HP Digital Sender Module Administrator’s Guide HP Digital Sender Module Guide d’assistance et de service technique Copyright© 2000 Hewlett-Packard Co.
HP Digital Sender Module Administrator’s Guide ________
Copyright Information Warranty Trademark credits © Copyright Hewlett-Packard Company 2000 The information contained in this document is subject to change without notice. Adobe is a trademark of Adobe Systems Incorporated which may be registered in certain jurisdictions. All rights reserved. Reproduction, adaptation, or translation without prior written permission is prohibited, except as allowed under copyright laws.
Contents 1 The HP Digital Sender Module Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Architectural overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Environments and protocols . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Network operating systems. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Client operating systems (ABM only) . . . . . . . . . . . . . . . . . . . . .
4 Warranty information Hewlett-Packard limited warranty statement . . . . . . . . . . . . . . . . .
1 The HP Digital Sender Module Introduction The HP Digital Sender Module is a software application that enables HP Multi-Functional Peripherals (MFPs) to send scanned documents directly to electronic mailboxes (e-mail) or to fax destinations, transforming paper-based information into digital images that can be shared, stored, or edited. Documents are initially scanned at the MFP then transmitted to a network-connected PC where the HP Digital Sender Module software is installed.
The HP Digital Sender Module software ● Manages the simultaneous transmission of scanned images from multiple MFPs on the network ● Performs any image decompression, page decomposition, and image format conversion necessary to transmit the document as an e-mail attachment or fax ● Adds addressing information ● Encodes the message ● Communicates with an SMTP server that a network administrator has configured ● Maintains each address book and transmits a copy to every licensed MFP 6 Chapter 1 - Th
Architectural overview A flow chart of the HP Digital Sender module components is included below: Scanner Module MFP Firmware NT/2000 Workstation Administrator/ Client PC -Installer -Configuration Utility -Address Book Manager -LDAP Export Tool LAN fax Server SMTP Gateway The HP Digital Sender Module firmware components include: ● Control panel firmware: manages the user interface and general job control ● Copy processor firmware: generates the desired data file formats ● Scanner Service Agent
Environments and protocols Network operating systems The HP Digital Sender Module is directly connected to TCP/IP networks via a Windows NT® /Windows® 2000 server or workstation. It operates independently within the network operating environments listed below: Note ● Windows 2000/Windows NT 4.
Novell NetWare support In order to support access to Novell NetWare resources, the HP Digital Sender Module requires Note EN ● Novell NetWare version 3.12, 3.2, 4.11, 4.2 or 5 running on the Novell NetWare server and ● Novell NetWare Client version 4.6 (or greater) running on the Windows NT/Windows 2000 PC running the HP Digital Sender Module software. HP recommends that Novell print queues are not used as the print path for HP Digital Sender-enabled MFPs.
E-mail distribution services The HP Digital Sender Module can send MIME-compliant e-mail messages to Internet addresses. It uses SMTP-MIME to deliver these messages. SMTP is independent of the network operating system on which your e-mail server is running. E-mail addresses are selected at the MFP control panel. Users can specify e-mail destinations by: ● selecting e-mail addresses from the address book loaded at the MFP.
Fax distribution services Users can send faxes directly from the MFP. To support this service, a LAN fax product and a shared folder for the fax workarea are required. Users can specify fax destinations at the control panel in two ways: Note ● Type fax numbers manually. ● Select fax numbers from the address book loaded at the MFP. The same document can be sent to multiple fax numbers. Document can be sent to the LAN fax server in one of the following file types: ● Tagged Image Format (.
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2 Administrating Introduction System administrators can use a variety of tools to monitor and control the HP Digital Sender Module.
HP Digital Sender Module setup Before the HP Digital Sender Module can be used, some settings in the HP Configuration Utility need to be set. The following table lists the activities necessary for setting up the HP Digital Sender Module. See the online help for more information regarding the HP Configuration Utility. Note To support HP Digital Sender Module features, the MFP must appear in the Windows Printers folder. To add an MFP to the Printers folder, select Add Printers in the Windows control panel.
LAN fax service setup activities Set product name In the HP Configuration Utility, select the Fax Settings tab. Select the LAN fax vendor using the drop-down menu. Set common folder In the HP Configuration Utility, select the Fax Settings tab. Enter the folder that will be used as a common, working folder for communication between the LAN fax Server software and the HP Digital Sender Module software. Set login properties In the HP Configuration Utility, select the Fax Settings tab.
Security activities Change ABM password administrator In the ABM, select the Digital Sender menu/Security Address book activities Maintain the e-mail address In the ABM, select Main menu/Public Email book Maintain the e-mail distribution lists address book In the ABM, select Main menu/Public Distribution Lists Maintain the fax address book In the ABM, select Main menu/Public Fax Maintain the fax distribution In the ABM, select Main menu/Public Fax Distribution Lists lists address book Import addresses
E-mail service activities Change default subject In the HP Configuration Utility, select the Configure Features tab/ Configure button/Send to E-mail tab/Default subject Change default message and default message language In the HP Configuration Utility, select the Configure Features tab/ Configure button/Send to E-mail tab/Advanced button/Message Text Change default resolution In the HP Configuration Utility, select the Configure Features tab/ Configure button/Send to E-mail tab/Advanced button/Resolut
Reset activities Reset address books Delete all database files on Windows PC and restart the Windows PC1 1 In a Typical Installation database files can be found in C:\Program Files\Hewlett-Packard\HP Digital Sender Module\db subdirectory Miscellaneous activities Use the activity log Tools menu/View Log Change default document size In the HP Configuration Utility, select the Configure Features tab/ Configure button/MFP Settings tab/Document Size Change default document type In the HP Configuration Uti
Controlling notifications The HP Digital Sender Module software notifies administrators of events in two ways: EN ● Activity log entries The activity log is a record of the HP Digital Sender Module and system activities. See “Activity log messages” on page 41 for a list and description of entries. See “Using the activity log” on page 22 for information on how to access the activity log.
Working with address books When you log in to the HP Address Book Manager the main window lists the following: ● Public E-mail Contains e-mail addresses available to any user. Only the administrator can change information in this address book. ● Public Distribution Lists Contains predefined groups of e-mail addresses available to any user. Only the administrator can change information in this address book. ● Public Fax Contains fax destinations available to any user.
Using the LDAP export tool The LDAP Export Tool is a Microsoft Windows Console program used to export addresses from an LDAP server. The addresses are saved to an HPB file. This file can be imported into the HP Digital Sender Module software using the ABM. Because exporting from a large LDAP server can take a significant amount of time, HP recommends that the LDAP export tool be used as part of a batch configuration job.
Using the activity log The activity log is an important tool for monitoring all HP Digital Sender Module activities. System events are recorded on the Administrator activity log. Other activities are recorded on the Guest activity log. Up to 1,000 entries are stored in the activity log, new events overwrite the oldest events. See “Activity log messages” on page 41 for a list and explanation of the messages.
To use the activity log The activity viewer shows information about the messages arranged in columns. You can sort the messages by the type of information (for example, by severity in order to list all fatal messages first). To do this, click the top of the column containing that information. The status bar at the bottom of the viewer shows how many messages are in the log for each type of message. Using the activity log To do this Perform this action Print the log On the File menu, click Print.
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3 Troubleshooting Introduction This chapter is your guide for resolving problems that might occur while you are using the HP Digital Sender Module.
Sources for information about problems Sources for information about problems Source Description Activity log The activity log is a record of the HP Digital Sender Module software usage and is probably your best tool for troubleshooting. It contains messages (warning, error, or fatal) that can help you resolve problems. See “Activity log messages” on page 41 for a list of messages and recommended actions. These messages can be viewed using the Address Book Manager’s Activity Log.
Troubleshooting the HP Digital Sender Module General HP Digital Sender Module Troubleshooting Use the table below to solve common problems encountered while using the HP Digital Sender. Note As a general rule for all problems, check both the control panel, event log, and activity log for relevant messages. You can find an explanation of these messages under “Control panel messages” on page 37 “Event log messages” on page 33, and “Activity log messages” on page 41.
General HP Digital Sender Module troubleshooting (continued) Problem Actions An e-mail transmission ● If you typed the e-mail address at the control panel, make sure you sent did not arrive you typed it correctly. at the destination e-mail ● The job might have been lost because of an internal problem. address. Pending jobs are sometimes lost when this happens. Resend the e-mail message. ● Make sure the e-mail server is running.
General HP Digital Sender Module troubleshooting The Send Icon appears ● The HP Digital Sender on the control panel but Module software is not is grayed out installed. ● The HP Digital Sender Module server is not running. ● The HP Digital Sender Module has not been configured to service this MFP. ● Contact has been lost between the MFP and the HP Digital Sender Module software. ● The MFP does not have the correct IP address for the HP Digital Sender Module. ● Install the HP Digital Sender Module software.
General HP Digital Sender Module troubleshooting The From address cannot be entered. ● The administrator has ● The MFP must be reconfigured to chosen to configure a enable typing a From address. hard-coded From ● Turn authentication off for this MFP. address for this MFP. ● Authentication has been enabled for this MFP.
General HP Digital Sender Module troubleshooting DSSP loses contact between the initial contact and when it tries to send the job. The MFP loses power partially during digital sending. The user provides an invalid e-mail address in the From field. ● The job is held by SSA and retries The HP Digital Sender Module server goes down, a periodically until it eventually times network problem occurs, or out, causing the job to fail. for JetSend refuses the connection.
Checking the address book database At any time, you can check the ABM database to correct problems and inconsistencies in the information. Perform the database check for the following reasons: ● The HP Digital Sender Module seems to be performing slowly for no apparent reason. ● The Windows NT/Windows 2000 PC running the HP Digital Sender Module software was inadvertently turned off during a critical operation (for example importing addresses).
Event log messages The following table lists the messages generated by the HP Digital Sender Module software running on the Windows NT/Windows 2000 PC. The cause of the message and recommended actions are also listed in the table. These messages can be viewed by clicking on the Event Viewer icon found in the Administrative Tools program group on the Windows NT/ Windows 2000 PC. Event log messages Message Description Action HP Digital Sender Module 2.
Event log messages (continued) Message Description Action HP Digital Sender Module 2.0 The HP Digital Sender Module ● Restart the HP Digital - Job Manager Initialization Sender Module software software running on the PC Failed using the Services icon was unable to start due to found in the Control Panel missing files or memory HP Digital Sender Module 2.0 limitations. program group on the PC. - JetSend Initialization Failed ● Reboot the PC. ● Uninstall and reinstall the HP Digital Sender Module 2.
Event log messages (continued) Message Description Action HP Digital Sender Module 2.0 Failure initializing address - Internal Error books. IMSP Server,50 through IMSP Server,56 ● Restart the HP Digital HP Digital Sender Module 2.0 Internal error in managing - Internal Error IMSP address books. Server,57 ● Restart the HP Digital HP Digital Sender Module 2.
Event log messages (continued) Message Description Action HP Digital Sender Module 2.0 - Internal Error IMSP Server,300 through IMSP Server,304 ● Make sure all cabling is The network link to the address book is missing. This securely connected. indicates a possible problem ● Restart the HP Digital with the network connection. Sender Module software using the Services icon found in the Control Panel program group on the PC. ● If the problem persists, note the code and contact your HP-authorized dealer.
Control panel messages The following table lists the messages the MFP Copy Module’s control panel displays while you are using the Digital Sender Module, a description of the message, and the recommended actions. Control panel messages Message Description HP Digital Sender Module The MFP’s hard disk is Error: Hard disk full. full. Actions ● Try sending the job later. ● Use HP Web JetAdmin to delete unnecessary files from the HP MFP hard disk.
Control panel messages (continued) Message Description Actions HP Digital Sender Module The system was unable to ● Try sending the job later. Error: Unable to open open the job configuration ● Verify write permissions on the configuration file. file. MFP’s hard disk to ensure they are compatible with the HP Digital Sender Module software. ● If the problem persists, contact your HP-authorized dealer. HP Digital Sender Module The system was unable to ● Try sending the job later.
Control panel messages (continued) Message Description The HP Digital Sender Module Service is currently unavailable A connection could not be ● Try sending the job again established with the ● Restart the HP Digital Sender Digital Sender Module. Module. ● Use the HP Configuration Utility to configure the HP Digital Sender software properly. ● If the problem persists, contact your HP-authorized dealer.
Troubleshooting network problems General network troubleshooting Use network management and monitoring software to troubleshoot general network problems. E-mail service troubleshooting The only way to see if data has been successfully transferred from the HP Digital Sender Module software to the e-mail server is to check the activity log (see “Using the activity log” on page 22).
Activity log messages The icons shown below appear in the activity log to identify the type of message: normal Normal activity; no action required. warning The function completed partially. No action is required. For example, you sent an e-mail message, but one recipient could not be reached. error The function failed. Some action may be required. Generally, the HP Digital Sender Module can still be used for other functions. fatal A severe problem.
Activity Log Messages (continued) ● No action required. 001/02 E-mail send report. Sender: name. Subject: subject. Status: OK. Notification message only. Your e-mail transmission was successful. 001/03 E-mail send report. Sender: name. Subject: subject. Status: Image processing error. The e-mail transmission was ● Try the transmission again. unsuccessful. An internal error ● Restart the HP Digital occurred while the document Sender Module. was being processed.
Activity Log Messages (continued) 003/04.) Document sent to the The HP Digital Sender Module ● Configure the Log In HP Digital Sender Service. properties in the HP could not communicate with Recipient(s): X Number: X # of the fax server. Configuration Utility receipt: X. # of pages: X. correctly. Result: Failed. Write to remote ● Resend the document. file failure. Code: X. 003/05.) Document sent to the The HP Digital Sender Module ● Configure the Log In properties in the HP HP Digital Sender Service.
Activity Log Messages (continued) 003/12.) Document sent to the The HP Digital Sender Module ● Reinstall the software. HP Digital Sender Service. Contact HP or download software needs to be updated. Recipient(s): X Number: X # of the software from the receipt: X. # of pages: X. Internet. Result: Failed. Invalid job descriptor. Code: X. 003/13.) Document sent to the The HP Digital Sender Module ● Resend the document. HP Digital Sender Service.
Activity Log Messages (continued) ● If the LAN fax software you 004/02.) Fax transmission result. Recipient(s): X. Number: X. Accounting: X. # of pages: X. Result: missed notification. No notification was returned by the LAN fax server. 013/00 All Address Book cleared. Notification message only. The ● No action required. procedure for resetting address books was successful. 014/00 Public Email Address Book cleared. Notification message only. The Clear Address Book command in the ABM was successful.
Activity Log Messages (continued) 026/01 Address Book Import status: end. ● No action required. Notification message only. The HP Digital Sender Module successfully completed the import. 026/02 Address Book Import status: interrupted. Code: code. The HP Digital Sender Module ● Try the import again. encountered an internal ● If the problem persists, problem during the import. note the code and contact your HP-authorized dealer. 027/00 Address Book Import report on entries. Added: number.
Activity Log Messages (continued) 030/01 Address Book checking: completed with errors. ● No action required. The internal check of all address books has completed. Some problem entries were found and deleted. Message 031/00 indicates how many entries were cleared. 030/02 Address Book checking: completed without errors. Notification message only. The ● No action required. internal check of all address books completed without finding errors. 031/00 Address Book checking. # of cleared items: number.
Activity Log Messages (continued) 036/00 Network error during SMTP protocol negotiation. Code: code. The e-mail transmission failed ● Make sure all cabling is because of a problem in the securely connected. network. ● Make sure the e-mail server and SMTP service are running. ● Restart the HP Digital Sender Module. ● If the problem persists, note the code and contact your HP-authorized dealer. 037/00 E-mail not delivered to destination name.
Activity Log Messages (continued) ● No action required. 043/00 The SMTP server is now available. Notification message only. 046/00 The SMTP server didn’t accept the e-mail message because it was too big. ● Make sure that the SMTP The e-mail server could not server IP address matches accept the e-mail message the the IP address listed in the HP Digital Sender Module HP Configuration Utility. transmitted because it was too big.
Activity Log Messages (continued) ● Restart the HP Digital 066/00 The JetSend Receiver An error occurred while the subsystem failed during JetSend subsystem was being Sender Module. initialization (code). initialized. ● If the problem persists, note the code and contact your HP-authorized dealer. 075/00 A disk file was not downloaded to the X printer. ● Start the PC print spooler A disk file has not been using the Services icon downloaded to the MFP’s hard found in the Control Panel disk.
Activity Log Messages (continued) 075/04 The directories were not created on the X printer. ● Start the PC print spooler The MFP’s disk directories have not been created on the using the Services icon MFP’s hard disk for the found in the Control Panel HP Digital Sender Module program group on the PC. firmware. The workstation ● Add the MFP to the print spooler may not be Printers folder. running. The MFP associated with this action may have been deleted from the Printers folder.
Activity Log Messages (continued) ● No action required. 075/08 The configuration file The configuration file has been downloaded to the X containing the default Send To printer. e-mail setting has been downloaded to the MFP’s hard disk. 075/09 The X printer was not power cycled. The HP MFP was not turned ● Turn the MFP off and then off and on following a back on. complete download of the ● Start the PC print spooler configuration and firmware using the Services icon files to the MFP’s hard disk.
Activity Log Messages (continued) 076/00.) There is not enough There is insufficient disk space ● Delete some files on your space on the disk. Insufficient on the drive where the HP disk drive. disk space to allow job. Digital Sender Module ● Install the HP Digital software is installed. Sender Module software on another disk drive. 077/00 Internal Email subsystem error (code) Sender: name Subject: subject An error occurred trying to send an e-mail. 077/00 Internal Email subsystem error (code).
Activity Log Messages (continued) 079/05 The Email subsystem failed during initialization. An error occurred while the e- ● Make sure the PC has mail subsystem was being enough memory. initialized. ● Restart the HP Digital Sender Module software. ● If the problem persists, contact your HP-authorized dealer. 080/00 Address Book error reading entry: X An entry was not found in the HP Digital Sender Module database. 081/00 Job retry error.
Troubleshooting the software Troubleshooting procedures are divided into these sections: ● General software troubleshooting (page 55) ● HP Address Book Manager messages (page 56) General software troubleshooting Use the table below to solve common problems encountered while using the software. The HP Digital Sender module software does not display messages for these types of problems. Usage problems Problem Actions The ABM or HP Digital ● There might be too many programs running on the computer.
HP Address Book Manager messages The following table contains error messages that may appear when you are using the ABM, a description of the messages, and any appropriate actions to take. HP Address Book Manager messages Message Description Actions ABM has found a number of items greater than the maximum supported. Application may become unstable. The maximum number of items that the ABM can support has been exceeded. (For example, the maximum number of e-mail addresses allowed has been exceeded.
HP Address Book Manager messages (continued) Message Description Actions Failed to add the entry. During the procedure to import ● Remove some entries from e-mail addresses, the the selected address book addresses that were found to make room for new could not be added to the ABM entries. The limits for the because the selected address address books are as book is full.
HP Address Book Manager messages (continued) Message Description Actions No items have been selected. During the procedure to import ● Select an address and then e-mail addresses, you did not click Add. select an address before clicking Add. Search failed! No such object. During the procedure to import ● In the directory e-mail addresses, the configuration, make sure all directory configuration may fields are filled correctly. not be correctly specified.
HP Address Book Manager messages (continued) Message Description Actions Wrong Login Name or Password. An invalid login name or password was entered. ● Make sure that your You entered a wrong maximum of hits number. During the procedure to import ● Enter a smaller number. e-mail addresses, the number of maximum hits (results) you entered is more than the search can return. Your query has exceeded the size limit.
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4 Warranty information Hewlett-Packard limited warranty statement HP PRODUCT DURATION OF WARRANTY HP Digital Sender Module Service 90 days EN 1 HP warrants to you that the HP SOFTWARE PRODUCT will not fail to execute its programming instructions for 90 days after the date of purchase due to defects in material and workmanship when properly installed and used.
4 THE REMEDIES IN THIS WARRANTY STATEMENT ARE YOUR SOLE AND EXCLUSIVE REMEDIES. EXCEPT AS INDICATED ABOVE, IN NO EVENT WILL HP BE LIABLE FOR LOSS OF DATA OR FOR DIRECT, SPECIAL, INCIDENTAL, CONSEQUENTIAL (INCLUDING LOST PROFIT), OR OTHER DAMAGE, WHETHER BASED IN CONTRACT, TORT, OR OTHERWISE. Some states or provinces do not allow the exclusion or limitation of incidental or consequential damages, so the above limitation or exclusion may not apply to you.
Index Numerics B 100Base-TX support 8 10Base-2 support 8 10Base-T support 8 BNC support 8 A activities address book 16 common HP Digital Sender Module 15 e-mail 16 fax 17 reset 18 security 16 shutdown and restart 15 activity log clearing 23 contents 22 copying 23 description 22 messages 41 printing 23 refreshing 23 saving 23 using for troubleshooting 26 viewing 22 address book check description and steps 32 Address Book Manager client operating systems 8 common activities 15 messages 56 address books ac
event log using for troubleshooting 26 export LDAP export tool 13 F Fast Ethernet support 8 fatal activity log messages 41 fax activities 17 changing defaults 17 distribution services 11 file types supported 11 troubleshooting 40 fax transmissions not arriving at destinations 28 File types e-mail supported 10 fax supported 11 G glass, cleaning 27 guest activity log 22 I image quality problems 27 L LDAP export tool 13 limited warranty statement 61 M messages Address Book Manager 56 control panel 37 N n
HP Digital Sender Module Administrator’s Guide HP Digital Sender Module Guide d’assistance et de service technique Copyright© 2000 Hewlett-Packard Co.
