ecopy sharescan manual
ecopy sharescan manual
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ecopy sharescan manual
Is there a maximum number of pixels that ShareScan OCR can process. Title field is not showing in the Sharepoint connector. Troubleshooter Tool: How to export the Full Check report (CheckResult.xml) Troubleshoot SMTP issues using PowerShell Troubleshoot SMTP issues using telnet Unable to open ShareScan Administration Console when Xerox Mobile Print DCE Service is installed Unable to to add a Canon MFP with a Fiery controller to ShareScan Xerox ConnectKey Share to Cloud - Unable to connect to the remote server Xerox ScanStation Driver Timeout is Too Short. They need to lower costs, automate workflows, reduce their eco-footprint and improve security and regulatory compliance. Nuance eCopy ShareScan securely puts paper-based data directly into electronic workflows. Starting at the Ricoh MFP, you can capture, process, connect and automate paper information into digital information that flows effortlessly into and through the electronic channels of your business. The result: piles of paper shrink and business accelerates. A powerful MFPs and OCR solution for processing forms and documents From forms processing and barcode based routing to document encryption, job batching, offline processing and more, eCopy ShareScan Suite delivers production-calibre OCR within a superior user experience. Process Forms Faster With Zonal-OCR, you can home-in on precise, pre-defined fields, extract data and pass it to back-end applications. Save time and money, with high accuracy and less reformatting. Streamlined archival with flexible ECM options eCopy ShareScan provides comprehensive direct connections to content and document management systems on the market. Strong security and seamless active directory integration ShareScan integrates directly with Active Directory and your system user security credentials so you can require users to enter credentials to access the system and connected applications. It also can encrypt documents for greater security over public networks.
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Key features A wide range of native connectors to back-end systems gives your organisation the highest level of future proofing. Native integration with Microsoft Exchange and Lotus Notes means increased productivity and enhanced security. Compatibility with industry standard barcodes enables your organisation to spend more time on core activity and less time on manual tasks. The software described in this document is furnished under a license agreement. The software may be used or copied only in accordance with the terms of the agreement. It is against the law to copy the software on any medium except as specified in the license agreement. It provides a product overview and describes system requirements and installation procedures. Contact your supplier for details. The maintenance agreement identifies the service provider. In most cases the dealer or distributor who provided the eCopy product to your organization also provides support. The following table illustrates the services and options available on each tab, if the connector supports the service. It also adds the name of the PDF file to the Activity Tracking log. Even if you use the batching service, the document tracking service will only create a single large document. The user will not see the Send screen at the device. (You can use the file name variable in the Subject line or the Notes line to distinguish between the scanned documents. A complete system includes the following components: Client (ScanStation) Network computer running eCopy ShareScan OP Services Manager and one or more connectors (applications connected to enterprise applications, such as e-mail and fax). It displays the user interface and handles user input. It passes all information, including the raw scanned image file, to the Services Manager for processing. ShareScan OP does not require any special server hardware. You must install and configure the driver before licensing the scanning device.
Installing the Konica Minolta TWAIN driver You can use Konica Minolta’s TWAIN driver Ver. 2 with ScanStations. To install the driver: 1 Insert the eCopy ShareScan OP CD (Disk 2) in your drive. If you are using a new ScanStation, you must calibrate the touch screen. If you are using an existing ScanStation, you probably do not need to calibrate the touch screen. To install the driver: 1 Insert the eCopy ShareScan OP CD (Disk 1) in the drive. 2 When the Launch window opens, click Drivers. The program sets the default baud rate to 19200, which is required on a new ScanStation. Important! Older ScanStations use a baud rate of 2400. If you are installing ShareScan OP on an older ScanStation, do not change the baud rate. When the launch window opens, click Install ShareScan OP. If you selected a Lotus Notes e-mail or fax connector and the Lotus Notes client is not installed on the computer, Setup displays a message, reminding you that you must install the Lotus Notes client before you can use it, and that you must specify the path to its executable file in the Path environment variable. Click OK to continue the installation. The Administration console opens. You use the same Send to eCopy key to license TWAIN-enabled devices. 3 Click Activate Now to activate the license through the Internet; the activation process only takes a couple of minutes. Read the registration message, click OK, then click Done. Note: 4 If you cannot activate a license immediately, you have 30 days in which to activate it. The device is listed in the right pane. When you create a connector profile, you associate it with a button that appears in the ShareScan OP client application. The console displays all the installed connectors. (To change the view, right-click in the right pane, click View, then select the view you want to use.) 2 Double-click Exchange. The console displays the Properties and Services icons. The console displays the Exchange Properties pane.
4 On the Display tab, leave the default image. Enter Exchange Example in the Label field, as shown in the following screen. This label will appear on the button in the client application. On the Basic Settings tab, enter the ShareScan OP User information, then click Test. When the console displays “Test successful”, proceed to the next step. You can configure the Exchange connector to allow users to send scanned documents as e-mail attachments from their personal Microsoft Exchange account. If you do not select the Send from personal account option, the connector sends the documents from the ShareScan OP User Account (specified on the Basic Settings tab). This tab enables you to specify the default subject or note information that will be available to the user at the scanning device. This version of the product supports several new variables (see page 6). The user can accept the default text or enter new text at the device. You use this new feature (see page 5) to create a profile that minimizes user interaction at the device. Select the User modify check box if you want to allow the user to change the default setting for an option at the device. Then select the Enable Scanner Settings check box and specify the default scanner settings that you want this connector profile to use. (You can create additional profiles for the same connector that use different scanner settings at the same device.) 4 Click Save to save the settings in the connector profile. The console displays the list of available connectors and the number of profiles that have been created for each connector. Note: The Arrange button allows you to position connector buttons in a particular order on the client screen. 2 Select the Activate Connector check box for Exchange. When you run the client, it will display a button for each active connector profile, up to a maximum of nine buttons.
(If you are using the client with Send to eCopy, the settings in the lower left corner of the screen will not appear. For information about managing the ScanStation OP client, see “Managing and using the client application” on page 157. Specifying an exit password prevents unauthorized users from quitting the client application. By default, the system keys are secured and the taskbar is hidden. This ensures that users cannot shut down the ScanStation PC, invoke the Start menu, or access other applications. You cannot disable this option. However, even though the system keys are secured, authorized users can quit the client application (see “Specifying an exit password for the ScanStation client” on page 160). If you are using the client with Send to eCopy, the settings in the lower left corner of the screen will not appear. 6 Select the connector button. If prompted, select your TWAIN-enabled device. The rest of this guide contains reference information for configuring the system, managing devices, and using the client application. The ScanStation must be licensed to use eCopy Send to eCopy. The Address Book (SMB) page opens. Specify the settings, then click Apply. Field Description Name Enter the name of the destination. Index Select the index tab on which you want the destination to appear. To use scanned documents with the ScanStation client: 1 At the ScanStation, click Scanner Settings if you want to modify the output and image processing options before retrieving the scanned documents. You can start or stop the ShareScan OP Services Manager from the Administration console. (The Services Manager must be running when you add a manager. Devices with embedded clients always use the on-screen keyboard. You can configure a ScanStation to use either a hard keyboard or the on-screen keyboard.
The users do not have to enter their logon information each time they select a connector during the current session; the Services Manager passes the session logon information to the connector. This option defaults to the root of the main tree. You typically only do this when you are working with Technical Support. Enabling tracing will slow down overall system performance. If you are using ShareScan OP on a ScanStation, a single product key will be listed.These devices are automatically added to the Services Manager when a valid product key is added to the license database and the TWAIN driver is selected. You can manage multiple embedded devices from the Administration console. Each device is associated with a ShareScan OP Services Manager. You have 30 days in which to activate the license. Internet activation is fast and easy. If you do not have an Internet connection, use the Report button on the License Information tab to generate a text file containing your product key information. Print the report file. This is useful for finding bottlenecks as it shows all activity and timing information in real time. To send a text version of the contents of the activity list to a file, right-click in the list and select Send to File. The system prompts you to select a location and file name for the saved document. Notes: When you import connector profiles and forms, the imported information overwrites the existing information. For example, if you configure several profiles for a single connector and then import the ShareScan OP v3.You configure connectors by creating connector profiles that specify various settings, such as the appearance of the connector’s button and the image format you want to use. To install an add-on connector or service, you must run the setup program included with it. The setup program installs the software and registers it on the ShareScan OP Services Manager.
To create a new profile: 1 In the console tree, select the connector for which you want to create a profile. 2 Specify the Properties settings for the profile and click Save. The Save Profile window opens. 3 Enter a name for the new profile and click Save. You can enable up to nine connector profiles on each device. The Select Connector Profiles window opens. Properties settings for each connector profile are set in the tabs in the Properties window. Certain properties are used by a number of connectors and are grouped under general Properties settings in this document. Section Field Description Message (applies to mail connectors) Select Subjects to display the available subject lines or Notes to display the available notes. Important! When you send mail to multiple recipients from a personal Lotus Notes account, the eCopy agent on the Domino server creates an individual message for each recipient. You do this by enabling Express in a connector profile and specifying information, such as a recipient's name, on the Express tab. The profile allows the user to scan and send documents without having to enter additional information at the device. You can create multiple profiles and configure each to store documents in a different destination. Billing Code 1 Includes the first billing code set on the Configure tab. Test Tests that the billing code is correctly configured for RightFax. When you click Test, the labels of the fields Billing Code 1 and Billing Code 2 change to reflect the field titles shown on the Configure tab. This is a useful feature when the user is searching a long list for an entry. The user does not have to type the entire name in the field. Example: A user wants to enter “Chris Levesque” in a user name field. The following table lists all available field types. Each editor supports a unique group of field types. Field Type Description Alphanumeric Field size: The minimum and maximum number of characters allowed.
To configure the fax address format: 1 In the console tree, click the name of the fax connector. 2 On the Fax Format tab, click the Format button. The Fax Address Format window opens. 3 Refer to the documentation for your fax application to obtain the correct format for fax addresses. The completed string appears in the Fax Address Format window. 4 When you finish building the fax address, click OK to close the Fax Address Format window. To install MSDE: 1 Insert the ShareScanOP installation CD into the CD drive and then click Optional Components. 2 Select Install MSDE SP3. During installation, MSDE will prompt you for a password. You will need this password when you create an address book database. 3 When the installation is finished, restart the computer and verify that SQL Server is running. Once you have created the database, you can select it from other Services Managers. Note: If the Windows Firewall is on, sqlserver.exe must be in the exceptions list. To configure a connector to use the address book: 1 In the console tree, click your mail or fax connector, click Properties, and then click the Local Address Book or Address Books tab. 2 Under Internet Address Book for mail connectors or Fax Address Book for fax connectors, click Choose. The Data Link Properties window opens. Document Settings Use the Document Settings tab to specify default settings for connector profile-specific options, including encryption, searchable text, and image format, and to specify whether the user can change the settings at the eCopy-enabled device. TIF Fax supports Group3 2D 1-bit. TIF supports Group4 2D 1-bit, GrayScale 8-bit, and Color 24-bit. If you select a TIF option, you must disable the Searchable Text and Encryption options; they are not compatible with the TIF format. Color pages that are scanned using the PDF or eCopy format are automatically compressed. Off Batching will not be available for the selected profile at the device.
Number of pages Creates a new document after a specified number of pages. Click Pages and enter the number of pages. File size Creates a new document when the file reaches a specified size. Click Size and enter the file size, in KB. For example, assume that a user always needs Legal as the output paper size, with the content scaled down to 90. You can specify these settings in a profile so that the user does not have to change the settings at the device. If the device does not support a setting that you select, the connector uses the device’s default settings. You typically do this only when working with Technical Support. Tracing will slow down overall system performance. For information about configuring general properties, see “About configuring general Properties settings” on page 63. For information about configuring connector services, see “About configuring connector Services” on page 75. Copy Copy enables users to perform a variety of copying functions using an eCopy ShareScan OP client embedded on a scanning device.The user name specified in this field must match the name of the associated Exchange mailbox. Note: The eCopy Connector for Microsoft Exchange does not accept user names that contain spaces. Section Field Name Description Sender Settings Send from personal account Prompts the user at the device to log on to Exchange. The user can enter their personal logon information or, if authorized, another user’s logon information. The connector sends each e-mail from the specified account. Field Name Description Enable1 Allows you to configure the local address book that stores Internet e-mail addresses entered at the device, and that are not in the Global Address List or in the Contacts folder. When you enable the Internet Address book, you can add, delete, import, and export addresses. To use this connector, you must have a network fax server and the appropriate Exchange server plug-in.
Section Field Name Description ShareScan OP User1 User name The user name for logging on to the Exchange server. The user name specified in this field must match the name of the associated Exchange mailbox. Section Field Name Description Fax Address Book Create Opens the Create a Fax Address Book Database window, where you can create a new address book database using MSDE (see “Creating an address book database” on page 73). Choose Configures the connector to use the address book (see “Configuring a connector to use the address book” on page 74). The fax driver then displays its own user interface, if any, on the ScanStation client. Some fax drivers display an e-mail client. Note: You can create Fax via Print profiles on any ShareScan OP Services Manager, and publish them to any Services Manager that supports the embedded client. It is recommended that you create a generic Lotus Notes account for use by ShareScan OP. Section Field Name Description ShareScan OP User Specifies the information about the account used to access the Global Address List. Active ID File The name of the Lotus Notes ID file installed on the local machine. User Name The user name associated with the Active ID file. Password The password associated with the Active ID file. Test Click Test to verify the logon information. Section Field Name Description Lotus Notes Address Book Enable Allows users to search for and select recipients from the Lotus Notes address book. Sender selection is available only when the Send from personal account check box is selected on the Configure tab. Address Book Select the Global Address List. Search on Search options: First Name, First Name Long Format, or Last Name. To use this connector, you must have a network fax server and the appropriate Notes server plug-in. The scanned document, along with sender and recipient information, is sent to the Notes server using the local Lotus Notes client.
If your fax server uses an embedded tag, enter the tag in the Cover Page Via Embedded Tag field. (Some fax servers, including Captaris RightFax, use an embedded tag to indicate that a cover page is required. When sending e-mail from a personal account, the system prompts users to log on to validate their identity. The Global Address List is provided by an LDAP server. Section Field Name Description Internet Address Book Enable Allows users to search for and select recipients from the local address book. Search On Specifies whether to search the address list by first name, last name, or common name. For example, if you select Last Name, the client displays last names followed by first names, as in “Martinez, Paolo”. If you do not know the node, click the Browse button and select the node from the tree structure in the selection window. If you select this option, you must specify a generic e-mail address, or select User modify, or select both. Generic email A generic e-mail address that is used as the sender account for all mail. User modify Allow the user to modify the sender’s e-mail address at the device. Basic LDAP settings Section Field Description LDAP Server Specifies the information about the server that will provide the Global Address List; the same server is used for sender authentication if LDAP authentication is enabled. Section Field Description LDAP Attributes If you use a non-standard attribute in the e-mail, First Name, Last Name, and Common Name fields, enter the attribute name in the field. Class The LDAP class to which the attributes you want to query belong. Use square brackets to define custom attributes and static text to enter elements that remain constant. If the server supports anonymous access, it must be disabled if you want to use SMTP authentication. Port The SMTP port number (default is 25). Test Tests the SMTP server connection. You must have a valid connection before you can continue.
If you select this option you must specify a generic e-mail address, or select User modify, or both. Generic e-mail A generic e-mail address that is used as the sender account for all mail. User modify Allows the user to modify the sender’s email address at the device. To use this 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. Section Field Name Description LDAP Server Specifies the information about the server that will provide the Global Address List; the same server is used for sender authentication if LDAP authentication is enabled.1 User Name The user name of an account that can access the LDAP server, such as an LDAP DN (distinguished name). If applicable, use the domain-qualified name, for example, “ecopy\auser”. The sender's name or e-mail address will be included in the From field (on the client). If you cannot authenticate against the LDAP server, select Windows and then enter the name of the domain, or select Novell and then enter the name of the Novell tree. Section Field Name Description LDAP Directory Enable Allows users to search for and select recipients from the LDAP address list. If you do not enable the LDAP directory, users must enter their complete name at the device. It is ideally suited to 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. If you define more than one destination, Quick Connect will prompt the user to select one during the scanning process. The Destinations tab also allows you to Edit a selected destination, Remove a selected destination, and use the Move Up and Move Down buttons to reposition a destination in the list.
To define a destination: 1 On the Destinations tab, click New. For Windows or Novell, click the Browse button and then select an existing folder or make a new folder and then select it. Port The port number of the server. Personal Account Sends the scanned document from the user’s personal e-mail account. Generic Account Sends the scanned document from a generic account. Cc: Sender Sends a copy of the scanned document to the sender. Database mapping also allows you to store the name of the document and the file extension. Use the Field Editor to specify the default field values. The Default and User modify fields are not available with all field types. Field Description Name An identifier for the field. Type (see “About the Field Editor” on page 69) The data type (alphanumeric, date, time, etc.) Your selection causes the window to display the appropriate fields for the field type. Default The default value. The information describes the content of the document, such as a case ID, a client name, or a document type. Quick Connect saves the index information with the document. This option is useful with back-end applications that can process the image and index files in the destination folder. The Map Document Destination feature allows you to store the name of the document and the file extension in specific database fields. The New destination window opens. When a user enters values in mapped index fields, the connector stores the index values in the associated database fields. All mapped information is stored in the database as STRING data, regardless of the type of index field. The index values that the user enters in index fields at the device will be stored in this table. The Map Fields list displays the names of the Quick Connect index fields that you created. 5 Under Map Fields, select the Quick Connect index field that you want to map to a database field. In the Database Field column, select the target database field.
This allows users at the device to select from a list of available values on the Index screen. If the database administrator modifies index values in a database that are associated with a Quick Connect index field, users will have access to the changed index values. The Configure Datasource window opens. 2 Select the database type, then specify the appropriate settings. The connector is compatible with RightFax Server 8.7 and 9.0 with Service Pack 2. When configured appropriately, users can send files from their personal RightFax account and access their personal RightFax phone book for recipient selection. A cover sheet can only be sent with a fax if the Use Cover Sheet option is enabled in the RightFax FaxUtil client for the authenticated user (see your RightFax documentation). Field Name Description Use Windows NT authentication Available only for RightFax Server 8.7 and later. If selected, all users must log on to the RightFax server using their Windows NT credentials. You can enable the fields for use with scanned documents. Each enabled field appears on the Billing Codes form at the device. (If you do not enable any fields, the Billing Codes form does not appear.) For each field, select the appropriate options. The title of Field 3 is always Description. Depending on the configuration of the connector, the recipient can be the user performing the scan or other users of the eCopy Desktop application whose inboxes are set up to receive scanned documents via the connector. If you configure the connector to use a network home directory, the connector automatically uses the “Allow single recipients only” and “Authenticate users” options. Network security ensures that only the Local Administrator, the ShareScan Administrator and the local user can read from or write to the root of the network home directory or to the specified subdirectory. Scan to eCopy Desktop must connect to the specified scan inbox folder as the owner of the home directory.
For this to happen, the user must enter the owner authentication information for the home directory at the device. In this configuration, you only need to enable one Inbox Agent. If you have a Novell network with multiple trees, you must set the Preferred tree field in the Novell client configuration for the eCopy Inbox Agent and Scan to eCopy Desktop connector to function properly. If you select this option, each user must have an account on the local machine. This option is not available if you select Use network home directory. Allow single recipients only Select this option to allow users to select a single recipient for the scanned document. This option is automatically selected if you select Use network home directory. It allows the eCopy Desktop applicaton to connect to the user’s scan inbox using the UDP (User Datagram Protocol) and the user’s inbox path in the list of registered users, userdirs.txt. Important! The default UDP server port is 9999 and the client port is 8888. Users can select various printing and page layout options. You enable the service in a connector profile. The service numbers pages sequentially from the specified starting point. Users can specify a Checkpoint at the device so that related documents are numbered continuously. Prefix The text to display before the page number. Space Left The number of spaces to insert before the page number. By default, each document that is scanned using that format uses the same starting page number. For more information, please contact your authorized eCopy reseller. Note: You must enable Activity Tracking before you can enable the Cost Recovery Service. The User modify option allows you to specify whether or not users can override the default setting at the device (by pressing the Settings button). Alternatively, you can use the optional eCopy Cost Recovery Service to integrate the selected device with an Equitrac or Copitrak terminal (see “Using the Cost Recovery Service” on page 142).