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Sharp e-Copy ShareScan OP 3.0, Configuration Manual

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eCopy ShareScan OP Configuration Guide 

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 75

Defining a file naming field

The file name generated at the device is composed of one or more fields. You use the Field Editor 
to specify the default field values. The Default and User modify fields are not available with all 
field types.

Name

 — Enter an identifier for the field.

Type

 — Select the data type (alphanumeric, date, time, etc.).

Default

 — Enter the default value.

User modify

 — Select this option to enable a user to modify the default value at the device.

The fields that appear depend on the selected field type. For information about all the fields, see 
“Field types” on page 76.

Summary of Contents for e-Copy ShareScan OP 3.0

Page 1: ...Part Number 73 00006 5 2005 eCopy ShareScan OP Version 3 0 Configuration Guide ...

Page 2: ...l rights reserved eCopy the eCopy logo eCopyFax the Simplify logo the MailRoom logo eCopy ShareScan eCopy ShareScan OP eCopy ScanStation eCopy Desktop eCopy Quick Connect eCopy Xpert Compression UniDoc SpeedFax and SpeedPrint are trademarks of eCopy Inc ShareScan Simplify and MailRoom are registered trademarks of eCopy Inc Captaris and RightFax are trademarks of Captaris Inc Interwoven and iManage...

Page 3: ...Configuring connectors 11 Activating connectors 13 Managing devices 14 Specifying the default device 14 Specifying default device settings 14 Configuring activity tracking for devices 16 Managing the system 19 Starting and stopping a manager 19 Backing up or sharing configuration files 19 Configuring system properties 22 Monitoring activity on the Services Manager 26 Reporting scanning activity 27...

Page 4: ...s 47 Configuring Advanced settings 49 Advanced settings for connectors 49 Configuring the Tracing settings 51 Configuring Search behavior 52 Configuring Scan to Desktop 53 About configuring Scan to Desktop 53 About scan inboxes 55 Security for ShareScan inboxes 56 Security for network home directories 56 About the Inbox Management directory 56 Setting up folders user and groups 59 Configuring Scan...

Page 5: ... Exchange connector 98 Configuring the Fax via Notes connector 103 About configuring the Fax via Notes connector 103 Configuring the Fax via Notes connector 104 Configuring the Fax via SMTP connector 109 About configuring the Fax via SMTP connector 109 Configuring the Fax via SMTP connector 110 Configuring the RightFax connector 115 About configuring the RightFax connector 115 Configuring the Righ...

Page 6: ...lling MSDE 125 Verifying that SQL Server is running 126 Creating an address book database 127 Configuring a connector to use the address book 129 Configuring Scan to Printer 131 About configuring Scan to Printer 131 Configuring Scan to Printer 131 Configuring Copy 133 About configuring Copy 133 Configuring Copy 133 Index 135 ...

Page 7: ...etwork PC The ScanStation Services Manager supports only the device to which the ScanStation is connected the ShareScan OP Services Manager on a network PC supports multiple devices with embedded clients For information about remotely administering a Services Manager and about publishing connector profiles from a remote computer see Remote administration on page 28 The administration console autom...

Page 8: ...perform certain functions Using the toolbar Various toolbar buttons are displayed depending on the current selection As you move the pointer over the button information about the button s purpose appears Using right click menus Like other MMC Microsoft Management Console snap ins the eCopy ShareScan OP administration console relies on shortcut menus to access certain functions For example right cl...

Page 9: ...manager To select a manager 1 Click Start Programs eCopy Applications ShareScan OP Administration 2 In the list select the desired ShareScan OP Services Manager If the desired manager is not listed click Discover to refresh the list If the manager is still not listed enter the machine name and IP address in the edit field for example ECOPY1 10 10 10 10 Also make sure that the Services Manager is r...

Page 10: ... and then click Discover Managers or click on the toolbar Then follow the instructions in steps 2 and 3 Note To add a remote ShareScan OP Services Manager you must be a domain administrator or have permission to access the remote manager see To provide users with remote access to a Services Manager on page 29 ...

Page 11: ...evice into the local license database see Adding product keys on page 6 Adding an embedded device see Adding an embedded device on page 8 Activating the product key by obtaining a license code from the eCopy activation Web site see Activating licenses on page 9 A product key must be added to the license database before the ShareScan OP Services Manager can assign it to a device When the key is ass...

Page 12: ...use the device Blank The key has not been assigned to a device and is available for use Adding product keys You add product keys to the license database It is strongly recommended that you leave the license database on the local hard drive There are two ways to add product keys to the database Enter each key manually You must use this method when licensing a device connected to a ScanStation It is...

Page 13: ...ivate the key via the Internet or activate it later see Activating licenses on page 9 To import product keys Use this method only when licensing embedded devices 1 Create a text txt file containing all your product keys or if you received a CD with product keys access the text file on the CD If you received your product keys by e mail you can copy and paste them into Notepad and save the file with...

Page 14: ...at you have an available product key of the appropriate type To add a product key see Adding product keys on page 6 3 Right click Devices and then click Add a new device The ShareScan OP Services Manager can detect devices using Multicast UDP or SNMP While UDP is generally faster it may not work in certain network environments see the Network Environment section in the eCopy ShareScan OP Installat...

Page 15: ...t connection use the Report button on the License Information tab to generate a text file containing your product key information Print the report file Then from any computer with an Internet connection go to https activation ecopy biz and obtain a license code for each key You can then activate each license individually on the License Information tab To activate all licenses This operation requir...

Page 16: ...nd services involves the following tasks Installing connectors and services see Installing connectors and services on page 10 Removing connectors and services see Removing add on connectors on page 11 Configuring connectors see Configuring connectors on page 11 Activating connectors see Activating connectors on page 13 Installing connectors and services To install a base connector that you did not...

Page 17: ...rofiles to all eCopy enabled devices on the network For information about configuring individual connectors refer to the appropriate section in this document or in the Help Understanding connector profiles You can define multiple profiles for each connector Each profile defines a set of configuration options for that connector Using connector profiles enables you to apply different connector setti...

Page 18: ...r for which you want to create a profile 2 Specify the configuration settings for the profile 3 Click Save 4 In the Save Profile window enter a name for the new profile 5 Click Save To update an existing profile 1 In the console tree select the connector whose profile you want to modify 2 In the list of profiles select the profile you want to modify 3 Update the settings 4 Click Save 5 In the Save...

Page 19: ...e click Devices device_name Properties 2 On the Selection tab click the Profile field for each connector that you want to activate and then select a profile see Understanding connector profiles on page 11 3 In the Active column select each connector up to 9 that you want to activate 4 Use the Move Up and Move Down buttons if you want to re order the connectors in the list The order determines the ...

Page 20: ...e User modify option allows you to specify whether or not users can override the default setting at the device by pressing the Settings button To specify default device settings 1 In the console tree click Devices device_name Properties 2 Clilck the Scanner tab The system displays the current device settings 3 For each category specify the default settings see Device settings on page 14 4 When you...

Page 21: ...d white images Full Color outputs color images If the original document is in black and white the output image will be black and white Grayscale mode outputs a grayscale image Black and White mode outputs a black and white image Black and white image files are smaller than grayscale image files which are smaller than color image files Image Processing Select the default image processing options Mi...

Page 22: ...CCESS sharescanop1 09 09 2003 07 10 51 ScanToDesktop 9 jsmith Jennifer Smith SUCCESS sharescanop1 The general format for each entry is Date Time Function of Pages From To Success Machine name If a user sends a scanned document to multiple recipients each name is separated with a semicolon You can use the Additional Fields function to obtain more tracking information from the user at the device The...

Page 23: ...tarting at the beginning of the log file 5 In the Field Separator field enter the separator character to use between each log field The following characters are valid 6 Click the Additional Fields tab Select the Enable check box if you want the user to add additional tracking information at the device and then define one or more fields see Defining a field on page 18 To edit or delete an existing ...

Page 24: ...Maximum Enter the maximum number of characters allowed Remember Enter the number of most recently used values to display in the drop down list Using the Cost Recovery Service Cost recovery is available as an add on service to eCopy ShareScan OP and provides an integrated solution linking ShareScan OP with supported cost recovery systems from Equitrac and Copitrak For more information please contac...

Page 25: ...stop the ShareScan OP Services Manager from the administration console The Services Manager must be running when you add a manager To start a manager Right click the manager name and then click Start ShareScan OP Manager or click To stop a manager Right click the manager name and click Stop ShareScan OP Manager or click To restart stop and then start a manager Right click the manager name and clic...

Page 26: ...d connectors to back up The utility copies files from the Data and Images folders associated with each selected connector including the System connector 4 Select the target folder If you are copying files to share them with other Services Managers select a shared folder that the other devices can access 5 Click Export ShareScan OP creates a time stamped subdirectory within the target folder and co...

Page 27: ...ility 2 Click Import configuration 3 Select the files and connectors to restore If you are importing files that were exported by another Services Manager system data is not imported 4 Select the folder containing the files you want to use 5 Click Import 6 Click Yes to shut down the Services Manager while the files are imported The Services Manager will be restarted when the import is complete 7 Cl...

Page 28: ...cing on page 25 To specify general properties 1 In the console tree click System Information Properties and then click the General tab 2 In the Port field specify the TCP IP port to use for communication between the ShareScan OP Services Manager and eCopy enabled devices the default is 9100 If you need to change this setting make sure that you also change the port number that is specified on each ...

Page 29: ...hat does not meet the requirements a message is displayed and the user must enter a different password 3 Under Searchable Text engine properties select the language that you want the Searchable Text engine the OCR engine to use The default is the language specified on the Keyboard Settings tab The list of languages depends on the YTR files that are installed in the ShareScanOPManager OCR Lib folde...

Page 30: ...eyboard settings tab 2 In the Select a language for the keyboard list select the keyboard language 3 In the Default com entry field specify the default extension for the com key such as com 4 In the Add more entries field define any additional extensions to include in the list that appears when the user clicks the arrow next to the com key Type each entry such as co uk in the field and then click ...

Page 31: ... 112 09 01 2003 11 05 59 System Connector processing request for type GetThumbnailProperties Device dellinsp 192 168 1 112 09 01 2003 11 05 59 Initializing system for Client dellinsp s 09 01 2003 11 05 59 Loading connectors for Client dellinsp 192 168 1 112 09 01 2003 11 05 59 System Connector processing request for type GetFormParams Device dellinsp 192 168 1 112 09 01 2003 11 05 59 System Connec...

Page 32: ...ormation in real time To access and manage the activity log 1 In the console tree click System Information Activity Monitor The Activity area displays a list of all requests and status information 2 Click Start Monitoring or Stop Monitoring 3 In the Filter list select none to view activity for all managers or select a specific device whose activity you want to view 4 If desired clickt Clear to cle...

Page 33: ...e tree click System Information Reporting 2 Select Manager to display the total number of pages scanned by each device connected to this manager or select Device to display the total number of pages scanned by a specific device If you select Device select a device and then specify the month for which you want to create the report 3 Click Print if you want to print the current bar graph 4 Click Ref...

Page 34: ...s of connector profiles to multiple devices Setting up remote administration involves installing ShareScan OP on a remote computer and then granting the appropriate access rights By default remote access to the ShareScan OP Services Manager is limited to domain administrators Anyone else who needs remote access to a Services Manager must be granted access rights by a domain administrator Only user...

Page 35: ...ide 29 To provide users with remote access to a Services Manager 1 In the console tree click the manager and then click 2 In the Domain list select your domain controller 3 Select each user and then click Add 4 When you are done click OK ...

Page 36: ...published connector profile will run successfully on the target devices The source device and the target devices must be in the same domain File paths that you specify during publishing must be valid on the target devices The version level of third party client software such as Lotus Notes Microsoft Outlook and Captaris RightFax must be the same on the source device and the target devices Any conn...

Page 37: ... enter a name for the group of connectors In the Active column select each connector whose profile you want to include You can select up to nine connectors For each connector select the desired connector profile to use Each connector can have multiple connector profiles Note Although Copy is not supported on ScanStation devices and Fax via Print is not supported on devices with embedded clients Cr...

Page 38: ...32 Configuring eCopy ShareScan OP 5 Click OK The new profile is listed in the Publish Connector Profiles window To add target devices 1 In the Publish Connector Profiles window click Manage ...

Page 39: ...nd then click Add 4 In the list of available devices select the desired target devices If the device type is ScanStation click each ScanStation device that you want to publish the profile to and then click Add Each device that you add is listed in the Target area If the device type is Embedded click the manager name to view the devices that it supports Select the check box next to the manager name...

Page 40: ...et device storing the copies in the installation_directory ShareScanOPManager BackupConnectorProfiles folder on the target device During publishing the status for each device is updated If an error message appears in the Status column for the device double click it to retrieve details about the error If the profile includes a connector that is not supported on a target device Publish ignores the c...

Page 41: ...he Publish Connector Profiles window select the profile you want to modify 2 Click Edit 3 Modify the profile and then click OK To use a backup copy of connector profiles on a target device 1 Start the administration console on the target device 2 Import the backup copy from the BackupConnectorProfiles folder on the target device see Backing up or sharing configuration files on page 19 To use publi...

Page 42: ...ess the button to activate Bates Numbering for the current scan About Bates Numbering formats Each Bates format consists of an endorsement and a text message Endorsement This always includes the page number and may include a prefix and a suffix The service numbers pages sequentially from the specified starting point see About page numbering on page 37 Users can specify a Checkpoint at the device s...

Page 43: ...ering continues from where it left off For example if a user scans two 10 page documents using the same Checkpoint the first document will be numbered 1 through 10 and the second document will be numbered 11 through 20 Using the options available on the Document Sent Successfully screen Pressing Done sets the next job to use the starting page number specified in the Bates format Pressing New Docum...

Page 44: ...rif Times New Roman and Verdana fonts 3 Under Text Message specify the following information Message Enter the text message that will be printed on each page optional Font and Justification Select the font style and position left right or center for the endorsement Allow User Modify When this check box is selected users can modify the text message at the device 4 Under Position specify the followi...

Page 45: ...t manager communication The port number must match the port specified for the manager see To specify general properties on page 22 5 Click Save Advanced driver settings for embedded clients Use the Advanced driver settings only when testing or troubleshooting Do not enable these options in a production environment The following settings are available Scan File Select this option to enable test mod...

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Page 47: ... password see Specifying an exit password on page 43 Configuring the keyboard see Configuring the keyboard on page 43 Configuring ScanStation logon settings see Configuring ScanStation logon settings on page 44 Developers can use the console to select a test file and to use the logging feature Selecting a different TWAIN driver To select a different TWAIN driver 1 Click Start Programs eCopy Applic...

Page 48: ...ient Status click Start The client application opens on the touch screen A button appears for each connector that you have configured for the device You can also start the client by clicking Start Programs eCopy Applications ScanStation Client Stopping the client To stop the client from the console 1 In the console tree click Devices device_name Manage 2 Under Client Status click Stop Restarting t...

Page 49: ...here you may want to enable the soft keyboard You are running ShareScan OP on an old ScanStation black box You need to use a keyboard language other than English French Italian German or Spanish The client will support Danish Dutch English UK English US Finnish French German Italian Norwegian Portuguese Spanish and Swedish soft keyboards It is easier to secure the ScanStation when the soft keyboar...

Page 50: ... this check box and specify the user name password and domain information if you want to start stop and restart the client from the administration console Automatically start ScanStation OP Client at startup all users Select this check box if you want to start the ScanStation OP client as soon as a user logs on to the ScanStation or after an automatic logon If you are only using the specified logo...

Page 51: ...problem Developers of eCopy ShareScan OP connector applications may also want to use these settings For information about developing connector applications refer to the documentation provided with the eCopy ShareScan OP Connector SDK The Test file field enables you to select a file that can be used with the simulator The Logging check box enables you to turn client logging on or off ...

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Page 53: ...hen you finish configuring the settings you save them in a connector profile see Understanding connector profiles on page 11 For information about connector specific settings refer to the appropriate section in this guide or select the connector in the console tree and then click the Connector Help button on the toolbar This section also provides information about the Search while typing function ...

Page 54: ...if files have the advantage of transparency Maximum dimensions for the image are 64x64 pixels 3 In the Label field enter up to three short lines of text Press ENTER between each line You cannot make sure the lines of text fit on the button until you save the connector profile enable the connector on a device and start the client 4 Click Save select or specify the profile name and then click Save Y...

Page 55: ... settings to their original settings Advanced settings for connectors The following table lists all available settings Each connector supports a unique group of settings Encryption not available when Batch File is enabled Disabled Document encryption will not be available for use with the selected profile Always required The user will be prompted to enter an encryption password only when the image...

Page 56: ...amed as specified in the Name field User modify The user will be able to modify the file name at the device Bates Numbering OFF Bates Numbering will not be able for use with the selected profile ON Bates Numbering will be available for use with the selected profile When Bates Numbering is enabled the Bates button appears in the scan preview window provided that Bates Numbering is installed File Co...

Page 57: ...Off to disable tracing 3 Under File select the appropriate options Daily Creates a new log file each day Unlimited file size Adds all log entries to a single file When file size reaches Creates a new file when the file size reaches the specified limit Rolling filenames If Tracing is configured for the automatic creation of new files appends a numeric identifier to ensure uniqueness of file names 4...

Page 58: ... If there are multiple users with the name Chris the user can then press the down arrow and select the desired Chris It is recommended that you select this option only when the address list server responds fast enough to allow rapid auto completion By default this function is enabled If you do not want to use it you must clear the Search while typing check box If the Search while typing option is ...

Page 59: ...ned document is delivered to the recipient s inbox You can configure Scan to Desktop to authenticate users Users are then required to enter the password associated with the recipient s scan inbox before the scanned document can be sent to the inbox The Authenticate users option is automatically selected when the scan inbox type is set to use a network home directory If you do not configure Scan to...

Page 60: ...s can retrieve documents using the eCopy Desktop client application The Scan Inbox window displays any documents that are in the user s scan inbox When the user opens a document in Desktop it is automatically deleted from the scan inbox ...

Page 61: ... be configured by the network administrator If a Scan to Desktop user already has a network home directory you can specify a subfolder such as Scans as the user s scan inbox Network security ensures that only the owner can write to or read from the subfolder The first time they use Scan to Desktop users must sign up The sign up process creates the user s scan inbox and adds the user s name and inb...

Page 62: ...or network home directories With Windows and Novell home directories network security ensures that only the owner can write to and read from the scan inbox subfolder Therefore to deliver a scanned document to a scan inbox in a network home directory Scan to Desktop must connect as the directory s owner To do this Scan to Desktop prompts the user to enter authentication information for the target d...

Page 63: ...e inbox security Multiple ShareScan OP Services Managers on the same domain or tree should point to the same Inbox Management directory This enables users to use Scan to Desktop from any available eCopy enabled device In this case using a network server is highly recommended Device 1 Device 2 Device 3 Device 4 ShareScan OP Services Manager 1 ShareScan OP Services Manager 2 userdirs txt ...

Page 64: ...s a folder in a network home directory PreferredServer Server W2KSERVER RoutingID NextID 2 Users phenderson phenderson Peter Henderson W2KSERVER 1 1 rryan w2kserver HomeDirs rryan Scans Bob Ryan W2KSERVER 2 1 When a user signs up the name becomes available for selection from all devices that point to the Inbox Management directory The Scan Inboxes tab displays the current list of registered users ...

Page 65: ...he Inbox Management directory using the Everyone Full control permissions see About file and folder security on page 59 If you are migrating from an earlier version of eCopy ShareScan and want to use the existing location this step is not necessary Windows NTFS inbox management directory Administrators Full control Domain Admins not used in workgroups Full control ShareScanAdmin Full control Every...

Page 66: ... However since all members of the ShareScanAdmin group have full access to all ShareScan inboxes you should remove all previous ShareScan administrators from the group when the migration is complete 4 On NTFS drives add ShareScanAdmin Full Control on the Security tab for the inboxes 5 Create an account for the administrative user The account should have a standard user profile Provide you with the...

Page 67: ...pplications ShareScan OP Administration 2 In the console tree click Scan to Desktop 3 On the Display tab configure the Image and Label options see Configuring the Display settings on page 47 4 On the Advanced tab specify the Encryption Searchable Text Image Format File Name File Copy and Bates Numbering options see Configuring Advanced settings on page 49 ...

Page 68: ...me of the local computer appears in the Computer field Validate Click Validate to verify the authentication information for the administrative user account If validation is successful the user ID turns blue If the user ID remains red make sure the account is a member of the ShareScanAdmin group Location Click Browse and then specify the path to the Inbox Management directory If you are prompted to...

Page 69: ... scanned document This option is not available when you select the Use network home directory or Authenticate users check boxes Allow single recipients only Enables users to select a single recipient for the scanned document This option is automatically selected when you select the Use network home directory check box Authenticate users Secures scan inboxes Users must enter the network password as...

Page 70: ...op user must manually configure the scan inbox path in the eCopy Desktop Preferences window To enable the Inbox Agent click Scan to Desktop in the console tree select the Use Inbox Agent check box and then click Save To disable the Inbox Agent click Scan to Desktop in the console tree clear the Use Inbox Agent check box and then click Save Important The default UDP server port is 9999 and the clie...

Page 71: ...vide fault tolerance in case a Services Manager is temporarily unavailable If multiple agents respond to a broadcast request eCopy Desktop uses the first response which is not a problem when all the agents are returning the same path If you configure the Managers to point to different Inbox Management directories you must enable at least one Inbox Agent per location In this situation two agents ma...

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Page 73: ...deally suited for environments where large numbers of documents must be scanned quickly into automated or manual workflows For example a human resources department might use Quick Connect to scan incoming job applications and deliver them to a central repository for review When you install Quick Connect multiple connectors are installed Quick Connect 1 Quick Connect 2 etc Each connector can displa...

Page 74: ...le name that contains the company name the date and the time as in eCopy03172005141847 pdf You can specify whether users can modify all or part of the file name For example you can build a file name that comprises the company name a city the date and the time You can allow users to modify the city name but not the company name as in eCopyParis03172005142327 pdf eCopyRome03172005142327 pdf eCopyLon...

Page 75: ...el options see Configuring the Display settings on page 47 4 On the Advanced tab specify the Encryption Searchable Text Image Format and Bates Numbering options see Configuring Advanced settings on page 49 5 Click the Destinations tab Under Destinations Click New to add a destination see Defining a scanning destination on page 72 Click Edit to edit a selected destination Click Remove to delete a s...

Page 76: ...d number of pages are scanned or when the scanned image file reaches a certain size The latter option is available only when the scanned image file format is PDF or eCopy You cannot enable the batch file option when encryption searchable text or Bates Numbering are enabled or when the image format is set to User Modify If a file of the same name exists in the target destination select one of the f...

Page 77: ...r Move Down buttons to reposition a field in the list Under File Format select the format of the index file CSV comma separated value or XML as shown in the following examples CSV Case_Number Client Operator135643 eCopy sjones XML xml version 1 0 encoding UTF 8 data index id Case_Number 135643 index index id Client eCopy index index id Operator sjones index data 8 On the Tracing tab configure the ...

Page 78: ...2 See Destination type SMTP Message on page 73 See Destination type Destination List on page 74 4 When you have defined the destination click OK Destination type Windows Novell NetWare or FTP Folder Under Folder Location specify destination information for the scanned image files For Windows or Novell click Browse and then select an existing folder or make a new folder and then select it For FTP e...

Page 79: ...s the user to log on to the destination before the file is sent Specify the domain tree to use for authentication Destination type SMTP Message Under SMTP Server enter the name of the server to use when sending the message and the server s port number Under Send From specify the following options Personal Account Sends the scanned documents from the user s personal account Generic account Sends th...

Page 80: ...ntication to the destination list you cannot then add a Novell NetWare Folder destination that uses Runtime authentication If you add a Windows Folder or Novell NetWare Folder destination that uses Runtime authentication and you then add an FTP Folder destination a message appears indicating that the user s Windows or Novell credentials will be used to authenticate against the FTP server Invalid o...

Page 81: ...he Default and User modify fields are not available with all field types Name Enter an identifier for the field Type Select the data type alphanumeric date time etc Default Enter the default value User modify Select this option to enable a user to modify the default value at the device The fields that appear depend on the selected field type For information about all the fields see Field types on ...

Page 82: ...s are numbered 001 002 010 011 100 101 999 If you do not enable leading zeroes batches are numbered 1 2 etc Device Name No additional settings Date Format Select the appropriate date format according to local conventions List Set as Default Click to make the selected list member the default selection Click to create a new list entry Click to delete the selected list entry Click to move the selecte...

Page 83: ...t field values The Default and User modify fields are not available with all field types Name Enter an identifier for the field Type Select the data type alphanumeric date time etc Default Enter the default value User modify Select this option to enable the user to modify the default value The fields that appear depend on the selected field type For information about all the fields see Field types...

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Page 85: ...rver and retrieve the global address list It sends scanned documents from this account only if you do not select the Send messages from personal mail account option when you configure the ShareScan OP User account If you select the Send messages from personal mail account option the connector prompts users to log on and a copy of the message is automatically delivered to the sender s Sent Items fo...

Page 86: ...settings on page 47 4 On the Advanced tab specify the Encryption Searchable Text Image Format File Name and Bates Numbering options see Configuring Advanced settings on page 49 5 Click the Configure tab Under ShareScan OP User specify the account information It is recommended that you create a generic Microsoft Exchange account for the ShareScan OP User account User Name Enter the user name for lo...

Page 87: ...ooks tab Select the desired address book options Enable Global Address List Allows users to search for and select recipients from the Exchange server s Global Address List Enable Outlook Contacts Allows users to search for and select recipients from their Outlook Contacts folder While Microsoft Outlook supports more than one Contacts folder per user the connector searches for address entries only ...

Page 88: ...arch while typing function see Configuring Search behavior on page 52 7 Click the Content tab Under Message select Subjects to display the available subject lines or Notes to display the available notes Users can select an existing subject line or note or enter their own at the device Notes are included in the message body Then perform any of the following options Click Add to add a new entry You ...

Page 89: ...format is PDF or TIFF Enter the byline text in the Custom field Enable cpy file format byline When you select this option the connector uses the standard eCopy byline for scanned documents whose format is eCopy CPY The standard byline is To view cpy files download the latest free eCopy Viewer at http www ecopy com downloads viewer 8 On the Tracing tab configure the Tracing options see Configuring ...

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Page 91: ...urther information and setup instructions c Program Files eCopy ShareScan OP ShareScanOPManager Connectors LNotesMail PassThruDB The connector provides access to the Lotus Notes address book as well as to the local Internet address book When sending from a personal e mail account a copy of the message is automatically delivered to the sender s Inbox folder ShareScan OP typically uses the login nam...

Page 92: ...s ShareScan OP Administration 2 In the console tree click Lotus Notes Mail 3 On the Display tab configure the Image and Label options see Configuring the Display settings on page 47 4 On the Advanced tab specify the Encryption Searchable Text Image Format File Name and Bates Numbering options see Configuring Advanced settings on page 49 5 Click the Configure tab ...

Page 93: ... If you select this option you must configure a Domino HTTP HTTPS server to use the eCopyMail pass through database see About configuring the Notes connector on page 85 Then specify the Domino Server Mail Send Port and encryption options which are available only if you select the Send from personal email account option Domino Server Enter the name of the Domino HTTP HTTPS server where the eCopyMai...

Page 94: ...der Internet Address Book configure the local address book that is used to store Internet e mail addresses entered manually at the device For information about configuring the Internet address book see Configuring MSDE for address book support on page 125 When the address book is enabled you can add delete import and export addresses An imported address list must be a text file with a list of comm...

Page 95: ...TS variable only in a note Each variable is replaced with the sender or recipient names Click Edit to edit the selected entry Click Delete to delete the selected entry from the list Click Move Up or Move Down to move the selected entry up or down in the list The top item in the list is the default Click Defaults to restore the default lists of subjects and notes deleting any custom entries Importa...

Page 96: ...der Byline configure the appropriate options The byline appears at the bottom of the message body Custom When you select this option the connector creates a custom byline for scanned documents whose format is PDF or TIFF Enter the byline text in the Custom field Enable cpy file format byline When you select this option the connector uses the standard eCopy byline for scanned documents whose format...

Page 97: ... to validate their identity The global address list is provided by an LDAP server Configuring the LDAP SMTP connector To configure the connector 1 Start ShareScan OP Administration Start Programs eCopy Applications ShareScan OP Administration 2 In the console tree click LDAP SMTP 3 On the Display tab configure the Image and Label options see Configuring the Display settings on page 47 4 On the Adv...

Page 98: ...sociated with the directory you want to use Port Enter the LDAP port number The default is 389 If this does not work try 3268 Base DN Enter the DN distinguished name of the base or root of the directory in which to search This varies depending on the server you are using and the portion of the directory you wish to search dc ecopy cn users dc ecopy dc com and ou marketing dc ecopy are all examples...

Page 99: ...ress from the LDAP server and locks it in the From field The user cannot change the information in the field If you select Windows or Novell the connector first authenticates the user information against the network server Depending on your network configuration ShareScan OP may be able to obtain the sender s e mail address automatically Do not select this check box if network login names and e ma...

Page 100: ...s for a matching name depends on the Search Behavior setting Under Internet Address Book configure the local address book that is used to store Internet e mail addresses entered manually at the eCopy enabled device For information about configuring the Internet address book see Configuring MSDE for address book support on page 125 When the address book is enabled you can add delete import and expo...

Page 101: ...cted entry up or down in the list The top item in the list is the default Click Defaults to restore the original list of subjects and notes deleting any custom entries Under Byline configure the appropriate options The byline appears at the bottom of the message body Custom When you select this option the connector creates a custom byline for scanned documents whose format is PDF or TIFF Enter the...

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Page 103: ...r and the appropriate Exchange server plug in The scanned document along with sender and recipient information is sent to the Exchange server using the local Microsoft Outlook client For important information about using ShareScan OP with Outlook see Configuring the Exchange connector on page 79 The recipient s fax number is included in the To field on the client in the format required by the fax ...

Page 104: ...dministration 2 In the console tree click Fax Exchange 3 On the Display tab configure the Image and Label options see Configuring the Display settings on page 47 4 On the Advanced tab specify the Image Format and Bates Numbering options see Configuring Advanced settings on page 49 Refer to your fax server documentation to determine which format TIF Fax or TIF is appropriate 5 Click the Configure t...

Page 105: ... check box Users will be prompted to log on to Exchange To save sent messages in the sender s Sent Items folder select the Add messages to Sent Items folder check box Click Test to verify the logon information If the test fails click Show Details and resolve the connection issue before proceeding For example make sure that the user name matches the name of the associated Exchange mailbox and that ...

Page 106: ...ormation about configuring the address book see Configuring MSDE for address book support on page 125 When the address book is enabled you can add delete import and export addresses An imported address list must be a text file with a list of comma separated values CSV in the following format Last_Name First_Name Fax_Number You export the address book database to a CSV file Search while typing Clea...

Page 107: ...n a subject line The variable is replaced with the sender name Click Edit to edit the selected entry Click Delete to delete the selected entry from the list Click Move Up or Move Down to move the selected entry up or down in the list The top item in the list is the default Click Defaults to restore the default lists of subjects deleting any custom entries 9 On the Tracing tab configure the Tracing...

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Page 109: ...ent information is sent to the Notes server using the local Lotus Notes client For important information about using ShareScan OP with Lotus Notes see About configuring the Notes connector on page 85 The recipient s fax number is included in the To field on the client in the format required by the fax server The Notes server plug in recognizes the recipient address as a fax number and hands the re...

Page 110: ...istration 2 In the console tree click Fax Lotus Notes 3 On the Display tab configure the Image and Label options see Configuring the Display settings on page 47 4 On the Advanced tab specify the Image Format and Bates Numbering options see Configuring Advanced settings on page 49 Refer to your fax server documentation to determine which format TIF Fax or TIF is appropriate 5 Click the Configure ta...

Page 111: ...s through database see About configuring the Notes connector on page 85 Then specify the Domino Server Mail Send Port and encryption options which are available only if you select the Send from personal email account option Domino Server Enter the name of the Domino HTTP HTTPS server where the eCopyMail pass through database is installed If using HTTP enter the server name IP address or fully qual...

Page 112: ...ddress list that will be used for sender selection Sender selection is available only when the Send from personal email acct check box is selected on the Configure tab Search On Select the desired search option First Name First Name Long Format or Last Name Under Fax Address Book select the Enable check box if you want users to be able to search for and select recipients from the local fax address...

Page 113: ...E variable in a subject line The variable is replaced with the sender name Click Edit to edit the selected entry Click Delete to delete the selected entry from the list Click Move Up or Move Down to move the selected entry up or down in the list The top item in the list is the default Click Defaults to restore the default lists of subjects deleting any custom entries 9 On the Tracing tab configure...

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Page 115: ...s connector you must have a network fax server and the appropriate SMTP server plug in The scanned document along with the sender and recipient information is sent to the SMTP server as a MIME formatted mail message The recipient s fax number is included in the To field on the client in the format required by the fax server The SMTP server plug in recognizes the recipient address as a fax number a...

Page 116: ...reScan OP Administration 2 In the console tree click Fax SMTP 3 On the Display tab configure the Image and Label options see Configuring the Display settings on page 47 4 On the Advanced tab specify the Image Format and Bates Numbering options see Configuring Advanced settings on page 49 Refer to your fax server documentation to determine which format TIF Fax or TIF is appropriate ...

Page 117: ...assword is encrypted before saving Server Enter the IP address DNS name or URL of the LDAP server associated with the directory you want to use Port Enter the LDAP port number The default is 389 If this does not work try 3268 Base DN Enter the DN distinguished name of the base or root of the directory in which to search This varies depending on the server you are using and the portion of the direc...

Page 118: ... name auser and e mail address auser company com ShareScan OP obtains the e mail address from the LDAP server and locks it in the From field The user cannot change the information in the field If you select Windows or Novell the connector first authenticates the user information against the network server Depending on your network configuration ShareScan OP may be able to obtain the sender s e mai...

Page 119: ...Captaris RightFax use an embedded tag to indicate that a cover page is required Whenever the user requests a cover page ShareScan OP adds the embedded tag string to the body of the e mail message 7 Click the Address Books tab Under LDAP Directory select the Enable check box to allow users to access to the LDAP address list for sender selection Sender selection is available only when the Send from ...

Page 120: ...avior select the Search while typing check box to enable this feature see Configuring Search behavior on page 52 8 Click the Content tab Under Subjects which displays the available subject lines configure the subject lines as needed Users can select an existing subject line or enter their own Click Add to add a new entry You can include the USER_NAME variable in a subject line The variable is repl...

Page 121: ...ed appropriately users can send files from their personal RightFax account and access their personal RightFax phone book for recipient selection Delegation cover pages and billing codes are also supported when configured on the RightFax server When you install the RightFax connector the required RightFax API files are automatically installed on the PC where the ShareScan OP Services Manager is ins...

Page 122: ...tration 2 In the console tree click RightFax 3 On the Display tab configure the Image and Label options see Configuring the Display settings on page 47 4 On the Advanced tab specify the Image Format and Bates Numbering options see Configuring Advanced settings on page 49 Refer to your fax server documentation to determine which format TIF Fax or TIF is appropriate 5 Click the Configure tab ...

Page 123: ...able for recipient selection Add new recipients Allows users to add new recipients to their personal phone book using the Save Recipient option on the Send Details screen Limit to Phone Book recipients Allows users to send faxes only to phone book recipients Under Cover Sheet Default select the default setting If you want to allow a user to attach a cover sheet the Use Cover Sheet option must be e...

Page 124: ...er and recipient names respectively Click Edit to edit the selected entry Click Delete to delete the selected entry from the list Click Move Up or Move Down to move the selected entry up or down in the list The top item in the list is the default Click Defaults to restore the default list of cover sheet notes deleting any custom entries 7 On the Tracing tab configure the Tracing options see Config...

Page 125: ...e fax driver then displays its own user interface if any on the ScanStation client Some fax drivers display an e mail client You must configure the ScanStation client to use the hard keyboard see Configuring the keyboard on page 43 This is because the soft keyboard does not support third party fax driver interfaces Before configuring this connector install the desired fax driver on the ScanStation...

Page 126: ...stration Start Programs eCopy Applications ShareScan OP Administration 2 In the console tree click Fax via Print 3 On the Display tab configure the Image and Label options see Configuring the Display settings on page 47 4 On the Advanced tab specify the Image Format and Bates Numbering options see Configuring Advanced settings on page 49 ...

Page 127: ... the desired type of user authentication If you select Windows enter the default domain If you select Novell Netware enter the default tree Users can change the domain or tree when they enter their logon information on the Authentication screen 6 On the Tracing tab configure the Tracing options see Configuring the Tracing settings on page 51 7 Click Save ...

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Page 129: ...t 1 In the console tree click the name of the fax connector 2 On the Fax Format tab click the Format button 3 Refer to the documentation for your fax application to obtain the correct format for fax addresses A sample format is shown below 4 Start building the address by adding components For example to include a prefix select Prefix from the list on the left and then click Add Important Since fax...

Page 130: ...ok like the following illustration 6 For each component select the Value field for example Prefix Value click Modify enter the appropriate prefix value and then click OK The completed string appears in the window Based on the preceding screens the completed component list would look like the following illustration 7 When you finish building the fax address click OK to close the Fax Address Format ...

Page 131: ...book databases on the same MSDE installation For example you can create a database for Engineering and another one for Sales If you are using e mail and fax connectors you should create a separate database for each All mail and fax connectors provided by eCopy Inc include global address book support that allows users to select recipients from the global address list Therefore you do not need to co...

Page 132: ...st manually configure the protocols see To manually configure the SQL Server networking protocols on page 126 To manually configure the SQL Server networking protocols 1 Run the SQL Server Network Utility by executing the following command C Program Files Microsoft SQL Server 80 Tools Binn SVRNETCN exe 2 Enable Named Pipes and TCP IP and then click OK 3 Open the SQL Service Manager by double click...

Page 133: ...ect it from other Services Managers To create an address book database 1 Start ShareScan OP Administration Start Programs eCopy Applications ShareScan OP Administration 2 In the console tree click your e mail or fax connector and then click the Address Books tab 3 Under Internet Address book for mail connectors or under Fax Address Book for fax connectors click Create In the SQL Server Name list s...

Page 134: ...s book support 5 To use the new database with the current manager click Connect Now After connecting to the database a sample entry appears 6 To enable the database for use with the connector select the Enable check box 7 Click Save ...

Page 135: ...nnector to use the address book 1 Start ShareScan OP Administration Start Programs eCopy Applications ShareScan OP Administration 2 In the console tree click your mail or fax connector and then click the Address Books tab 3 Under Internet Address Book for mail connectors or Fax Address Book for fax connectors click Choose 4 Click the Provider tab and make sure that Microsoft OLE DB Provider for SQ...

Page 136: ... password specified when you installed MSDE Select the Allow saving password check box Select the database to use Click OK to connect to the database 6 On the Address Books tab click Add and verify that you can manually add an entry to the database 7 To enable the database for use with the current connector select the Enable check box under Internet Address Book 8 Click Save ...

Page 137: ...t various printing and page layout options Configuring Scan to Printer To configure the connector 1 Start ShareScan OP Administration Start Programs eCopy Applications ShareScan OP Administration 2 In the console tree click Scan to Printer 3 On the Display tab configure the Image and Label options see Configuring the Display settings on page 47 4 On the Advanced tab specify the Image Format and Ba...

Page 138: ...lt device and click Set default printer The name of the default printer appears in blue at the top of the list Use the Move up and Move down buttons to move an entry up or down in the list Click Refresh to update the list of available printers Click Defaults to restore the original settings 6 Click the Tracing tab and specify the Tracing options see Configuring the Tracing settings on page 51 7 Cl...

Page 139: ...m the application in order to make copies Configuring Copy To configure the connector 1 Start ShareScan OP Administration Start Programs eCopy Applications ShareScan OP Administration 2 In the console tree click Copy 3 On the Display tab configure the Image and Label options see Configuring the Display settings on page 47 4 On the Tracing tab configure the Tracing options see Configuring the Traci...

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Page 141: ...on client keyboard 43 system tracing 25 connector profiles publishing 30 connectors Advanced tab using 49 Copy see Copy Display tab using 47 enabling 13 Fax via Lotus Notes see Fax via Lotus Notes Fax via Microsoft Exchange see Fax via Microsoft Exchange Fax via Print see Fax via Print Fax via SMTP see Fax via SMTP installing 10 Mail via LDAP SMTP see Mail via LDAP SMTP Mail via Lotus Notes see Ma...

Page 142: ...19 Inbox Agent see eCopy Inbox Agent Inbox Management directory creating 56 file and folder security for 59 installing MSDE 125 Internet address book see address books K keyboard configuring for ScanStation 43 configuring system settings 24 selecting language for 43 L licenses activating 9 licensing adding product keys 6 device status types 6 generating a license report 10 Licensing tab 5 M Mail v...

Page 143: ...tab Device Properties page 14 scanning activity reporting 27 scanning devices acquiring 8 adding 8 default scanner settings for 14 enabling connectors for use with 13 scanning mode enabling 22 ScanStation logon settings configuring 44 ScanStation rebooting 44 Search while typing 52 searchable text 23 49 secure deletion of files 23 security for scan inboxes 56 Selection tab Device Properties page 1...

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