Operation Manual

Introduction
WorkCentre™ 5735/5740/5745/5755/5765/5775/5790
Workflow Scanning
122
Introduction
Workflow Scanning enables the creation of an electronic
image file by scanning an original hard copy document.
Use Workflow Scanning when both your device and your
computer have access to the same specified filing location.
The scanned file is placed in a network filing location
known as a repository, as specified by the template
selected on the device.
The standard Workflow Scanning option enables the electronic images to be stored and retrieved from
a server or workstation on the network. Two further options are available:
• Scan to Mailbox will store the image on the device hard disk and the user can retrieve the files
using Internet Services. For further information, refer to Scan to Mailbox on page 142.
• Scan to Home allows the user to send the files to a location on the network specified as their
Home destination. For further information, refer to Scan to Home on page 145.
Workflow Scanning is set up by a System Administrator using Internet Services. Users can use Internet
Services to create templates and folders once the relevant scanning function has been set up and
enabled.
Repositories
Repositories are directories or filing locations setup on a server, where your scanned files are saved to
and held. The Repositories are set up using Internet Services. Before you can use Workflow Scanning,
your System Administrator must set up the repositories available to your device. Selecting a template
identifies the repository / location your scanned job is filed to. Repositories are validated by Internet
Services when defined by the System Administrator as a scanning destination. Up to 5 Repositories (1
default and 4 additional) can be defined. After the Repositories are setup, they are available to you as
choices when modifying templates.
Templates
Templates are used for scanning and faxing jobs at your device via the Workflow Scanning service.
They define the parameters of your scan or fax job. Information such as the final destination of your
job (the repository) and the image quality settings are defined within the template, along with the
template name. The template name is displayed within the template list, accessed on the device touch
screen.
You can select an existing template 'as is' or use Internet Services to create a brand new one or modify
an existing one. To successfully complete a Workflow Scanning job you must select a template from the
device touch screen.
Template operations can either be performed using Internet Services, or FreeFlow
™ SMARTsend™. For
information about FreeFlow
™ SMARTsend™ templates refer to the FreeFlow™ SMARTsend™ User
Guide. This guide is included with the FreeFlow
™ software documentation that accompanied your
device.