software can support up to 50 MFPs or digital senders When the trial period expires the software becomes inactive until a license is installed The Licenses section of the HP MFP DSS Configuration Utility General tab contains a Trial Licen...

Page 22: ... into the Software License Manager the generated licenses are delivered by fax or e mail Figure 2 4 License Node Locking Licenses from prior versions The Secure Access and Communications license types found in earlier versions of HP DSS have been replaced with a single Workflow Process and Document Management license in HP DSS V4 0 and later Secure Access and Communications licenses are automatica...

Page 23: ...R DAMAGE WHETHER BASED IN CONTRACT TORT OR OTHERWISE Some states or provinces do not allow the exclusion or limitation of incidental or consequential damages so the above limitation or exclusion may not apply to you Note The limited warranty for this product and accompanying software is located in the product documentation that your received with this product Please review it at this time ATTENTIO...

Page 24: ...all copies adaptations and merged portions in any form Export requirements You may not export or re export the Software or any copy or adaptation in violation of any applicable laws or regulations U S government restricted rights The software and documentation have been developed entirely at private expense and are provided as Commercial Computer Software or Restricted Computer Software They have ...

Page 25: ...e will automatically terminate upon any transfer of the SOFTWARE PRODUCT Upon transfer you must deliver the SOFTWARE PRODUCT and all information regarding the Key Code provided you retain no copies and related documentation to the transferee The transferee must accept these License Terms as a condition to the transfer Termination HP may terminate your license upon notice for failure to comply with...

Page 26: ...18 Chapter 2 Software description ENWW Software description ...

Page 27: ...porting information Using Internet support Understanding support tools Using the e mail feature Using the secondary e mail feature Using the fax feature Using the send to folder feature Using the send to workflow feature Using authentication Using address books Configuring individual devices ENWW 19 Software features ...

Page 28: ...ages for HP DSS In the MFP Configuration section of the Configuration Utility a second Log tab shows log messages that are specific to the selected MFP device See Using the Activity Log in the Configuration Utility and Using the log for an individual device for more information In addition see the Help file for the HP MFP Digital Sending Software Configuration Utility for a list of messages and re...

Page 29: ...r Windows 2000 2003 operating system generates about digital sending HP MFP DSS Configuration Utility Configure the devices Enable or disable authentication and set the method Enable or disable digital sending for e mail fax folder and workflow and configure all send options Change the folder that holds temporary files Find the software version number Set the administrator information and e mail a...

Page 30: ...ocated on the local area network However the product can be configured for e mail functionality even if mail services are provided by an outside Internet service provider ISP over a digital subscription line DSL If the server supports it ESMTP Extended SMTP can be used to send e mail This capability is automatically detected and no specific configuration steps are necessary The e mail service is a...

Page 31: ...gs 7 When the e mail is ready the user touches Send on the device control panel 8 The device scans the job 9 When scanning is complete the device uses image processing on the job and saves the resulting file s to disk 10 The device sends all of the addressing information that the user provided in step 4 to the HP DSS service followed by the image file attachment s 11 The HP DSS e mail task opens u...

Page 32: ... Figure 3 2 The Email tab 2 Click Find Servers to find all of the SMTP servers on the network A list of SMTP servers appears NOTE If Find Servers does not find any SMTP servers click Add on the Email tab and then add the SMTP server manually by typing the host name or TCP IP address of the SMTP server 3 Select one or more SMTP servers and click OK The selected servers are loaded into the SMTP Gate...

Page 33: ... SMTP servers to a different position on the list HP DSS attempts to use the first SMTP server when processing an e mail transmission If the first server is unavailable for use HP DSS attempts to use the next server on the list HP DSS continues this process until it finds an available SMTP server E mail servers that function as SMTP gateways The following servers can be used as SMTP gateways for H...

Page 34: ...ndow type telnet and then press Enter The Telnet prompt appears Type set LOCAL_ECHO to turn on the local echo setting Use the following procedure to verify the communication through the SMTP gateway NOTE You cannot use the backspace key in a telnet session Any characters that are typed are sent one character at a time to the SMTP gateway backspaces included Note also that SMTP is not case sensitiv...

Page 35: ...il solution that encrypts e mail messages and requires authentication for recipients before the e mail message can be delivered These programs help organizations comply with new laws that are being enacted such as the E sign act and the HIPAA requirements for electronic delivery of confidential documents The Secondary E mail feature is designed to work with one of these third party software progra...

Page 36: ...s e mail address This cannot be changed 4 The user uses the keyboard interface to type data in the To Cc and Subject text boxes 5 If enabled the user can type a custom message into the Message text box 6 If necessary the user can touch Settings to modify the default settings 7 When the e mail is ready the user touches Send on the device control panel 8 The device scans the job 9 When scanning is c...

Page 37: ...reen Display Name text box to specify the display name The name of this feature can be altered to more closely reflect the third party program s functionality such as Secure or Encrypted E mail This name appears on the device control panel home screen Type a custom display name in the Home Screen Display Name text box or select from one of the following options Secondary e mail Secure e mail Speci...

Page 38: ...lity rather than HP DSS to send faxes Use the HP MFP DSS Configuration Utility to configure the settings for this option Users can specify fax destinations at the device control panel by using the MFP keyboard to type fax numbers by selecting speed dial numbers or by selecting fax numbers from an address book Internet fax When Internet fax is configured to use a specific Internet fax provider HP D...

Page 39: ...le folder named HPFSCAN on the LAN fax server All LAN fax vendors provide an administrative setting that specifies the path to this shared folder On the Fax tab of the HP MFP DSS Configuration Utility the user specifies a folder path which is the path to this same HPFSCAN folder 3 The LAN fax server converts the TIFF image s into fax format analog dials the number s that are included in the HPF fi...

Page 40: ...ites a notification file to the shared fax folder for each fax number dialed These notification files have the same eight digit name as the TIFF and HPF files but different file extensions The extension for the first notification file the first fax number dialed is 000 and for the second notification file the second fax number dialed is 001 the third notification file is 002 and so on HP DSS perio...

Page 41: ... network LAN fax service 1 On the HP DSS server open the HP MFP DSS Configuration Utility and click the Fax tab 2 Select LanFax from the Fax Method drop down list Figure 3 7 The Fax tab 3 Select the LAN fax software product name from the Product Name drop down box NOTE If you are unsure about whether the product supports notification select the Generic LanFax product without notification support o...

Page 42: ...older 7 Click Apply to save the LAN fax settings To configure Internet fax With an Internet fax service faxes are sent in e mail When using HP DSS the user specifies a fax number at the device and then the software creates and sends the e mail behind the scenes 1 On the HP DSS server open the HP MFP DSS Configuration Utility and click the Fax tab 2 Select Internet Fax from the Fax Method drop down...

Page 43: ...Select the check box to use the authenticated user s e mail address as the return e mail address If the device user s e mail address is not available the Default Fax Account e mail address is used NOTE If you select this option the user s e mail address must be registered with the Internet fax service provider in order to fax successfully 6 Click Apply to save the Internet fax settings To configur...

Page 44: ...ettings for the embedded analog fax modem in an MFP Use the Send to Fax tab in the MFP Configuration interface to configure these settings on individual MFPs See Send to Fax tab for information about this tab Using the send to folder feature If the send to folder feature is configured as part of HP DSS users can scan files and send them to folders on the network Supported operating systems for fol...

Page 45: ...cify a new folder touch Other Type the path for the folder by using the keyboard interface Touch OK on the keyboard screen to save the new path The software verifies that a valid path name has been specified NOTE Specifying a folder does not add it to the folders list permanently The system administrator must add new folders to the list by using the HP MFP DSS Configuration Utility 3 Specify a fil...

Page 46: ...le that contains all of the pages The TIFF and JPEG formats produce a single file for each scanned page Scanning resolution Select 75 150 200 300 400 or 600 dots per inch dpi File size Select a small standard or large file size Image enhancement Change the sharpness or background removal settings for the scanned image Configuring the send to folder feature Use the HP MFP DSS Configuration Utility ...

Page 47: ...Name text box This name appears on the device control panel interface 5 Click Browse to browse to a folder location and then click OK to accept it NOTE Supported operating systems for folder destinations are Windows 98 Windows NT Windows 2000 Windows XP Windows 2003 and Novell NetWare 6 Select the credentials that should be used to gain access to the folder from the Access Credentials drop down li...

Page 48: ...rogram monitoring the network folder or FTP site can then retrieve and decipher the information performing the specified operation on the scanned image The system administrator can also set up a printer as a workflow destination which allows users to scan a document and then send it directly to any network printer to be printed 1 When the user selects WORKFLOW on the control panel display the work...

Page 49: ...flow menus and forms are available on the device control panel Creating the workflow menu which creates logical groups of workflow forms Creating the workflow form which accumulates information that the user specifies at the control panel before initiating a send to workflow job ENWW Using the send to workflow feature 41 Software features ...

Page 50: ...In the workflow tree click a group to select it 2 Click Add Menu The Workflow Menu dialog box appears Figure 3 13 Workflow Menu dialog box 3 Type the name of the new menu This name must be unique within the workflow group 4 Select the style of the workflow menu The style determines which options are available for workflow forms within this workflow menu The only available choice is Enhanced NOTE I...

Page 51: ...kflow form for each of these destination types To create a workflow form for a folder destination 1 Click a workflow menu to select it 2 Click Add Form The Workflow Form dialog box appears Figure 3 14 Workflow Form dialog box 3 In the Form Name text box type a name for the new form The name must be unique within the workflow menu 4 Select Folder from the Destination Type drop down list ENWW Using ...

Page 52: ...the file type for the metadata file The options are None HPS or XML The metadata file contains the data that is collected by the workflow prompts If no prompts are being created select None 9 Select the Generate OCR File check box under OCR Settings if the processing software program requires an OCR optical character recognition file Click Settings to specify the OCR settings for language and outp...

Page 53: ...be shown to the user Hidden prompts are typically used to send specific unaltered information to the third party programs in the metadata file When the Hidden check box is selected a Prompt Information text box appears Type the information for the hidden prompt in the Prompt Information text box e In the Prompt Text text box type the text that you want to appear on the device control panel f In th...

Page 54: ...rogram uses the default response if the user does not provide a response to the prompt j Click OK to save the prompt settings The new prompt is added to the Prompts List in the Add Prompts dialog box k Repeat steps b through j as needed to create more prompts l After creating all of the required prompts use the Move buttons at the bottom of the list to adjust the order of the prompts m Click OK to...

Page 55: ... OCR 1 Workflow group menu forms prompts 2 Workflow job with optional metadata 3a Workflow job Public credentials 3b Workflow job Passthrough credentials 4 Optional metadata file XML or HPS Figure 3 17 Sending to a workflow folder destination ENWW Using the send to workflow feature 47 Software features ...

Page 56: ... in the Destination Type drop down box 5 In the FTP Server text box type the host name or TCP IP address of the FTP server 6 Click Credentials and then type in the username and password that are required for the FTP server Click OK to save the credentials 7 In the FTP Path text box type in the path to the directory on the FTP server that will hold the scanned documents 8 Follow steps 7 through 11 ...

Page 57: ...pe a name for the new form The name must be unique within the workflow menu 4 Select Printer in the Destination Type drop down box 5 In the Select Printer drop down box select a printer from the list of available network printers 6 Select one of the option buttons to use the default or custom printer preferences If custom printer preferences are selected click Preferences to set them up NOTE The M...

Page 58: ...7 Click OK to save the workflow form 8 Click Apply to save the settings on the Workflow tab 50 Chapter 3 Software features ENWW Software features ...

Page 59: ...d out by connecting to a local LDAP server using one of four possible bind methods The following table outlines the types of LDAP bind methods that are used for HP DSS Table 3 4 Authentication bind methods Bind method Description Can be used by Anonymous The selected LDAP server does not require user credentials to gain access to the LDAP database Windows Novell Simple The selected LDAP server req...

Page 60: ...Windows Active Directory authentication the following steps occur during Windows authentication 1 The user types his or her username and password at the device This information is securely transmitted to the HP DSS server 2 The HP DSS program authenticates to the domain through the Windows API to validate the user s credentials 3 If the user s credentials are correct the Domain Controller returns ...

Page 61: ...ous LDAP query If Active Directory is not configured for anonymous access HP DSS must be configured for either Simple or SPNEGO authentication Because Active Directory supports SPNEGO for backward compatibility with Windows NT clients it is the preferred method for configuring HP DSS authentication SPNEGO authentication uses either Kerberos or NTML depending on the environment NOTE The username an...

Page 62: ...mous See Table 3 4 Authentication bind methods As shown in Figure 3 21 Novell authentication the following steps occur during Novell authentication 1 The user types his or her username and password at the device and this information is securely transmitted to the Digital Sending Service HP DSS 2 HP DSS authenticates to the directory through the Novell client API to validate the user s credentials ...

Page 63: ...entication tab the Search Root text box is also typically left blank Then on the MFP configuration Authentication tab information is provided about the Default Bindery Server When users log in at the device the default bindery server appears on the login screen and the user can edit it if necessary LDAP authentication LDAP is a standard extensible directory access protocol It is a common language ...

Page 64: ...redentials DSMP encrypted 6 Authenticated user s e mail addresses 5 Query results 3 Authentication result 4 LDAP query 2 User credentials simple bind Encrypted using SSL Figure 3 22 LDAP authentication 56 Chapter 3 Software features ENWW Software features ...

Page 65: ...e mail address in the database of an LDAP server by using settings that are specific to the LDAP server If either step fails the user is denied access to the digital sending features These two steps utilize two distinct technologies an authentication server and an LDAP server except in the case of the LDAP server method where both steps are accomplished by using the LDAP server To enable authentic...

Page 66: ...d password depending on the network configuration Next the Select LDAP Server dialog box appears containing a list of LDAP servers on the network NOTE The Find Servers option for finding LDAP servers does not work in all environments If the Find Servers process does not work the TCP IP address or hostname of the Domain Controller or Global Catalog Server should be typed in the LDAP Server text box...

Page 67: ...od applies to the Windows environment only All domain controllers in a given domain contain a copy of the Active Directory database Typically all domain controllers run the LDAP service and are listening for LDAP queries on port 389 In some multi domain environments however HP DSS should use the domain s Global Catalog Server The Global Catalog Server contains information about other domains in th...

Page 68: ...etup exe in the support tools directory 1 Run LDP EXE Click Start click Run and then type LDP EXE 2 Click Connection and then click Connect from the Menu 3 Type the fully qualified domain name of the domain controller in the Connect dialog box If the domain controller is a Global Catalog Server the port might need to be changed to 3268 4 After the connection is established the Active Directory inf...

Page 69: ... LDAP search filter into the Filter text box objectclass person cn a This filter will return information for any user whose name starts with a 8 Select Subtree as the scope 9 Click Run Information will be returned for every user up to the size limit configured in Options whose name starts with a If the message Result 0 Null appears in the LDP message window either no users exist in the container t...

Page 70: ... Select Browse from the LDP menu and then select Search 6 Type the search root that is used in the HP MFP DSS Configuration Utility in the Base Dn text box in the Search dialog box 7 Type the following LDAP search filter in the Filter text box objectclass person cn a This filter will return information for any user whose name starts with a 8 Select Subtree as the scope 9 Click Options and delete a...

Page 71: ...ways uses a begins with search users must start to type the first name of the person whose e mail address they need at the device control panel Microsoft has published two support notes Q250455 and Q277717 that describe how to change the full name field LDAP property CN from the firstname lastname format to the lastname firstname format LDAP performance with dynamic LDAP addressing Occasionally wh...

Page 72: ...he device If user authentication is enabled on the device addresses are stored in a user s individual HP DSS address book Otherwise the addresses are stored in a public HP DSS address book HP DSS address books are available to every digital sender or MFP that the HP DSS server supports If the addresses contained in these address books are no longer needed they can be deleted by clicking Clear on t...

Page 73: ...ocal No No Guest Global Replicated LDAP ABM Public Distribution List Guest No Yes Private Personal Personal Distribution List Guest Global Replicated LDAP ABM Public Distribution List Private Personal Personal Distribution List Guest Yes No Guest Dynamic LDAP Guest Yes Yes Private Personal Personal Distribution List Guest Dynamic LDAP Private Personal Personal Distribution List Guest Private The P...

Page 74: ...Manager ABM is to give an administrator a way to create and change the e mail address books that are used by HP DSS You must be an administrator to use the Address Book Manager NOTE The HP Address Book Manager must be installed separately To install it insert the HP DSS program CD browse to the ABM folder and run SETUP EXE Specifically an administrator can use the Address Book Manager to accomplis...

Page 75: ...e imported into the HP Address Book Manager CSV HPB LDIF Microsoft Exchange See the online Help in the ABM Help menu for more information Configuring address books Use the HP MFP DSS Configuration Utility Addressing tab to configure HP DSS to make centralized address books available to digital sender users Figure 3 24 The Addressing tab ENWW Using address books 67 Software features ...

Page 76: ...ually or schedule it to run automatically at a certain time As the user types the initial characters in a name the device attempts to complete the name from the names in the address book The user types more characters until a match is found When the user selects a name the associated e mail address is automatically selected Using an LDAP address book directly Firmware in the device initiates and r...

Page 77: ...Monthly you can set a specific time and day of the week for the replication process The replication should be scheduled to take place at off peak times The information that is replicated for each recipient in the directory display name and e mail address is fairly small An address book database of 100 000 users is approximately 5 MB in size Configuring personal address books When the Enable PABs c...

Page 78: ...ess books so that one or more of them can be selected Configuring individual devices The HP MFP DSS Configuration Utility MFP Configuration tab specifies which devices are using the HP DSS service and also provides an interface for customizing HP DSS features for specific devices To add a new device 1 On the HP DSS server open the HP MFP DSS Configuration Utility and click the MFP Configuration ta...

Page 79: ...gs are known but communication between HP DSS and the device has been interrupted Red HP DSS is unable to establish communication with the device and the settings are unknown Crossbones The device was seized by another computer that is running the HP MFP DSS Configuration Utility The TCP IP address of the other computer is available in the MFP Status field located under the Status heading on the M...

Page 80: ...the Enable Send to Email check box and select via the Digital Sender service in the Send Emails drop down list 5 If users need to be able to add their own e mail message when sending e mail click Advanced and select the Editable by user check box 6 On the Addressing tab select the Allow MFP to directly access an LDAP Address Book check box if HP DSS should retrieve e mail addresses directly from a...

Page 81: ... configuration settings can also be copied by using the When adding new MFPs copy setting from option in the Add MFPs dialog box See the following sections for more detailed descriptions of some of the MFP configuration tabs Send to Email tab The Send to Email tab is shown in the following illustration Use it to configure e mail settings for individual digital sending devices Figure 3 27 Send to E...

Page 82: ...s the e mail address that appears in the From text box 7 Type a default e mail subject into the Default Subject text box if one is needed This is used if the device user does not type in their own e mail subject 8 Click Advanced to set up some additional e mail settings See Advanced e mail settings To enable send to e mail directly from the MFP 1 On the Send to Email tab select the Enable Send to ...

Page 83: ...user does not provide an e mail subject 8 Click Advanced to set up some additional e mail settings See Advanced e mail settings Advanced e mail settings To use the advanced e mail settings click Advanced on the Send to e mail tab The advanced settings specify default e mail message contents and default e mail attachment settings Figure 3 28 Advanced E mail Settings dialog box The Message Text appe...

Page 84: ...or in color color attachments are much larger in size In the Default Resolution drop down list select the resolution quality for the e mail attachments The higher the resolution quality the larger the size of the attachment file In the Default File Size drop down list select the amount of compression that is to be applied to the file The options are Small Standard and Large NOTE The user can chang...

Page 85: ...hese options might not be available Configuring the HP DSS send to fax feature 1 On the HP DSS server open the HP MFP DSS Configuration Utility and select a device from the list on the MFP Configuration tab 2 Click Configure MFP and then select the Send to Fax tab 3 Select the Enable Send to Fax check box to enable the send to fax feature ENWW Configuring individual devices 77 Software features ...

Page 86: ... code select the Editable by user check box In addition select the minimum number of characters to use for a billing code value from the Minimum Length spin control Configuring the MFP analog send to fax feature If the MFP has an analog fax modem faxes can be sent by using this functionality rather than using HP DSS 1 On the Send to Fax tab select the Enable Send to Fax check box to enable the sen...

Page 87: ...ration Utility and select a device from the list on the MFP Configuration tab 2 Click Configure MFP and then select the Addressing tab 3 Select the Allow mfp to directly access an LDAP Address Book check box to use an LDAP database for address queries ENWW Configuring individual devices 79 Software features ...

Page 88: ...il and fax records by using the standard LDAP attribute values 6 If the automatic find settings process does not work use the Search Root box to manually indicate where in the LDAP database hierarchy to begin searching for the requested address record 7 If needed use the Mfp user information retrieval method group box to find addresses according to certain attributes Select Exchange 5 5 Defaults t...

Page 89: ...he Advanced dialog box is used to set up some advanced settings for the address book options Figure 3 31 Advanced dialog box for addressing 1 Click Advanced on the Addressing tab to open the Advanced dialog box 2 Set the following controls in the Advanced Search Options group box Maximum LDAP Addresses This value determines how many records are returned in a single database query Maximum Search Ti...

Page 90: ...he local configuration Because Active Directory does not return data in alphabetical order clear this box if Active Directory is being used 4 Select a search option in the Find entries in the Database group box NOTE This option is only offered in HP DSS software versions earlier than 4 3 82 Chapter 3 Software features ENWW Software features ...

Page 91: ...se this drop down list to select the number of entries that appear in this window The options are 0 32 256 512 and 1024 NOTE Selecting a maximum entries option greater than 32 can cause a delay when starting the Configuration Utility Save Click this button to save the log file as a text file Details Click this button to view additional details about the selected log event ENWW Configuring individu...

Page 92: ...ng illustration Figure 3 33 Preferences tab in the Configure MFPs window On the Preferences tab use Default Scanner Settings to set the default settings for document size expected page content and duplexing Document Size Document Type 2 Sided Document check box select this check box for default duplex scanning 84 Chapter 3 Software features ENWW Software features ...

Page 93: ...ts options are only available in HP DSS software versions previous to 4 3 Properties tab The Properties tab contains information about the device that was selected in the MFP Configuration tab of the HP MFP DSS Configuration Utility Figure 3 34 Properties tab in the Configure Mfps window ENWW Configuring individual devices 85 Software features ...

Page 94: ...86 Chapter 3 Software features ENWW Software features ...

Page 95: ... tools that can be used to troubleshoot problems with the HP DSS program The following topics are covered Using the Activity Log in the Configuration Utility Using the log for an individual device Understanding critical error notifications ENWW 87 Troubleshooting tools ...

Page 96: ...orded in the activity log Each digital sending job all types of destinations Shutdown and restart events Success or failure of an activity Deletion of any address book contents Firmware downloads System errors The following information is recorded in the activity log Severity of event information warning error User Description of event Date and time Supplementary details such as list of destinatio...

Page 97: ... was imported by using the ABM None Authentication Failure A user was unable to authenticate at the device The user should attempt to log in again If the login still fails verify the settings on the Authentication tab of the HP MFP DSS Configuration Utility Click Test to test the settings Turn the device off and then on again Restart the HP DSS service Communication Protocol Error Protocol Version...

Page 98: ...y that the disk that contains the HP DSS service is not full Restart the HP DSS service If the problem persists contact an HP authorized service representative Startup Failure A digital sending subsystem did not start successfully Restart the HP DSS service Verify that the HP DSS server has enough memory and disk space Check the Windows event log for disk errors Check the security settings of the ...

Page 99: ...disk space might be required during peak usage periods An HP DSS server cannot support more than 250 MFPs or digital senders Firmware has not been upgraded on device This message should be seen only when older MFPs are managed by HP DSS Remove the device from the configuration and add it back again Select Apply to re initiate the firmware download A notification message was not printed on the devi...

Page 100: ...92 Chapter 4 Troubleshooting tools ENWW Troubleshooting tools ...

Page 101: ...s system requirements and procedures for installing and removing the HP DSS on computers or servers that are running Windows operating systems The following topics are covered System requirements Uninstalling HP DSS ENWW 93 Installation and removal ...

Page 102: ... area network LAN fax software and hardware product Make sure that the LAN fax product is already installed and functional Record where the LAN fax working folder directory is located and verify read write access to the folder A third party Internet fax service provider IFSP Record the domain of the IFSP and the e mail address of one registered user A Windows 2000 XP fax service with a fax modem i...

Page 103: ...Ware version 3 12 3 2 4 11 4 2 5 or 6 running on the Novell NetWare server Novell NetWare Client version 4 6 or later installed on the Windows computer that runs HP DSS MFP firmware requirements To support HP DSS features the HP LaserJet 4100mfp and the HP LaserJet 9000mfp must be running firmware version 03 525 0 or later The firmware is on the HP DSS product CD ROM in the FIRMWARE directory It i...

Page 104: ...TY D SETUP EXE Upgrading from previous versions of HP DSS Licenses that have been purchased for HP DSS 2 x or 3 x can be upgraded to HP DSS 4 x The Secure Access and Communications license types found in earlier versions of HP DSS have been replaced with a single Workflow Process and Document Management license in HP DSS V4 x Secure Access and Communications licenses are automatically converted to...

Page 105: ...ough HP DSS for a list of features that are available for each model Uninstalling HP DSS The Uninstall program removes HP DSS from the computer 1 Click Start click Programs click Hewlett Packard click HP Digital Sending Software and then click Uninstall 2 Follow the prompts to complete the uninstall process OR 1 Open the Windows Control Panel 2 Select Add or Remove Programs 3 Remove or uninstall H...

Page 106: ...98 Chapter 5 Installation and removal ENWW Installation and removal ...

Page 107: ...6 Appendix This appendix contains information about the following topics Image processing Supported third party fax programs ENWW 99 Appendix ...

Page 108: ...ach type of job The following table outlines all of the image file setting combinations Table 6 1 Effects of the file settings Custom Key settings Job settings Description File format Sending quality File type Document type Resolution pixels per inch File size1 Color Bits pixel compression PDF Black and white document PDF Text 300 Black and white 1 bpp bit per pixel G4 compressed PDF2 Color docume...

Page 109: ...ack and white photo JPEG Photo 150 Med Color 24 bpp JPEG JPEG Hi res photo JPEG Photo 600 Med Color 24 bpp JPEG 1 File size is only applicable to formats that are JPEG compressed 2 On the 9100C Digital Sender this format produced a bi level PDF 300 ppi 1 bpp G4 text plane overlaid onto a 150 ppi 24 bpp and JPEG image plane 3 The JPEG file format was not supported on the 9100C Digital Sender E mail...

Page 110: ... support the TIFF file format that HP DSS uses The Windows Imaging software that is included in Microsoft Windows 9x Windows NT and Windows 2000 supports this format Windows XP File and Fax Viewer and Adobe Photoshop do not support this format Supported third party fax programs HP DSS is compatible with the following third party fax software programs ACCPCC Anny Way Office Edition Biscom FAXCOM Ca...

Page 111: ... Interstar LightningFAX Object Fax Omtool RedRock FaxNow RTEFax Tobit DvISE TOPCALL Zetafax ENWW Supported third party fax programs 103 Appendix ...

Page 112: ...104 Chapter 6 Appendix ENWW Appendix ...

Page 113: ...0 Domino 26 dpi dots per inch 100 DSS components 12 features 1 7 removing 97 settings 4 system requirements 94 DSS Configuration Utility Addressing tab 78 Log tab 83 Preferences tab 84 Send to e mail tab 73 settings 4 9 system requirements 94 E error messages activity log 88 Exchange servers 25 e mail address book settings 78 advanced settings 75 attachments 10 configuring MFP devices 74 gateway s...

Page 114: ...100 N network requirements 94 notification LAN fax 32 Novell NetWare support 95 O online help 20 operating systems supported 94 P PDF files e mail attachments 10 quality 100 platforms supported 94 ports 96 Preferences tab Digital Sending Configuration Utility 84 Q Qmail 26 quality image 100 R registry entries 13 removing DSS 97 resolution images 100 S security authentication See Authentication Sen...

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Page 116: ... 2004 Hewlett Packard Development Company L P www hp com ...

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