eCopy™ ShareScan® 4.
Licensing, Copyright, and Trademark Information The information in this document is subject to change and does not represent a commitment on the part of eCopy, Inc. 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.
Table of Contents Getting Started Further information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2 Customer support services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3 Contact information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
iv | Table of Contents Monitoring scanning activity Reporting scanning activity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 Backing up and sharing configuration files Remote administration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
|v eCopy Connector for SMTP using LDAP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .113 SMTP using LDAP connector Wizard settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .114 eCopy Connector for SMTP using LDAP Properties eCopy Connector for Fax via SMTP Scan to eCopy Desktop™ . . . . . . . . . . . . . . . . . . . . . . . . . . . .118 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .123 . . . . . . . . . . . . .
vi | Table of Contents DNS considerations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174 Using a DNS server on the local network Configuring the HOSTS file Novell support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
vii List of Tables TABLE 1. Remote administration functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .27 TABLE 2. System properties: Advanced tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .40 TABLE 3. System information: Keyboard Settings tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41 TABLE 4. System properties: Session Logon tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43 TABLE 5.
viii | Table of Contents TABLE 29. Lotus Notes Mail Properties: Configure tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108 TABLE 30. Fax via Lotus Notes Properties: Configure tab . . . . . . . . . . . . . . . . . . . . . . . . . . . 112 TABLE 31. Wizard settings: SMTP using LDAP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114 TABLE 32. LDAP/SMTP Properties: Basic LDAP tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118 TABLE 33.
eCopy ShareScan® Installation and Setup Guide | 1 Getting Started This guide is intended for administrators responsible for installing and configuring eCopy™ ShareScan®. It provides a product overview and describes system requirements and installation and configuration procedures. In this chapter ■ Further information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 ■ Customer support services . . . . . . . . . . . . . . . . . . . .
2 | Getting Started Further information The documentation set consists of the following documents: ■ ■ ShareScan Installation and Setup Guide: The Quick Start section of this document guides you through the initial installation and setup process. The Reference section provides more detailed information about configuring the system and the eCopy Connectors. It also describes how to manage the Client and use the eCopy™ Connectors.
eCopy ShareScan® Installation and Setup Guide | 3 Customer support services Customer Support services include the following components: ■ Customer support for licensing, registration, and other non-technical issues ■ Technical support eCopy does not provide hardware repair and RMA (Return Merchandise Authorization) services for this product. Contact your dealer/distributor or system integrator for more information.
eCopy ShareScan® Installation and Setup Guide | 5 Quick Start: Installing and setting up ShareScan ShareScan extends the capabilities of digital copiers and scanners. When installing and setting up the software, you need to understand the product components and the installation tasks. In this chapter ■ Product components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 ■ Installation tasks . . . . . . . . . . . . . . . . . . . . . .
6 | Quick Start: Installing and setting up ShareScan Product components Administration console Network computer running the Services Manager and one or more connectors (applications connected to enterprise applications, such as e-mail and fax).
eCopy ShareScan® Installation and Setup Guide | 7 The ShareScan Client is installed on a Canon® ScanFront™device. It displays the user interface on the device’s control panel and handles user input. It passes all information, including the raw scanned image file, to the Services Manager for processing.
8 | Quick Start: Installing and setting up ShareScan Installation tasks Before installing the product, see page 165 for information about hardware, software, and network requirements. To install and configure ShareScan, you perform the following tasks: ■ Install the ShareScan software (Services Manager, Administration console, and the eCopy Connectors supplied with the installation program) on a network computer. ■ License the devices. ■ Configure one or more connector profiles.
eCopy ShareScan® Installation and Setup Guide | 9 Installing eCopy ShareScan Use the ShareScan installation program to install the following components on a network computer: ■ Client ■ Services Manager ■ Administration console ■ One or more eCopy Connectors supplied with the installation program. Installing connectors is not the same as activating them. You can install all the connectors suitable to your environment now and activate them when you need to use them.
10 | Quick Start: Installing and setting up ShareScan 5 Click Next. The Connector Selection window opens. 6 Select the connectors that you want to install. A red “X” next to a connector indicates that it is not available for installation. If you plan to install the Lotus Notes Mail and Fax via Lotus Notes Connectors, you must first install the Lotus Notes client on the computer running the Services Manager.
eCopy ShareScan® Installation and Setup Guide | 11 Licensing devices You license the product from the Administration console. To do this, you perform the following tasks: ■ Connect to a Services Manager (see page 12). Note: The first time that you open the Administration console, ShareScan automatically connects to the local Services Manager. The next section describes how to select a different Services Manager. ■ Add the product key to the local license database (see page 14).
12 | Quick Start: Installing and setting up ShareScan To select a different Services Manager: Select Start > Programs > eCopy Applications > ShareScan Administration. 2 Right-click ShareScan and then select Discover Managers or click the Discover ShareScan Managers button on the toolbar. The Select ShareScan Manager window opens. The first Services Manager in the list is most often the local computer, the one that you typically want to administer.
eCopy ShareScan® Installation and Setup Guide | 13 4 Click OK. The Administration console opens.
14 | Quick Start: Installing and setting up ShareScan To add the product key to the local license database: 1 In the console tree, select System Information and then select Licensing. Note: 2 If you received your keys in electronic form, you may want to copy and paste them from a text file (TXT). Use any of the following methods: ■ Click New Key, enter the key (manually or by pasting a copied key), and then click OK.
eCopy ShareScan® Installation and Setup Guide | 15 Configuring and activating connector profiles After licensing a device, you configure one or more profiles for each connector that you want to use and then activate the profiles on a device. When you configure a connector profile, you associate it with a button that appears on the main ShareScan Client screen. When a user presses a button, the connector uses the properties and services specified in the connector profile associated with the button.
16 | Quick Start: Installing and setting up ShareScan Specifying properties for a connector profile This section describes the basic process of configuring the following properties: ■ Display ■ ShareScan user (on the Configure tab) ■ Content ■ Express mode To access the Properties tab for a connector: 1 In the console tree, select Connectors. The console displays all the installed connectors. (To change the view, right-click in the right pane, click View, and then select the view you want to use.
eCopy ShareScan® Installation and Setup Guide | 17 3 Double-click Properties. The Exchange Properties pane appears. To configure the Display properties: Select the Display tab. 2 To modify the image associated with the connector profile’s button, click the Browse button next to the Image field, locate the image that you want to use, and then click Open. 3 To modify the button label, click in the Label field and enter the new text. 4 Click Save. The Save Profile window opens.
18 | Quick Start: Installing and setting up ShareScan To configure the ShareScan User properties: 1 Select the Configure tab. This tab looks a little different for each connector, but most of the connectors, especially the e-mail and fax connectors, contain similar types of settings. Note: Some connectors, such as the Exchange Connector, include a Wizard that walks you through the standard environment settings.
eCopy ShareScan® Installation and Setup Guide | 19 2 Click Properties. The Exchange Properties window opens. 3 Select the Basic Settings tab. 4 Enter the ShareScan User information and then click Test.
20 | Quick Start: Installing and setting up ShareScan 5 When the “Test successful” message appears, select the General Settings tab. ■ ■ ■ To configure the profile to enable users to send scanned documents as e-mail attachments from their personal Microsoft Exchange account, select the Send from personal account option.
eCopy ShareScan® Installation and Setup Guide | 21 To configure the Content properties: 1 Select the Content tab. The Content tab enables you to specify the default subject or note information that will be available to a user at an eCopy-enabled device. To specify the default subject that will be available to the user at the device, select it in the Subjects list. The user can accept the default subject or enter a new subject.
22 | Quick Start: Installing and setting up ShareScan To configure Express properties: 1 Select the Express tab. This feature enables you to create a profile that minimizes user interaction at the device; the Send screen will not appear on the Client screen at the device. Select the Enable check box. 3 Enter information in the Subject and Note fields. The user at the device will not have to specify a subject line or a note.
eCopy ShareScan® Installation and Setup Guide | 23 4 To specify one or more recipients, click the Add button associated with the To: field. The Add Recipients window opens. 5 With the Search while typing option selected, enter the first few characters of a recipient’s name. As you type, the system displays names that match the characters you entered. 6 Select each recipient that you want to include on the To: list and then click To -> in the Message Recipients area. 7 Click OK.
24 | Quick Start: Installing and setting up ShareScan Specifying services for a connector profile There are three core services available to connector profiles: ■ Document Settings ■ Scanner Settings ■ Tracing Settings This section describes the basic process of configuring the Document Settings and Scanner Setting services. For information about configuring Tracing Settings, see page 89. To access the Services pane for a connector: In the console tree, select Connectors. 2 Double-click Exchange.
eCopy ShareScan® Installation and Setup Guide | 25 To configure the Document Settings service: Select the Document Settings tab. 2 For each option, specify the default settings that you want available to the user at the device. If you want to allow the user to change the default setting for an option, select the User modify check box. 1 3 Click Save to save changes to the profile. To configure the Scanner Settings service: Select the Scanner Settings tab. 2 Select the Enable Scanner Settings check box.
26 | Quick Start: Installing and setting up ShareScan Setting up the Canon ScanFront device Setting up this device involves specifying a password for the device and then associating the device with the PC running the ShareScan Services Manager, which is called the ShareScan Host. To set up the device: 1 Power on the device. The calibration screen appears. 2 Follow the on-screen instructions to calibrate the device screen. When calibration is complete, the Password page appears.
eCopy ShareScan® Installation and Setup Guide | 27 Web administration After setting up the device, you can administer the ScanFront device from any Web browser or from the Web browser accessed from the Manage node in the ShareScan Administration console.
28 | Quick Start: Installing and setting up ShareScan TABLE 1. Remote administration functions (continued) Configuration tool Description SSL Enables you to turn SSL on or off. The default is “On”. Turning SSL off improves performance by about .1 second. However, if you turn SSL off, passwords will not be encrypted. Device restart Enables you to restart the device. Device software update Enables you to update the ShareScan device software.
eCopy ShareScan® Installation and Setup Guide | 29 To add an eCopy-enabled device to the Services Manager: Make sure that the device is running. 2 Go to the Administration console. 3 In the console tree, right-click Devices and then select Add a new device. The Add Device window lists all available ScanFront devices. The window displays IP Address information, the name of the device, the Client software version, the Services Manager that is currently managing the device, and the domain.
30 | Quick Start: Installing and setting up ShareScan To activate the license and generate a report: 1 To activate the license through the Internet, click Activate Now. Note: If you cannot activate a license immediately, you have 30 days in which to activate it. The activation process only takes a couple of minutes. 2 Read the registration message, click OK, and then click Done.
eCopy ShareScan® Installation and Setup Guide | 31 To view the device list: 1 In the console tree, select Devices. The new device is listed in the right pane. (To change the view, right-click in the right pane, click View, and then select the desired view.
32 | Quick Start: Installing and setting up ShareScan Activating connector profiles This section describes the process of activating a connector profile on a device. To access the Device Properties pane for a device: In the console tree, select Devices. 2 Select a device. 3 Select Properties. The Device Properties pane displays the list of available connectors and the number of profiles that have been created for each connector.
eCopy ShareScan® Installation and Setup Guide | 33 To activate a connector profile on the selected device: 1 Select the Activate Connector check box for Exchange. The Select Connector Profiles window opens. If you have not saved a profile’s settings, the profile name appears in red.
34 | Quick Start: Installing and setting up ShareScan Select a configured profile, such as “exchange_express”. 3 Click OK. The No. of Profiles column indicates that you have activated one connector profile. 2 4 In the Device Properties pane, click Save to save changes to the profile. At the device, the touch screen will display a button for each active connector profile.
eCopy ShareScan® Installation and Setup Guide | 35 Reference: Configuring the system When you install ShareScan, the Administration console, an MMC (Microsoft Management Console) snap-in, is installed along with the Services Manager and any selected eCopy connectors. You use the Administration console to manage Services Managers, connectors, and eCopyenabled devices. The Services Manager supports multiple devices running ShareScan Embedded software.
36 | Reference: Configuring the system Starting, stopping, and restarting the Services Manager The Services Manager runs as a Windows service. You start or stop, and restart, the Services Manager from the Administration console. To start, stop, or restart a Services Manager: To start, stop, or restart a Services Manager, use either of the following methods: ■ ■ In the console tree, right-click the name of the Services Manager.
eCopy ShareScan® Installation and Setup Guide | 37 Setting security options for a Services Manager The Security Options function, which you can configure for each Services Manager, enables you to specify whether other Services Managers have the right to add or acquire devices managed by that Services Manager. In a ShareScan Embedded environment, you might want to set the security options for a specific Services Manager to allow other Services Managers to add devices managed by it.
38 | Reference: Configuring the system To grant access to other Services Managers: 1 In the console tree, select the name of the Services Manager and then click the Display Security Options button on the console toolbar. The Security Options window opens. Select the Enable option. By default, this option is disabled. 3 Select the Allow addition of devices option. 4 In the address field, enter the IP addresses of the Services Managers to which you want to grant access and then click Add.
eCopy ShareScan® Installation and Setup Guide | 39 Configuring system properties You can specify system properties that apply to all devices connected to the selected Services Manager. The System Properties pane contains tabs that enable you to specify general and advanced properties, keyboard settings, Session Logon settings, and tracing information. Configuring general system properties The General tab displays version, language, and operating system information.
40 | Reference: Configuring the system TABLE 2. System properties: Advanced tab Section Field Name Description Encryption properties Password Minimum The minimum number of characters that make up the password. When you specify the minimum password length, remember that the longer the password, the more difficult it is to break. Lengtha Password must be alphanumeric Requires that passwords include a combination of characters and numbers.
eCopy ShareScan® Installation and Setup Guide | 41 Configuring keyboard settings The Keyboard Settings tab enables you to select a language for the hard keyboard as well as for the on-screen keyboard. It also enables you to configure additional settings for the on-screen keyboard. Notes: Some devices running ShareScan Embedded software support a hard keyboard and the on-screen keyboard. For ScanFront devices, ShareScan automatically detects the USB hard keyboard (but not a PS/2 hard keyboard)..
42 | Reference: Configuring the system Configuring Session Logon When you enable Session Logon, users at a device only need to log on a single time to ShareScan; their logon information is effective for the entire session. 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.
eCopy ShareScan® Installation and Setup Guide | 43 TABLE 4. System properties: Session Logon tab Section Field Name Directory Services Search Parameters Authentication Type Description The directory service that manages your list of users: Windows Active Directory or Novell Directory Services. Domain The Windows domain, or, for Novell, the preferred NDS Server Name or IP address.
44 | Reference: Configuring the system Configuring system tracing The system can write transaction information to a trace file to help with troubleshooting. You typically use this feature only when you are working with Customer Support. Enabling tracing will slow down overall system performance. To configure system tracing: In the console tree, select System Information > Properties and then select the Tracing tab. 2 Configure the settings (see Table 5). 3 Click Save. 1 TABLE 5.
eCopy ShareScan® Installation and Setup Guide | 45 Licensing devices Every device that you use with eCopy software requires a valid license. To obtain a license, you add a unique product key, valid for use with a single eCopy-enabled device, to the local license database (see page 46). Site licenses, valid for activation with a predefined number of devices, are also available (see page 46). eCopy recommends that you leave the license database on the local hard drive.
46 | Reference: Configuring the system Adding product keys There are three ways to add product keys to the license database: ■ ■ Enter each key manually (see page 46). To avoid typing errors, you should copy and paste the key. Import the keys from a text file (see page 46). This is the easiest method to use if you receive your product keys electronically. If you buy a 10-pack of the product, you receive a separate CD that contains a text file with the keys that you can import.
eCopy ShareScan® Installation and Setup Guide | 47 To import product keys: 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 a .txt extension. Make sure you enter the product keys accurately. The Load Keys function does not report invalid keys. In the console tree, select System Information > Licensing.
48 | Reference: Configuring the system Adding a device with an embedded Client An embedded device is a device running ShareScan Embedded software. You can manage multiple devices with embedded Clients from the Administration console. Each device is associated with a Services Manager. New devices, from the same manufacturer, inherit their initial settings from the default device. To add a device with an embedded Client: Make sure the ShareScan Client is installed and running on the device.
eCopy ShareScan® Installation and Setup Guide | 49 Activating licenses When you assign a product key to a device, you can activate the device’s license immediately (recommended), or you can activate it later. You have 30 days in which to activate the license. Internet activation is fast and easy. Important! As soon as you activate your licenses, generate a license report (see page 50).
50 | Reference: Configuring the system Generating a license report The license report helps you recover your product keys and license codes, if necessary. You should generate a license report whenever you activate your licenses. Keep the report in a safe place in case you need to restore the license information. A printed report is also useful if you need to manually activate product keys from another computer. To generate a license report: In the console tree, select System Information > Licensing.
eCopy ShareScan® Installation and Setup Guide | 51 Monitoring scanning activity The Activity Monitor enables you to monitor scanning activity on a Services Manager. This is useful for finding bottlenecks as it shows all activity and timing information in real time. To access and manage the activity log: 1 In the console tree, select System Information > Activity Monitor. The Activity area displays a list of all requests and status information. Click Start Monitoring or Stop Monitoring.
52 | Reference: Configuring the system Reporting scanning activity The Reporting function enables you to display the total number of pages scanned. The report can include activity for all devices connected to a Services Manager or for a single device. To view a report of scanning activity: In the console tree, select System Information > Reporting. 2 Select the appropriate option: ■ Manager: Displays the total number of pages scanned at each device connected to the selected Services Manager.
eCopy ShareScan® Installation and Setup Guide | 53 Backing up and sharing configuration files The Export / Import utility enables you to perform the following administrative tasks: ■ Copy configuration files to a backup directory. ■ Restore the Services Manager to a previously-saved configuration. ■ Copy configuration files to other Services Managers. The configuration files include the following items: ■ The system profile and forms, System*.xml.
54 | Reference: Configuring the system To import files: 1 To access the utility, use either of the following methods: ■ Select the Services Manager and then click the Export or Import Profiles icon on the Administration console toolbar. ■ Right-click the Services Manager and then select Export / Import Utility. The Export / Import Utility window opens. Click Import configuration. 3 Select the files and connectors to import.
eCopy ShareScan® Installation and Setup Guide | 55 Remote administration When the Services Manager, the Administration console, and all available connectors are installed on a network computer, for example, in an information technology (IT) department, you can perform the following tasks for eCopy-enabled devices on the network: ■ Connect remotely to a single device and configure its system properties. ■ Connect remotely to a single device and configure its device properties.
56 | Reference: Configuring the system In the Domain list, select your domain controller. 3 In the Name field, enter the first few letters of the first name of the person whose name you want to add to the list. The system displays all the names that match the letters you entered. 2 4 Select a user and then click Add The system adds the user to the user list. 5 Repeat steps 3 and 4 until you have added all the names you require to the list and then click OK.
eCopy ShareScan® Installation and Setup Guide | 57 Reference: Common configuration information for connectors An eCopy™ ShareScan system can use the following types of connectors: ■ ■ ■ eCopy Connectors that are included with the ShareScan product, such as mail and fax connectors for Microsoft Exchange, Lotus Notes, and SMTP using LDAP.
58 | Reference: Common configuration information for connectors Installing and removing connectors During initial installation of the ShareScan software, you can install any of the eCopy Connectors supplied on the installation CD (see page 9). To install a connector supplied with the ShareScan installation CD that you did not install during the initial installation of ShareScan, you use the Program Maintenance option.
eCopy ShareScan® Installation and Setup Guide | 59 To install an eCopy Connector from a separate CD: If you are installing any connector other than those supplied on the ShareScan CD, run the setup program and follow the instructions. The setup program installs the software and registers it on the Services Manager. The connector then appears in the console tree.
60 | Reference: Common configuration information for connectors Configuring connector profiles Each connector profile defines a set of configuration options for that connector. You can configure multiple profiles for each connector. In addition, you can activate multiple profiles for each connector on a single device. For example, you can create two unique profiles for the Exchange connector and activate both on Device X. TABLE 7.
eCopy ShareScan® Installation and Setup Guide | 61 To update an existing profile: 1 2 3 4 5 In the console tree, select the connector whose profile you want to modify. In the list of profiles, select the profile you want to modify. Update the Properties settings and then click Save. In the Save Profile window, select the target profile and then click Save. Update the Services settings and then click Save.
62 | Reference: Common configuration information for connectors 5 Select the Selection tab and then click Arrange. The Arrange Profiles window opens. Use the Move Up and Move Down buttons to arrange the profiles in the list in the order in which you want the connector buttons to appear on the touch screen and then click Save. 7 Select the Selection tab and then click Save. The profile is activated on the device.
eCopy ShareScan® Installation and Setup Guide | 63 Configuring common Properties settings This section describes how to configure the properties and operations that are common to multiple connectors.
64 | Reference: Common configuration information for connectors Configuring the Display properties The Display tab specifies the image and label that will be used on the connector button, which appears on the touch screen. To configure the Display properties: In the console tree, select > Properties. 2 Select the Display tab and then specify the settings (see Table 9). 3 Click Save, select or specify the profile name, and then click Save. 1 TABLE 9.
eCopy ShareScan® Installation and Setup Guide | 65 Configuring the Content properties The Content tab specifies the properties for subjects, notes, and bylines that are included in messages sent by e-mail and fax connector profiles. Users at the device can select an existing subject or note or enter their own subject or note. Subjects appear on the subject lines; notes are included in the message body. To configure the Content properties: In the console tree, select > > Properties.
66 | Reference: Common configuration information for connectors TABLE 10. Connector Properties: Content tab (continued) Section Field/Button Email Address Format in Message Content (applies to the Lotus Notes Mail Connector) Determines how recipient names will appear in the body of the message when the $$RECIPIENTS$$ variable is included.
eCopy ShareScan® Installation and Setup Guide | 67 Configuring the Express properties The Express function enables you to reduce the amount of time that your users spend at the device. 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 enables the user at the device to scan and send documents without having to enter additional information.
68 | Reference: Common configuration information for connectors TABLE 11. Connector Properties: Express tab (continued) Connector Field/Button Description eCopy Connectors for: Fax via Microsoft Exchange Fax via SMTP Destination List When you enable the Express mode, you can use the available buttons to add, edit, remove, and change the positions of the destinations in the Destinations list. Fax Destination window The window opens when you click the Add or Edit buttons.
eCopy ShareScan® Installation and Setup Guide | 69 Setting up Scan to eCopy Desktop with Express functions There is no separate Express tab for the Scan to eCopy Desktop Connector. The following procedure enables you to configure Scan to eCopy Desktop to use Express functions. To configure Scan to eCopy Desktop to use Express: In the console tree, select System Information > Properties and then select the Session Logon tab. 2 Configure Session Logon (see page 42).
70 | Reference: Common configuration information for connectors Configuring the Search while typing option The Search while typing option enables ShareScan to automatically search for matching address list entries after each character the user enters. 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.
eCopy ShareScan® Installation and Setup Guide | 71 Configuring file name and index fields You use the Field Editor or the Index Field Editor to add or edit fields that the user sees in the Client. For information about index fields, which you use with the optional Quick Connect Connector, see the eCopy Quick Connect Administrator’s Guide. When you create file name fields or index fields, you select the field type in the editor.
72 | Reference: Conmmon configuration information for connectors TABLE 13. Field Editor: Available field types (continued) Field Type Available Settings Authenticated User The user whose credentials were used to scan the document at the device. Number of Pages The number of pages in the scanned document. Numeric Field Size: The minimum and maximum number of digits allowed. Leading zeroes: Pads all values with leading zeroes to make their length equal to the maximum field size.
eCopy ShareScan® Installation and Setup Guide | 73 Configuring the fax address format For fax connectors, you must define the fax address format required by your fax server application or Internet fax service. A sample format is shown below: Recipient Name Fax Number Prefix Name Separator Suffix Fax Prefix Cover Page Attached To configure the fax address format: You configure the fax address format in the Fax Address Format window.
74 | Reference: Common configuration information for connectors 1 Open the Fax Address Format window.. 2 Refer to the documentation for your fax server application to obtain the correct format for fax addresses. Important! Since fax application vendors change these formatting schemes frequently, make sure you obtain the current format. 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.
eCopy ShareScan® Installation and Setup Guide | 75 Configuring support for local address books ShareScan supports the use of Microsoft SQL Server Express 2005 (SQL Express) for the storage of e-mail and fax addresses in local address books. Important! You must use the version of the SQL Express installation program that is provided on the ShareScan CD and accessed through the Optional Components menu.
76 | Reference: Common configuration information for connectors Installing SQL Express You must install SQL Express using the ShareScan installation program. To install SQL Express: Insert the ShareScan installation CD into the CD drive and then click Optional Components. 2 Select Install SQL Express and follow the on-screen instructions. During installation, SQL Server prompts you for a password. You will need this password when you create an address book database.
eCopy ShareScan® Installation and Setup Guide | 77 Creating a local address book database You can create a local address book database on any PC running the Services Manager. Once you have created the database, it is available to all other Services Managers on the network. Note: SQL Server must be running when you create the database. If you are using a firewall, you must add SQLSERVER.exe and UDP Port 1434 to the exceptions list.
78 | Reference: Common configuration information for connectors TABLE 15. Settings for creating a local address book database Field/Button Description SQL Server Name list The computer where you installed SQL Express. If the server name does not appear on the list, you can enter it manually. You must add the suffix \SQLEXPRESS to the server name. For example: mycomputer\SQLEXPRESS. Administrator’s user ID User name: sa Password: The password you entered when you installed SQL Express.
eCopy ShareScan® Installation and Setup Guide | 79 Configuring connector profiles to use address books After creating and enabling address books, you can configure connector profiles to use them. To configure connector profiles to use address books: In the console tree, select your e-mail or fax connector, select Properties, and then click the Local Address Book or Address Books tab. 2 Under Local Address Book or Address Book (for Lotus Notes connectors), click Choose.
80 | Reference: Common configuration information for connectors Configuring connector Services This section describes how to configure the connector Services that are common to multiple connectors. ■ Document Settings (see page 81) ■ Scanner Settings (see page 85) ■ Tracing settings (see page 89) Copying Services settings Each connector profile can have its own set of Services settings. When the settings are similar between connector profiles, you may want to copy them.
eCopy ShareScan® Installation and Setup Guide | 81 Configuring Document Settings The Document Settings tab enables you to specify default settings for options specific to a connector profile, including encryption, searchable text, and file format. It also enables you to specify whether users at the eCopy-enabled device can change the settings; user-modifiable options are available when the user presses the Document Settings button on the Preview screen.
82 | Reference: Common configuration information for connectors TABLE 18. Services: Document Settings tab Option Setting Description Encryption (for PDF and eCopy file formats only) On Prompts the user to enter an encryption password. All scanned documents will be encrypted. If you also select the User modify option, the user can choose encryption on a document by document basis. Off Document encryption will not be available for use with the profile.
eCopy ShareScan® Installation and Setup Guide | 83 TABLE 18. Services: Document Settings tab (continued) Option Setting Document Name Default Blank Page Removal (for blackand-white documents only) Description The default naming format for the scanned documents: DeviceName_ConnectorID_.ext Specify Name Specifies a default file name for the scanned documents. Advanced Specifies the fields that are used to build a file name for the scanned documents.
84 | Reference: Common configuration information for connectors TABLE 18. Services: Document Settings tab (continued) Option Setting Description Batching (for PDF and eCopy file formats only) On Will be available for use with the profile. Off Will not be available for use with the profile. Number of pages Creates a new document after the specified number of pages. You specify the number of pages by clicking the Pages button and entering the number.
eCopy ShareScan® Installation and Setup Guide | 85 Configuring Scanner Settings The Scanner Settings tab enables you to attach default scanner settings to a connector profile. For example, assume that a user always scans to Legal size paper with the scaling option set to 90%. You can specify the settings in a profile so that the user at the device does not have to change them. If the device does not support a setting that you specify in the profile, the connector uses the device’s default settings.
86 | Reference: Common configuration information for connectors ScanFront scanner settings The list of scanner settings on the Scanner Settings tab is a subset of the scanner settings that are available on the Canon ScanFront device (see Table 20). TABLE 20.
eCopy ShareScan® Installation and Setup Guide | 87 TABLE 20. Canon ScanFront supported scanner settings (continued) Option Settings Comments/Description Skip Blank Page Yes No During scanning, the device analyzes the content of each page based on the Blank Page Sensitivity value. If it determines that the page is blank, the page is not included in the scanned document that is sent to the ShareScan Services Manager.
88 | Reference: Common configuration information for connectors TABLE 20. Canon ScanFront supported scanner settings (continued) Option Settings Orientation Portrait, Landscape, Same As Originals Scaling 20-100 percent Mirror Yes No Comments/Description Flips the image on the vertical axis to create a mirror image.
eCopy ShareScan® Installation and Setup Guide | 89 Configuring Tracing settings The Tracing tab enables you to configure the capture of trace information in a log file; this information helps troubleshoot connector issues. You typically do this only when working with Customer Support. Tracing will slow down overall system performance. To configure the Tracing settings: In the console tree, select > Services and then select the Tracing tab. 2 Specify the default settings (see Table 21).
eCopy ShareScan® Installation and Setup Guide | 91 Reference: Connectorspecific configuration information This section provides information about configuring settings specific to each connector. For information about configuring the properties and operations that are common to multiple connectors, see page 63. For information about configuring connector Services that are common to multiple connectors, see page 80. In this chapter ■ eCopy Connector for Microsoft Exchange . . . . . . . . . . . . . . . . .
92 | Reference: Connector-specific configuration information eCopy Connector for Microsoft Exchange The eCopy Connector for Microsoft Exchange enables a user to send scanned documents from an eCopy-enabled device as e-mail attachments from a generic Microsoft Exchange account or from the user’s personal Microsoft Exchange account. eCopy recommends that you create a generic Microsoft Exchange account for use by ShareScan.
eCopy ShareScan® Installation and Setup Guide | 93 TABLE 22. Exchange: Connection protocols Protocol Combination Microsoft Outlook Required? Description MAPI/MAPI Yesa Specifically designed for the Exchange 5.5 server only. Performs best if the computer running the Services Manager is a member of the forest where the Exchange server(s) reside.
94 | Reference: Connector-specific configuration information To configure eCopy Connector for Microsoft Exchange properties: eCopy recommends that you use the Wizard to initially configure a connector profile. In the console tree, select Exchange > Properties. 2 Select the Display tab and then specify the settings (see Table 9). 3 Select the Configure tab. The Configure tab displays a summary of the settings that you specify using the Wizard or using the Properties button.
eCopy ShareScan® Installation and Setup Guide | 95 To configure eCopy Connector for Microsoft Exchange services: 1 In the console tree, select Exchange > Services. The Services pane appears. Configure the connector services (see page 80). 3 Click Save, select the profile name, and then click Save. 2 To add additional account forests: This procedure applies only to environments that use an External Associated Account (EAA) and contain multiple forests.
96 | Reference: Connector-specific configuration information Exchange Connectors Wizard Settings The settings that you see in the Wizard depend on the information you enter about your Exchange environment. The information that you enter about your environment enables the Wizard to select the correct connection protocol. The settings that appear in the subsequent windows are a filtered subset of the settings in the Properties window.
eCopy ShareScan® Installation and Setup Guide | 97 The Wizard prompts you to enter information based on your choice of environment settings. See the following tables for descriptions of the information required for each field: ■ Windows Server Account window: see Table 24, Exchange Properties: Basic Settings tab. This window is available only if you select Exchange 5.5 as your server type. ■ ■ Windows Active Directory Server Account window: see Table 24, Exchange Properties: Basic Settings tab.
98 | Reference: Connector-specific configuration information TABLE 24. Exchange Properties: Basic Settings tab Section Field/Button Name Description ShareScan User name The user name for logging on to the Exchange server. The connector does not accept user names that contain spaces. Make sure that the user logon name specified in the Windows Active Server Directory or Exchange account does not contain spaces. Password The Exchange account password.
eCopy ShareScan® Installation and Setup Guide | 99 The following table describes the advanced account settings for each combination of protocols. For information about the protocols, see Table 22. TABLE 25. Exchange Properties: Advanced Account Settings Protocol Combination (Advanced Settings tab) Field/Button Name Description MAPI/MAPI Uses MAPI to retrieve the user information when the Search while typing option is enabled, and to send scanned documents.
100 | Reference: Connector-specific configuration information TABLE 25. Exchange Properties: Advanced Account Settings (continued) Protocol Combination (Advanced Settings tab) Field/Button Name Description LDAP/WEBDAV Uses the same Global Catalog Server options as the ones available for the LDAP/MAPI combination, along with the following WEBDAV settings for the Exchange server. Server requires SSL for communication Select this option if the Exchange server requires a Secure Socket Layer (SSL).
eCopy ShareScan® Installation and Setup Guide | 101 All the settings in this table apply to the eCopy Connector for Microsoft Exchange. Settings that also apply to the eCopy Connector for Fax via Microsoft Exchange are indicated in the table. TABLE 26. Exchange Properties: General Settings tab Section Field Name Description Sender Settings (Available in the eCopy Connector for Fax via Microsoft Exchange.
102 | Reference: Connector-specific configuration information TABLE 26. Exchange Properties: General Settings tab (continued) Section Field Name Description (continued) Other General Settings Search Global Address List Enables the user at the device to search the Global Address List and select recipients from it. Search Outlook Contacts (Available in the eCopy Connector for Fax via Microsoft Exchange for LDAP/ WEBDAV and WEBDAV/WEBDAV protocols.
eCopy ShareScan® Installation and Setup Guide | 103 TABLE 28. Exchange Properties: Advanced Settings tab Section Field Name Description Use External Associated Account Available only if the LDAP/MAPI or LDAP/ WEBDAV combination is selected.
104 | Reference: Connector-specific configuration information eCopy Connector for Microsoft Exchange Local Address Book Settings This Local Address Book tab enables you to configure the local address books that store Internet e-mail addresses entered at the device, addresses that are not in the Global Address List or in the Contacts folder. For information about creating and configuring address books, see page 75.
eCopy ShareScan® Installation and Setup Guide | 105 eCopy Connector for Fax via Microsoft Exchange The eCopy Connector for Fax via Microsoft Exchange enables users to scan and fax documents from an eCopy-enabled device through an e-mail-to-fax gateway on the Microsoft Exchange server. To use this connector, you must have a network fax server and the appropriate Exchange server plug-in. The recipient’s fax number is included in the To field (on the ShareScan Client) in the format required by the fax server.
106 | Reference: Connector-specific configuration information To configure eCopy Connector for Fax via Microsoft Exchange properties: eCopy recommends that you use the Wizard to initially configure a connector profile. Use the Properties button on the Configure tab only if you need to make custom modifications after the initial configuration. In the console tree, select Fax via Exchange > Properties. 2 Select the Display tab and then specify the settings (see Table 9). 3 Select the Configure tab.
eCopy ShareScan® Installation and Setup Guide | 107 eCopy Connector for Lotus Notes Mail The eCopy Connector for Lotus Notes Mail enables users to send scanned documents from an eCopy-enabled device as e-mail attachments from a generic Lotus Notes account or from the user’s personal Lotus Notes account. eCopy recommends that you create a generic Lotus Notes account for use by ShareScan.
108 | Reference: Connector-specific configuration information TABLE 29. Lotus Notes Mail Properties: Configure tab Section Field/Button Description ShareScan User The account used to access the Global Address List. Active ID File The name of the Lotus Notes ID file installed on the local computer. User Name The user name associated with the Active ID file. Password The password associated with the Active ID file. Test Validates the logon information.
eCopy ShareScan® Installation and Setup Guide | 109 To configure eCopy Connector for Lotus Notes Mail services: 1 In the console tree, select Lotus Notes Mail > Services. The Services pane appears. Configure the connector services (see page 80). 3 Click Save, select the profile name, and then click Save.
110 | Reference: Connector-specific configuration information eCopy Connector for Fax via Lotus Notes The eCopy Connector for Fax via Lotus Notes enables users to scan and fax documents from an eCopy-enabled device through an e-mail-to-fax gateway on the Lotus Notes server. To use this connector, you must have a network fax server and the appropriate Lotus Notes server plug-in.
eCopy ShareScan® Installation and Setup Guide | 111 To configure the eCopy Connector for Fax via Lotus Notes properties: In the console tree, select Fax via Lotus Notes > Properties. 2 Select the Display tab and then specify the settings (see Table 9). 3 Select the Configure tab and then specify the settings(see Table 30). 4 Select the Fax Format tab, which displays samples of the current fax address format, and then specify the Fax format (see page 73).
112 | Reference: Connector-specific configuration information TABLE 30. Fax via Lotus Notes Properties: Configure tab Section Field/Button Name Description ShareScan Usera The account used to access the Global Address List. Active ID File The name of the Lotus Notes ID file installed on the local computer. User Name The user name associated with the Active ID file. Password The password associated with the Active ID file. Test Validates the logon information.
eCopy ShareScan® Installation and Setup Guide | 113 eCopy Connector for SMTP using LDAP The eCopy Connector for SMTP using LDAP enables users to send scanned documents from an eCopy-enabled device as e-mail attachments using an SMTP server on the network. When a user sends e-mail from a personal SMTP account, the system prompts users to log on to validate their identity. The Global Address List is provided by an LDAP server.
114 | Reference: Connector-specific configuration information To configure the eCopy Connector for SMTP using LDAP services: 1 In the console tree, select LDAP/SMTP > Services. The Services pane appears. Configure the connector services (see page 80). 3 Click Save, select the profile name, and then click Save. 2 SMTP using LDAP connector Wizard settings The Wizard enables administrators to initially configure the connector.
eCopy ShareScan® Installation and Setup Guide | 115 TABLE 31. Wizard settings: SMTP using LDAP (continued) Wizard Window Field Description LDAP Server Settings Not available if you select Active Directory as the server type. LDAP Server Settings ■ Connect Anonymously Select LDAP User Not available if you select Active Directory as the server type. LDAP server settings: Server ■ Port ■ User DN ■ Password You must provide the full user DN if the server requires it.
116 | Reference: Connector-specific configuration information TABLE 31. Wizard settings: SMTP using LDAP (continued) Wizard Window Field Description Search Settings Start Search At The node on the LDAP tree from which all searches should begin. If you do not know the node, click the Browse button and then select the node from the tree structure in the selection window. Search scope Select a search level: ■ All levels below search starting point: Allows expanded searching.
eCopy ShareScan® Installation and Setup Guide | 117 TABLE 31. Wizard settings: SMTP using LDAP (continued) Wizard Window Field Description User Logon Settings None Sends the user at the device directly to the Send screen without displaying the Logon screen. If you select this option, you must specify a generic e-mail address or select the User modify option, or select both. Generic email A generic e-mail address that is used as the sender account for all email.
118 | Reference: Connector-specific configuration information eCopy Connector for SMTP using LDAP Properties The Properties window enables administrators who are more familiar with LDAP to fine-tune the settings, without relying on the Wizard. Many windows contain a Test button that you use to validate the logon information or test the server connection. TABLE 32.
eCopy ShareScan® Installation and Setup Guide | 119 TABLE 32. LDAP/SMTP Properties: Basic LDAP tab (continued) Section Field Description Search Base DN The DN 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.
120 | Reference: Connector-specific configuration information . TABLE 33. LDAP/SMTP Properties: Advanced LDAP taba Section Field LDAP Attributes If you use a nonstandard attribute in the e-mail, First Name, Last Name, and Common Name fields, enter the attribute name in the field.
eCopy ShareScan® Installation and Setup Guide | 121 TABLE 34. LDAP/SMTP Properties: SMTP Settings tab Section Field/Button Description SMTP Server Server The IP address or DNS name of the SMTP server to use for outgoing messages. 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).
122 | Reference: Connector-specific configuration information TABLE 35. LDAP/SMTP Properties: User Logon tab Section Field Description Logon Send from a generic account Sends the user at the device directly to the Send screen without displaying the Logon screen. If you select this option you must specify a generic e-mail address or select the User modify option, or select both. If you do not want to use the LDAP Address Book, you must select this option.
eCopy ShareScan® Installation and Setup Guide | 123 eCopy Connector for Fax via SMTP The eCopy Connector for Fax via SMTP enables users to scan and fax documents from an eCopy-enabled device through an SMTP e-mail-to-fax gateway. 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.
124 | Reference: Connector-specific configuration information To configure eCopy Connector for Fax via SMTP services: 1 In the console tree, select Fax via SMTP > Services. The Services pane appears. Configure the connector services (see page 80). 3 Click Save, select the profile name, and then click Save.
eCopy ShareScan® Installation and Setup Guide | 125 Scan to eCopy Desktop™ The eCopy™ Scan to eCopy Desktop Connector enables ShareScan users at an eCopy-enabled device to scan documents and send them to recipients’ scan inboxes or to network home directory folders, where the scanned documents can be retrieved by eCopy Desktop. For information about using eCopy Desktop, refer to the eCopy Desktop documentation or Help.
126 | Reference: Connector-specific configuration information About eCopy Desktop scan inboxes and home directories eCopy Desktop can use either scan inboxes or network home directories to store scanned documents received from the Scan to eCopy Desktop Connector: ■ Scan inboxes: The connector creates scan inboxes when users first use the connector at a device. The connector creates scan inboxes in folders located beneath the Inbox root directory.
eCopy ShareScan® Installation and Setup Guide | 127 ■ Home Directories: The network administrator must create these directories. If you configure the connector to use a network home directory to store scanned documents, the connector automatically uses the Scan to Self 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.
128 | Reference: Connector-specific configuration information About the Inbox root directory The Inbox root directory, which was called “Inbox Management Directory” in previous versions of ShareScan, contains scan inboxes and a file named “userdirs.txt”. When users at a device use the connector for the first time, their names and the paths to their scan inboxes or network home directories are added to the userdirs.txt file. The Inbox Agent uses the userdirs.
eCopy ShareScan® Installation and Setup Guide | 129 TABLE 40.
130 | Reference: Connector-specific configuration information Preconfiguring Scan to eCopy Desktop Notes: If you are migrating from an earlier version of eCopy ShareScan and have already configured an Inbox root directory, you can use the existing location and settings. You can also import profiles from earlier versions of the connector using the Import / Export tool in the Administration console. For more information see the Administration console Help.
eCopy ShareScan® Installation and Setup Guide | 131 Configuring Scan to eCopy Desktop After completing the pre-configuration steps, you can configure the connector. To configure Scan to eCopy Desktop Connector properties: In the console tree, click Scan to Desktop > Properties. 2 Select the Display tab and then specify the settings (see Table 9). 3 Select the Configure tab. 4 Select either Scan Inbox/Home Folder Settings or Destination Settings.
132 | Reference: Connector-specific configuration information TABLE 41. Scan to eCopy Desktop Properties: Environment settings Section Field/Button Description Service Account User Name Password The authentication information for the administrative user account created by your network administrator. If you select Windows Active Directory as the environment type, you must also specify a domain. If you select Novell eDirectory as the environment type, you must also specify a tree.
eCopy ShareScan® Installation and Setup Guide | 133 TABLE 42. Scan to eCopy Desktop Properties: General settings Section Field/Button Description Inbox Settings Inbox Type Scan Inboxes: Scans documents to scan inboxes. Home Directories: Scans documents to a network home directory. This option is not available if you select Local Computer (Workgroup) as the environment type. Recipient Type Multiple: Enables users at the device to select multiple recipients for scanned documents.
134 | Reference: Connector-specific configuration information Destination settings Scan to eCopy Desktop enables you to scan to the following destination types: ■ Windows Folder ■ Novell Folder ■ FTP Folder ■ USB Flash Drive For each type of folder, except for the USB Flash Drive, you must supply the folder location and authentication settings. TABLE 43.
eCopy ShareScan® Installation and Setup Guide | 135 TABLE 43. Scan to eCopy Desktop: Destination settings (continued) Section Field Description Authentication Authenticate User ■ The options are: None: Sends scanned documents to the destination without requiring user authentication.The Services Manager requires write access to the destination. The FTP server must be configured to allow anonymous login to work with this option.
136 | Reference: Connector-specific configuration information Advanced account settings are used in the configuration of scan inboxes and destinations for Windows Active Directory and Novell eDirectory. TABLE 44. Scan to eCopy Desktop: Advanced Account settings Environment type Field name Description Windows Active Directory Global Catalog Server settings Locate server at runtime: The connector finds the Global Catalog Server at runtime.
eCopy ShareScan® Installation and Setup Guide | 137 TABLE 44. Scan to eCopy Desktop: Advanced Account settings (continued) Environment type Field name Description Novell eDirectory Novell eDirectory Server settings Locate server at runtime: The connector finds the Global Catalog Server at runtime. Always use the following server: The name of the Novell eDirectory Server to be used at the device. LDAP Port The port that you want the server to use. Default is 389.
138 | Reference: Connector-specific configuration information To configure Scan to eCopy Desktop Connector services: In the console tree, select Scan to Desktop > Services. 2 Configure the connector services (see page 80). 3 Click Save, select the profile name, and then click Save. 1 About the Inbox Agent The eCopy Inbox Agent is a Windows service that is installed with the Services Manager. It uses the userdirs.
eCopy ShareScan® Installation and Setup Guide | 139 If you do not enable the Inbox Agent, each eCopy Desktop user must manually configure the path to the scan inbox. For information about configuring eCopy Desktop, see the eCopy Desktop documentation or Help.
140 | Reference: Connector-specific configuration information Scan to Printer The eCopy Scan to Printer Connector enables users at an eCopy-enabled device to scan and print documents to a network printer, regardless of its physical location. Users can select various printing and page layout options. To configure eCopy Scan to Printer Connector properties: In the console tree, select Scan to Printer > Properties. 2 Select the Display tab and then specify the settings (see Table 9).
eCopy ShareScan® Installation and Setup Guide | 141 To configure eCopy Scan to Printer Connector services: In the console tree, select Scan to Printer > Services. 2 Configure the connector services (see page 80). 3 Click Save, select the profile name, and then click Save.
eCopy ShareScan® Installation and Setup Guide | 143 Reference: Managing eCopyenabled devices Managing eCopy-enabled devices involves various tasks, such as specifying the default device. For information about adding devices running ShareScan Embedded software, see the “Adding a device with an embedded Client” section in the installation guide provided with the embedded products. In this chapter ■ Specifying a default device . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
144 | Reference: Managing eCopy-enabled devices Specifying a default device You can specify a default device from which new devices inherit their initial configuration of connector profiles. For example, if the default device is configured to use the Exchange and Scan to Printer connectors, new devices are automatically configured to use the same connectors. Note: Devices can only inherit connector profiles from a default device from the same manufacturer.
eCopy ShareScan® Installation and Setup Guide | 145 Specifying default scanner settings You can specify default scanner settings for eCopy-enabled devices. (For information about attaching default scanner settings to a connector profile, see page 85.) To specify default scanner settings for a device: In the console tree, select Devices > > Properties. 2 Select the Scanner tab. The information on the Preferences pane depends on the device you are using.
146 | Reference: Managing eCopy-enabled devices Configuring Activity Tracking The Activity Tracking function writes detailed information about each job to a log file.
eCopy ShareScan® Installation and Setup Guide | 147 Configuring the Activity Logging function When the Activity Logging function is enabled for a device, the Services Manager generates a log file.
148 | Reference: Managing eCopy-enabled devices TABLE 46. Devices: Activity Logging tab Section Field/Button Description Activity Log Location Activity Log Location field The full path and file name for the log file, ShareScanOPActivity.log. The location must be in the current Windows domain or in a trusted Windows domain. Credentials Enables you to create secured access to the log file.
eCopy ShareScan® Installation and Setup Guide | 149 TABLE 47. Activity Logging: Basic and Extended Fields Field Description Date The date the document was scanned. Time The time the document was scanned. Connector label The connector label specified on the Display tab. Number of pages in document The number of pages in the scanned document. Connector-specific fields Connector-specific fields.
150 | Reference: Managing eCopy-enabled devices Configuring the Additional Fields function The Additional Fields function enables you to obtain more tracking information, such as an account number or patient ID, from users at the device. The system prompts users to enter the information before the document is scanned. The system adds the information to each entry in the log file, immediately before the machine name.
eCopy ShareScan® Installation and Setup Guide | 151 Configuring the Document Tracking function The Document Tracking function enables you to save a copy of every scanned document, as a PDF file, in a secure network location that is in the same domain as the Services Manager PC. This function also adds the name of the PDF file to the Activity Tracking log. The Document Tracking function works only when Activity Tracking is enabled for the device.
152 | Reference: Managing eCopy-enabled devices TABLE 48. Devices: Document Tracking folder settings Section Field Description Folder Location Location field The full path and file name for the folder. The location must be in the current Windows domain or in a trusted Windows domain. Credentials to access the folder location User Name The user name, password, and domain that are required to access the folder. The user must have access rights to the specified location.
eCopy ShareScan® Installation and Setup Guide | 153 Configuring the ID Services function ID Services are available on compatible MFP devices that use identification devices such as card readers or proximity cards. ID Services allow user authentication credentials from the identification device to be encrypted and passed to ShareScan. This preserves security and streamlines the logon process by allowing the user to avoid entering authentication credentials at the device.
154 | Reference: Managing eCopy-enabled devices 6 Verify that Session Logon is configured correctly: ■ In the console tree, select System Information > Properties. ■ ■ Select the Session Logon tab. Depending on the requirements of your identification device, enable or disable the Enable Session Logon option. TABLE 49. Devices: ID Service Settings Section Field Name Description ID Services Enable Enables all functions on the ID Services tab.
eCopy ShareScan® Installation and Setup Guide | 155 Reference: Using eCopy Connectors After you configure connector profiles and activate them on a device, you use a profile by selecting its button on the Client screen. The “look and feel” of the Client depends on the eCopyenabled device that you are using. In this chapter ■ Using the fingerprint scanner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156 ■ Using the on-screen keyboard. . . . . . . .
156 | Reference: Using eCopy Connectors Using the fingerprint scanner To configure the fingerprint scanner you must: ■ ■ Use the ShareScan Administration console to configure Session Logon (see page 42) and enable Activity Logging (see page 147) and ID Services (see page 153). Register user fingerprints at the device. Registering fingerprints at the device The first time a user tries to use the fingerprint scanner, the device checks to see if the fingerprint is already registered in its database.
eCopy ShareScan® Installation and Setup Guide | 157 Using the on-screen keyboard The sequence of some procedures depends on whether you are using a hard keyboard or the onscreen keyboard for text input. Notes: Some devices running ShareScan Embedded software support a hard keyboard and the on-screen keyboard. For ScanFront devices, ShareScan automatically detects the USB hard keyboard (but not a PS/2 hard keyboard).. You do not have to specify which keyboard to use on the device.
158 | Reference: Using eCopy Connectors Quick reference to using an eCopy Connector This section provides you with a general procedure for using an eCopy Connector to scan and send a document. For information about functions unique to each connector, refer to the connector-specific information in this guide. This general procedure includes information about performing functions that are common to many connectors, such as specifying document and scanner settings.
eCopy ShareScan® Installation and Setup Guide | 159 General procedure for using an eCopy Connector Scan 1 Place your document in the feeder. If your system is configured to use the Session Logon feature, enter your user credentials on the Logon screen and then press Logon, or, if your device supports a fingerprint scanner, swipe your finger across the scanner. If your Session Logon credentials are not valid, the Logon screen for the connector will appear after you preview the scanned document.
160 | Reference: Using eCopy Connectors Preview 1 When the connector finishes scanning the document, review the scanned images. The buttons on the Preview screen enable you to view, delete, rotate, and change the magnification of the images. After pressing either of the Zoom buttons, you can scroll through an image and move it by dragging your finger along the image, or by using Page Up, Page Down, Home, or End keys or the arrow keys.
eCopy ShareScan® Installation and Setup Guide | 161 Send 1 If the Send screen appears, select or enter the recipients of the scanned document and, optionally, specify subject line and notes information. (The fields depend on the connector [see Table 50].) Note: If the profile is configured to use the Express or Send to self features, the Send screen will not appear.
162 | Reference: Using eCopy Connectors TABLE 50. Client: Send screen settings Field/Option Applicable connectors Description To E-mail The primary recipients. Search Fax via Microsoft Exchange and Fax via SMTP If the recipient is already in your address book or Exchange contacts (Fax via Microsoft Exchange only) you can use the Search while typing option. Depending on how the search is configured by your administrator, search on the first or last name, or the email address of the recipient.
eCopy ShareScan® Installation and Setup Guide | 163 TABLE 51. Client: Post-scanning options Option Description Log Out Displays the Logon screen. Appears only when Session Logon is enabled. Home Displays the Home screen. New Document Displays the Preview screen and enables you to scan a new document using the current settings. Place the new document in the feeder and then press the Scan More button. New Task Enables you to send the scanned document to another connector.
eCopy ShareScan® Installation and Setup Guide | 165 Reference: Installation environment eCopy™ ShareScan® is a client/server-based application that is designed to work with a wide range of scanning devices This section describes the hardware, software, and network requirements for setting up the Services Manager and eCopy-enabled devices. Please complete the worksheets in this chapter before your scheduled installation and make sure that all devices are configured as required.
166 | Reference: Installation environment Network environment ShareScan uses TCP ports for communication between the Client and the server application on the PC running the Services Manager. Several ports must be available (not blocked) in order to enable this communication (see page 171). Internal network traffic between the client and server is minimal. You can use multicast UDP to automatically discover and connect to other Services Managers for remote administration.
eCopy ShareScan® Installation and Setup Guide | 167 Hardware configuration guidelines To help you gauge hardware requirements, there are three typical usage scenarios and the hardware requirements for each scenario (see Table 52). TABLE 52. Hardware configuration guidelines Scenario type Description Hardware requirements General office use A typical office environment where multiple multifunction peripherals (MFPs) support a combination of printing, copying, and scanning.
168 | Reference: Installation environment Services Manager PC worksheet Each site requires at least one network PC to run the Services Manager; each Services Manager can support multiple eCopy-enabled devices. You should not install the Services Manager on a PC that is also running Microsoft Exchange server. Copy and complete the following worksheet for each Services Manager you plan to install. TABLE 53.
eCopy ShareScan® Installation and Setup Guide | 169 TABLE 53. Services Manager PC worksheet (continued) Item Notes Services Manager PC Example Domain name Enter a name, if applicable. ecopy Network login name and password Name used during normal operation (must be a local administrator). Have password available during installation. sharescan Local firewall It is recommended that you disable firewalls on this PC (see page 169).
170 | Reference: Installation environment Device worksheet Copy and complete the worksheet below for each eCopy-enabled device that you plan to use with ShareScan. TABLE 54. Device worksheet Notes Device Example Model eCopy-enabled device. ScanFront 220 Location Physical location of the device. 1-B32 Language English IP address Domain-based networks: eCopy requires that you use static IP addresses. Workgroups: You must use static IP addresses. 10.10.10.
eCopy ShareScan® Installation and Setup Guide | 171 Firewall and switch worksheet Certain TCP ports must be open for communication between the devices on the network. You can open the required ports (on switches, routers, or firewalls) between specific devices; you do not need to open a required port to all devices on the network. 9100 is the main port used for communication between the Services Manager and an eCopyenabled device. You can change the port number through the Administration console.
172 | Reference: Installation environment TABLE 55. Firewall and switch worksheet (continued) Item Description Firewall or other device Example 9030, 9100 Must be open for communication between the Services Manager and eCopy-enabled devices. You can open the required ports between specific devices. Open 8899, 9988 on multicast IP address Optional, for encrypted UDP communication between the Services Manager and eCopy-enabled devices. Open 8888, 9999 on multicast IP address 239.254.5.
eCopy ShareScan® Installation and Setup Guide | 173 Network infrastructure worksheet Multiple domains and multiple workgroups are supported only if the Services Manager and all eCopy-enabled devices are configured to communicate with one other via TCP or UDP, without any port filtering or blocking. Depending on the topology of the network, degradation in performance can occur when devices span multiple domains.
174 | Reference: Installation environment DNS considerations The Services Manager must be able to resolve the names of associated devices, whether through a Domain Name Service (DNS) server on the local network or through the HOSTS file on the Services Manager PC. DNS should only be enabled on an eCopy-enabled device when there is a DNS server on the local network.
eCopy ShareScan® Installation and Setup Guide | 175 Novell support On Novell networks, ShareScan does not support direct communication between the Services Manager and eCopy-enabled devices. However, when the Novell client is installed on the PC that is running the Services Manager, some connectors (Quick Connect, Scan to eCopy Desktop, and LDAP/SMTP) can use a back-end Novell server for authentication and temporary file storage (of scan inboxes).
Index A access to Activity Log file 148 to addresses in Contacts folder 102 to devices 37, 48 to Document Tracking folder 152 to Global Catalog Server to Help 2 to LDAP server 115 to remote devices 173 to Session Logon directories 43 account forests (Exchange) 95 activating connector profiles 61 licenses 49 See also licensing devices, product keys Active Directory.
178 | Index connection protocols, used by Microsoft Exchange Connector See protocols, used by Microsoft Exchange Connector connector profiles 15, 60 activating 15, 61 address books and 79 common Properties settings 63 configuring 15, 60 inheritance of 144 updating 60 using 155 connectors 7 button image and label settings 64 installing 9 installing and removing 58 quick reference to using 158 refreshing list of 58 Services for, configuring 80 types of 57 Contacts folder, accessing addresses in 102 Content s
| 179 embedded tags, used by fax server 106, 110, 123 encryption properties 40, 82 Environment setting (Exchange) 96 Equitrac cost recovery system activity tracking and 146 exceptions, firewall 169 Exchange server 98 Export utility 53 Express configuring 67 Scan to eCopy Desktop and 69 Scan to Printer and 140 External Associated Accounts (EAA) 95 F fax address books 79 fax address format, configuring 73 See also Fax via Lotus Notes Connector, Fax via Microsoft Exchange Connector, Fax via SMTP Connector,
180 | Index K keyboard on-screen, configuring 41 on-screen, using 156, 157 Search while typing option and 70 See also Services Manager L label, for connector button 64 language for keyboard 41 for searchable text creation 40 LDAP advanced and custom attributes 120 custom attributes 120 server 114, 115, 118 users, selecting from LDAP tree 115 LDAP/MAPI protocol configuration 93 LDAP/WEBDAV protocol configuration 93 license report, generating 50 licensing devices 11, 45 status options 45 See also product k
| 181 P P4 class machines 167 password for encryption 40, 82 for LDAP server account 118 PDF files, saving scanned documents to 82, 151 permissions for scan inboxes 126 See also encryption properties Pixel setting 85 ports 166, 171 changing 171 LDAP server 118 numbers used by Inbox Agent (Scan to eCopy Desktop) 138 opening 171 SMTP server 121 post-scanning options 161 Preferred tree field 175 Preview screen 160 printers scanning and printing to 140 selecting 140 product keys 46, 50 activating 49 adding 4
182 | Index ScanStand Assembly Instructions 2 ScanStation 35 See also ShareScan Embedded scope, of searches 43, 116, 119 SCSI drive 167 search settings for Session Logon 43 for SMTP using LDAP 116, 119 Search while typing option 43, 70, 98, 116, 119, 161 searchable text engine properties 40, 82 Secure Delete option 40 security for network home directories 127 for scan inboxes 126 for Services Managers 37, 48 See also encryption properties, Scan to eCopy Desktop Connector sending scanned documents from gen
| 183 troubleshooting 44 two-sided scanning 85 type of file name or index field, specifying 71 U UDP 48, 166 ports 171 used to connect to scan inboxes 138 used to detect embedded devices 48 user DN 118 ID (LDAP) 120 User Logon Settings 117 userdirs.
