Kodak SCAN STATION 100 Page 47 User Manual Download

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A-61544 July 2008

3-1

3 Installing and Using the Configuration Organizer

Before you begin

The

Kodak

Scan Station 100 uses configuration files to determine

which destinations to display and what default settings to use when
sending documents. The tool you can use to create these configuration
files is the

Kodak

Scan Station 100 Configuration Organizer. The

Configuration Organizer is run on a separate PC, which should, at a
minimum, have the following specifications.

• Pentium IV, 300 MHz or higher

• 512 MB RAM

• Microsoft Windows 2000 or Windows XP

Installing the
Configuration
Organizer

1. Insert the CD. The installation software starts automatically.

Summary of Contents for SCAN STATION 100

Page 1: ...A 61544 9E9780 User s Guide Scan Station 100 Scan Station 100 Plus Scan Station 120EX ...

Page 2: ...tation touch screen 2 4 Destination mode 2 4 Settings mode 2 8 Basic Scan Station operation 2 9 Scanning documents with the default settings 2 10 Resend and Reset 2 15 Searching for email addresses 2 16 Searching for network folders 2 17 Using Setting Shortcuts 2 18 Customizing settings for your scan session 2 19 Changing the Scan As option 2 22 Changing the File Type option 2 23 Using the Setting...

Page 3: ...eting an email group 3 17 Importing an email address book 3 18 Adding a USB flash drive folder group 3 20 Renaming a flash drive group 3 21 Deleting a flash drive group 3 21 Adding a network group 3 22 Renaming a network group 3 23 Deleting a network group 3 23 Adding an FTP group 3 24 Specifying Proxy settings 3 25 Optional Fax Modem Accessory only 3 26 Adding a fax group and fax numbers 3 26 Ren...

Page 4: ...nment today The Scan Station 100 is a standalone solution requiring no host PC or application software It works with an existing network Ethernet 10 100 Base T and makes use of existing network shared services such as TCP IP and SMTP in order to communicate with other network devices or destinations The color touch screen offers a simple graphical user interface to operate the device and direct th...

Page 5: ...h page Transaction logging allows administrators to track and report all activity on the Scan Station The report is provided in XML format Editable email subject text allows you to modify the subject of each email message sent via the Scan Station Secure PDF feature allows the encryption and protection of PDF files using a private key password defined by you The password is sent as a separate mess...

Page 6: ... very easy but the walk up user may not have access to their personal email address book or custom scan settings the way an Advanced user does Important concepts Configuration File The Kodak Scan Station 100 has configurable menus that allow an organization to easily tailor the device for their network Setup is possible using the Kodak Scan Station Configuration Organizer The Configuration Organiz...

Page 7: ...es but these supply the document text as well as the original image data The result is a file where the text can be searched These files are also saved with a pdf file name extension The Kodak Scan Station supports searchable PDF in each of the supported languages Image Only PDF a non searchable image only version of the scanned document Secure PDF PDF files can be protected with a 128 bit encrypt...

Page 8: ...t using a hair net if needed or tying long hair up in a bundle Remove all other loose objects from the area that could be drawn into the machine Follow the recommended Kodak cleaning procedures Do not use air liquid or gas spray cleaners These cleaners only displace the dust dirt or debris to another location within the Scan Station which could cause the Scan Station to malfunction Supervisors sho...

Page 9: ...gischen IT Stromsystem mit einer Leiterspannung von 230 V geeignet Connexion aux systèmes d alimentation électrique Ce produit est également conçu pour les systèmes norvégiens d alimentation électrique informatique dont la tension par phase est de 230 V EMC statements United States This equipment has been tested and found to comply with the limits for a Class A digital device pursuant to Part 15 o...

Page 10: ...nvironment this product may cause radio interference in which case the user may be required to take adequate measures Peoples Republic of China WARNING This is a Class A product In a domestic environment this product may cause radio interference in which case the user may be required to take adequate measures Korean Please note that this equipment has obtained EMC registration for commercial use I...

Page 11: ...roubleshooting for a listing of these error status codes 4 Turret can be rotated for ease of use and viewing 5 Touch screen with a simple touch allows you to easily navigate through selections instead of using the control panel 6 Control panel see the Control panel description on the next page 7 USB port use this port to insert your USB flash drive 8 Output tray collects the scanned documents NOTE...

Page 12: ...o move down in a list of selections Left press to move left in a horizontal list of selections typically used to move to the next Destination type or setup option Right press to move right in a horizontal list of selections typically used to move to the next Destination type or setup option Select press to select an item Go press to start scanning documents or as an OK selection Cancel press to ca...

Page 13: ...various sizes thicknesses and textures of documents 4 Paper present sensor detects the presence of documents in the paper path during feeding and imaging Rear view 1 Power port connects the power cord to the device 2 Main power switch turns the device on and off 3 Soft Start button restarts the device warm boot 4 Ethernet port connects the device to the network 5 Fuse for Service personnel only 6 ...

Page 14: ...to introduce documents into the Scan Station one at a time For single sided scanning make sure the original side is facing the rear of the Scan Station Paper types While the Scan Station can send a variety of different types of documents over the network the following paper types work best Bond Laser Inkjet Offset NOTE Chemically coated papers may cause excessive wear swelling of the rollers and r...

Page 15: ...ton To power down the Scan Station press the green Soft Start button The Scan Station will go through a shutdown sequence The Scan Station will still display the number 0 and the green LED will blink To finish powering down the Scan Station press the main power switch to the Off O position NOTE If the Scan Station fails to shutdown using the above procedure hold the green Soft Start button down fo...

Page 16: ... except for scanning your documents which is triggered by pressing the green Go button The Scan Station will initially display the destinations and settings that have been set up by your system administrator You can change these default settings for your session by touching the Settings button When you change these default settings they will be enabled only for the current session After your job c...

Page 17: ...locate the desired destination type if more than 5 destination types exist Icon Description Left arrow touch to scroll the list to the left of the selected destination Task displays a list of available tasks which group together scanner settings and destinations Email displays a list of available email addresses Select the email addresses you want to send the scanned document to then press the gre...

Page 18: ...ample the Processing icon and one of the other three icons below will appear when you are sending an email Icon Description Fax displays a list of fax destinations Select the fax addresses you want to send the scanned document to then press the green Go button to start the scanning process USB flash drive if you inserted a USB flash drive touch this icon to use as your output destination FTP displ...

Page 19: ...dress Search when selected the virtual keyboard will be displayed allowing you to enter a search string for finding specific email addresses in the selected list The Scan Station searches the email address field for names that begin with the search string If no match is found the Scan Station searches for a name containing the search string Up and Down arrows use this scroll bar to find and select...

Page 20: ...r instead of black and white touch the Settings button to display the Settings screen select the Scan As icon and then choose Color NOTE If you use your own USB flash drive the settings you select for your personal configuration will override the default configuration on the Scan Station This saves you time since you will not need to adjust the settings for your jobs very often If necessary you ca...

Page 21: ...original document that you are scanning requires something different than the default Use the Exit button on the bottom of the screen to toggle between Settings mode and Destination mode Icons representing the currently selected settings are also displayed in this area For a more detailed description of the icons and functionality of the Settings mode screen see the section entitled Customizing se...

Page 22: ...tion If you need to make adjustments to the input or output trays see the section entitled Adjusting the input and output trays earlier in this chapter Depending on how your Scan Station is configured you may be required to enter your user name password and domain to login After you press Go the message Please wait lamps are warming up may be displayed Document feeding proceeds after the lamps war...

Page 23: ...ents with the default settings To scan one or more documents NOTE Depending on how your Scan Station is configured the following screen may be displayed Enter your User name Password and Domain not required then touch Login 1 Place the documents in the input tray For more information refer to the section entitled Basic operation ...

Page 24: ...n email address entered here will only be in effect for the current scan session It will not be saved to the main email address book To print documents select the Printer icon and then select the specific printer to use To save the documents to a network share select the Network Share icon and then select the desired folder from the list When a document has been sent to a network folder it will be...

Page 25: ...reen For more information about changing settings refer to the section entitled Customizing the Scan Station using a personal configuration file on a USB flash drive later in this chapter 4 Press the green Go button on the control panel The Destination Review screen will be displayed For a quick review of the settings select the Output button on the lower left hand corner of the Destination Review...

Page 26: ...t be displayed If you press any button on the screen or control panel including the scroll arrows the timer will stop and you will need to press the Go Scan button again If you want to change these settings cancel the job and go back to the Destination mode and set your session the way you want it to scan immediately select the green Go Scan button again to stop the scan select the Cancel button ...

Page 27: ...scanned When all pages have been scanned the Status screen will display a status as it sends your document to each selected destination NOTE Depending on how your Scan Station is configured the message Do you have more pages to scan may be displayed This allows you to continually add pages to your scan session until you select No on the message or the 30 second timeout period has been reached ...

Page 28: ...seful when you forget to include a destination e g email address and want to resend the document without rescanning or when you scan a large document that was OCR ed and you do not want to wait for the entire OCR process again which can be very time consuming Reset After closing the Processing Review screen at the end of a scan job the following message will be displayed If you select No all of th...

Page 29: ...s configured select Search Selecting Search displays the virtual keyboard where you can enter a first or last name and the results will be displayed in a dialog box The results in the dialog box are from the selected email group or from the network address book If LDAP is configured the search results from the network address book will be displayed first ...

Page 30: ...ts list click on the each address you want to add then click Done The addresses will be checked and added to the email group Searching for network folders To search for a network folder in a selected network folder group select Search Selecting Search displays the virtual keyboard where you can enter a network folder name and the results will be displayed in a dialog box The results in the dialog ...

Page 31: ... you can create a shortcut for these settings and save them to your configuration The Scan Station application software provides six predefined Setting Shortcuts For more information about using Setting Shortcuts see the section entitled Using the Setting Shortcuts option later in this chapter For information about creating Setting Shortcuts see the Administrator s Guide for the Kodak Scan Station...

Page 32: ...ocuments are placed You can define the file name prefix used when creating the scanned documents turn on off the date and time stamps used when creating a scanned document and turn on interactive file naming mode File name prefix Scan Station Scan As available options are black and white color or grayscale Color File Type available file types PDF Image Only creates a single or multi page document ...

Page 33: ...ned in an image Edges typically represent transitions between foreground and background information such as the transition from background to faint text Values range from 0 to 100 The higher the contrast level the more enhancement of the image edges 50 Threshold converts grayscale images to black and white Values range from 1 to 255 A low threshold value produces a lighter image and can be used to...

Page 34: ...ut choices are displayed If you scroll to another Settings type i e File Type then toggle back to Destination mode the last selected Settings type is remembered If you then select Settings mode the File Type setting is the first one displayed Selecting any one of these icons allows you to adjust these image processing functions ...

Page 35: ...rmine the optimal threshold value to produce the highest quality image This allows scanning of mixed document sets with varying quality such as faint text shaded backgrounds or color backgrounds to be scanned using a single setting thus reducing the need for document sorting When using iThresholding you can only adjust Contrast Normal ATP ATP Adaptive Threshold Processing separates the foreground ...

Page 36: ... Only JPEG TIFF Multi Page or TIFF Single Page PDF Searchable Image Text and PDF Image only creates a document or multiple documents that contain either both text and image data or image data only based on the File Type selection PDF Searchable uses OCR technology to read the scanned page and extracts text information from the image data Selecting either File Type will display the following screen...

Page 37: ...word that will be used to encrypt the file before the file can be delivered The password will be sent in a separate email when Email is one of the destination selection JPEG this option is only available if your Scan As selection is Color or Grayscale JPEG creates multiple files one for each side of a scanned page If you select this option you can select a JPEG quality of Draft Good Better Best or...

Page 38: ...a group of commonly used settings to make scanning faster and easier For example if you frequently scan black and white documents to create text searchable PDF files select the Black and White Document OCR Quality Settings Shortcut This changes all the scanner settings with a single touch The changes will be reflected in the status bar at the bottom of the screen ...

Page 39: ...on or flash drive destination 2 Define the File Name Prefix that will be used for creating each scanned document This prefix will be used as the file name with a date and time stamp appended The appropriate file name extension will be appended pdf jpg tif NOTE You can define the default Folder Name where scanned documents will be placed if scanning to a network or USB flash drive destination If yo...

Page 40: ... Input Document Is the Kodak Scan Station 100 scan both sides of a document in one pass Select One Sided or Two Sided documents Changing the Document Type option Document Type indicates whether the document to be scanned is Text with Graphics Text or Photographs ...

Page 41: ...Scan As selection is Black and White When you select the Black and White Adjustment icon the Black and White Adjustment screen will be displayed allowing you to select either Contrast or Threshold If you selected Best iThresholding on the Scan As screen only the Contrast value can be changed If you selected Normal ATP both Contrast and Threshold can be changed When you make a selection either the ...

Page 42: ...0 The default is 50 Threshold converts a grayscale image to a black and white image The thresholding values range from 0 to 255 A low threshold value produces a lighter image and can be used to subdue backgrounds and subtle unneeded information A high threshold value produces a darker image and can be used to help pick up faint images Changing the Copies for Printing option Copies for Printing all...

Page 43: ...s i e the back side of a document so these pages can be discarded This is typically used when scanning black and white documents to either TIFF or PDF For black and white documents the default is 5 KB The default threshold changes depending on the Scan As setting Document images that fall below the threshold will be discarded Not available for scanning in color ...

Page 44: ...d define a configuration file Add and import email addresses Add network share folders and printers Set a 4 digit password for secure access to your configuration Save an encrypted copy of the configuration file on your USB flash drive and or hard drive When you insert the USB flash drive at the Scan Station the device configuration image destinations and user interface are customized with your pr...

Page 45: ...he Go Scan button The Destination Review screen will be displayed For a quick review of the settings you will use to send these documents select the Output button on the lower left hand corner of the Destination Review screen however if you press any button on the screen or control panel including the scroll arrows the timer will stop and you will need to press the Go Scan button again NOTE If you...

Page 46: ... and a preview image will be displayed as each page is being scanned When all pages have been scanned the Status screen will display a message as it sends your document to each destination you selected NOTES Depending on how your Scan Station is configured the message Do you have more pages to scan may be displayed This allows you to continually add pages to your scan session until you select No o...

Page 47: ...en sending documents The tool you can use to create these configuration files is the Kodak Scan Station 100 Configuration Organizer The Configuration Organizer is run on a separate PC which should at a minimum have the following specifications Pentium IV 300 MHz or higher 512 MB RAM Microsoft Windows 2000 or Windows XP Installing the Configuration Organizer 1 Insert the CD The installation softwar...

Page 48: ...3 2 A 61544 July 2008 2 Click Next The Welcome screen will be displayed 3 Click Next The License Agreement screen will be displayed 4 Read the license agreement click I Agree and then click Next ...

Page 49: ...displayed 5 Enter or browse to the folder where you want to install the Configuration Organizer or keep the default setting You may also select to install the application for Everyone or Just Me yourself then click Next The Confirm Installation screen will be displayed ...

Page 50: ...tart and progress will be displayed NOTE If Microsoft NET 2 0 or greater is not installed this installation may take a lot longer to complete about 20 minutes 7 When the installation is complete the Installation Complete screen will be displayed 8 Click Close ...

Page 51: ...ile created by the Configuration Organizer Once a user configuration file has been created and stored on a USB flash drive the flash drive can be taken to a Scan Station and inserted into the USB port NOTE Be sure the Configuration Organizer is open before inserting your USB flash drive The Scan Station automatically recognizes the presence of the flash drive and loads the settings found in the co...

Page 52: ...on Organizer window will be displayed File menu The File menu provides these options Reset reverts to the last saved version of the configuration file Save saves the changes to the configuration file Open opens an existing configuration file Administrator accesses the Configuration Organizer Administrator mode For more information about the Administrator mode refer to the Kodak Scan Station 100 Ad...

Page 53: ... Item allows you to rename the item selected in the list box Delete Item deletes the selected item Import E mail Addresses allows you to import email addresses from a comma separated value CSV text file Search allows you to search your network address book for email addresses if LDAP is configured Layout menu The Layout menu provides these options Moves Group Left moves the selected group left one...

Page 54: ...ore accessing the information in the file From Email allows you to receive notification if an email or fax if the optional Kodak Fax Modem Accessory is installed that you sent could not be delivered Help menu The Help menu provides these options Contents provides a list of Help topics associated with the Configuration Organizer Index provides an alphanumeric listing of keywords associated with the...

Page 55: ... 2 Select where you want to open the configuration file from 3 Click Open 4 When the configuration file settings are displayed add remove or rename destination groups and items as desired See the next section Managing your destination groups for more information and procedures Icon Description Saves the configuration file to the USB flash drive or hard drive Searches your network address book for ...

Page 56: ...r more information NOTE If you make a mistake you can revert to the last saved version of the configuration file by selecting File Reset 6 Select File Save The Save Configuration To dialog box will be displayed 7 Select the location s you want to save the updated configuration file to If necessary use the Browse button to help you locate the folder 8 Click Save The following message will be displa...

Page 57: ...ore creating a task you must already have Destinations created within the configuration Procedures for setting up destinations and scanner settings can be found in Chapter 2 in the section entitled Customizing settings for your scan session and Chapter 3 the section entitled Managing your destination groups 1 In the Configuration Organizer window access Destination mode and select Edit Add Group T...

Page 58: ... will be displayed in this list Clicking on one of the items in the list will immediately display the contents of that group 3 Select one or more Destinations e g in this case an email address and click Done The Choose Destinations screen will be redisplayed 4 Select more destinations from other groups or click Done ...

Page 59: ...ll be displayed 5 Click on any of the settings in the list to change the setting for this task and click Done The keyboard will be displayed allowing you to name your task 6 Enter the task name and click Done Your new task will be added to the task list ...

Page 60: ...ing tasks To delete a task 1 Select the task icon from the destination toolbar 2 Select the task that you want to delete 3 Select Edit Delete Item The message Are you sure you want to delete this item will be displayed 4 Click Yes ...

Page 61: ...tasks You can make changes to any task by selecting the task you want to change Review the destinations and scanner settings associated with the selected task and make any changes as desired Any changes you make to the destination or scanner settings after selecting a task will be associated with the selected task Save these changes by saving the configuration file For procedures on editing creati...

Page 62: ...elect Edit Add Group E Mail An Email icon is added to the toolbar on the Configuration Organizer window 2 To add an email address to a specific email group select the email group icon you want to add an address es to and select Edit Add Item or press the Ins key The Add dialog box will be displayed 3 Enter the name and address and click OK NOTE If you do not want the email address placed in alphab...

Page 63: ... be displayed 2 Make the desired change in the Description field and click OK The new group name will be displayed on the main Configuration Organizer window Deleting an email group If you delete an email group all email addresses within the email group will be deleted as well 1 Access Destination mode and select the email group you want to delete 2 Select Edit Delete Group The following message w...

Page 64: ...l client applications will automatically export the column headings as the first row of data When using the Configuration Organizer the Import Email Addresses dialog box provides you with the ability to skip first row of data Some email applications will also export the data with additional quote characters surrounding the data The following data First Name Last Name E mail Address John Smith john...

Page 65: ...splayed 3 Specify the file containing the addresses If necessary use the Browse button to help locate the file The First Name Last Name and Email Address fields allow you to map these values to the columns where they appear in the CSV file 4 Specify the columns in the CSV file that contain data for First Name Last Name and Email Address 5 Click OK The email addresses from the CSV file are added to...

Page 66: ... Drive icon is added to the toolbar 2 To add a folder click the flash drive icon you want to add the folder to and select Edit Add Item or press the Ins key The Add dialog box will be displayed 3 Enter a Description and Folder name and click OK NOTE If you do not want the folder placed in alphabetical order uncheck Add to list alphabetically The folder is added to the selected flash drive group 4 ...

Page 67: ... be displayed 2 Make the desired change in the Description field and click OK The change will be displayed on the main Configuration Organizer window Deleting a flash drive group To delete a group from your flash drive 1 Access the Destination mode and select the flash drive group you want to delete All folders within the selected group will be deleted 2 Select Edit Delete Group The following mess...

Page 68: ...etwork folder select the Network group you want to add a folder to and select Edit Add Item or press the Ins key The Add dialog box will be displayed 3 Enter the name and fully qualified folder path If desired click Add to list alphabetically to list the network folders in alphabetical order and click OK The folder is added to the selected Network group and is displayed on the Configuration Organi...

Page 69: ...g box will be displayed 2 Make the desired change in the Description field and click OK The change will be displayed on the main Configuration Organizer window Deleting a network group To delete an network group 1 Access Destination mode and select the network group you want to delete All network folders within the selected group will be deleted 2 Select Edit Delete Group The following message wil...

Page 70: ...and place the scanned documents in the folder documents NOTE Any additional folders defined in the File Naming Settings screen will also be used when creating the scanned documents 3 If the FTP site communicates on a port other than Port 21 change the value using the up and down arrows 4 You may optionally select Passive if required by the FTP server Passive is most commonly used if the FTP site i...

Page 71: ...R after login and None are the only two supported options at this time 2 If USER after login is selected the rest of the fields are available Enter the Proxy Address in the form of a Fully Qualified Domain Name e g FTP acme com or as an IP address 3 Enter the Username and Password required to access the proxy server 4 If the proxy server is configured to communicate on a port other than Port 21 ch...

Page 72: ...ration Organizer window 2 To add a fax address to a specific fax group select the fax group icon you want to add a fax number s to and select Edit Add Item or press the Ins key The Add dialog box will be displayed 3 Enter the description and fax number and click OK NOTES If you do not want the fax number placed in alphabetical order uncheck Add to list alphabetically When adding fax numbers pauses...

Page 73: ... and 3 for each fax number you want to add to a specific fax group NOTE In the case where a fax cannot be delivered the system will send an unsuccessful fax delivery notification To receive this notification select User E mail address and enter the email address where you want to receive this notification This will only work if a mail SMTP server has been setup ...

Page 74: ... be displayed 2 Make the desired change in the Description field and click OK The new group name will be displayed on the main Configuration Organizer window Deleting a fax group If you delete a fax group all fax numbers within the fax group will be deleted as well 1 Access Destination mode and select the fax group you want to delete 2 Select Edit Delete Group The following message will be display...

Page 75: ... Document Type Photographs Changing default settings 1 Click Settings to display the Setting screen 2 Click the Setting Shortcuts icon if not already selected 3 If you want to make changes to the User Defaults Setting Shortcut scroll through the scanner settings icons to make changes to your default shortcut Creating a new shortcut 1 Select Edit Add Item The Add New Setting Shortcut dialog box wil...

Page 76: ...on or Configuration Organizer will prompt the user for this password before accessing the information in the file 1 Select User Configuration Password The Flash Drive Password dialog box will be displayed 2 Enter a 4 digit numeric password 3 Re enter the password and click OK NOTE If the passwords do not match a message will be displayed and the Flash Drive Password dialog box will be redisplayed ...

Page 77: ... the Configuration Organizer and remove your USB flash drive from the PC NOTE If using Windows 2000 be sure to use the Eject hardware before removing the USB flash drive from your PC Failure to do so may result in your configuration file not being saved correctly 6 Test your USB flash drive by inserting it into the USB port on the Scan Station When the Scan Station recognizes a valid configuration...

Page 78: ...hing red indicates a Scan Station error Flashes E then a number such as 6 indicating the Scan Station cover is open The following list of error codes may be displayed in the Function window When an error is indicated the indicator light blinks the same number of times as the number displayed in the function window Therefore if the cover is open the number 6 appears in the Function window and the i...

Page 79: ... feeder after the Scan Station is powered up and ready If you place documents in the input tray before the Scan Station is powered up the documents are fed but no images are displayed If you are scanning one side of a document be sure the side you want to scan is placed face down and top down in the input tray with the side you want to scan facing the input tray with the back toward you Image has ...

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