HP DSS 5 User Manual

							HP DIGITAL SENDING SOFTWARE 5.0
System Administrator Guide 
						

							HP Digital Sending Software 5.01
System Administrator Guide 
						

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Edition 3, 5/2013
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registered trademarks of Microsoft
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							Table of contents
1  Introduction to Digital Sending .......................................................................................................................... 1
Digital sending overview ....................................................................................................................... 2
Introduction to DSS .............................................................................................................................. 3
Advantages of DSS ............................................................................................................. 3
Features overview ............................................................................................................... 3
Supported devices ............................................................................................................... 5
Embedded Digital Sending vs DSS ...................................................................................................... 6
Differences ........................................................................................................................... 6
DSS vs Web Jetadmin ......................................................................................................................... 9
2  Theory of operations ....................................................................................................................................... 11
Components ....................................................................................................................................... 12
Configuration Utility ............................................................................................................ 12
Remote Configuration Utility ............................................................................. 13
DSS Service ...................................................................................................................... 13
DSS-enabled device .......................................................................................................... 14
I.R.I.S. OCR engine ........................................................................................................... 14
Database ........................................................................................................................... 15
Local Data Store ................................................................................................................ 16
Third-party tools ................................................................................................................. 16
Understand DSS data structures ........................................................................................................ 17
Understand licensing .......................................................................................................................... 17
Licensing requirements ...................................................................................................... 18
Trial license ........................................................................................................................ 18
Auto-generate licenses ...................................................................................................... 18
License activation and rehosting ....................................................................................... 18
Understanding DSS Address Books .................................................................................................. 19
Address Book Manager ..................................................................................................... 19
DSS Address Books .......................................................................................................... 19
Public Address Book ......................................................................................... 19
Private Address Books ...................................................................................... 19
Personal Address Books ................................................................................... 19
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							Replicated LDAP Address Book ....................................................................... 20
Accessing the Address Books from the device control panel ........................... 20
3  Installation and configuration .......................................................................................................................... 23
Planning the DSS deployment ........................................................................................................... 24
System and environment requirements ............................................................................. 24
Software requirements ...................................................................................... 24
Temporary jobs folder ....................................................................................... 25
Changing the location of the Jobs Folder ......................................... 25
Hardware requirements ..................................................................................... 26
Device firmware requirements .......................................................................... 28
Multiple DSS servers ......................................................................................... 29
Port requirements .............................................................................................. 30
Ports used ........................................................................................ 30
DSS Address Book access for FutureSmart devices ....................... 31
Summary .......................................................................................... 32
System security requirements for using DSS .................................................................... 32
Security to start the Configuration Utility ........................................................... 32
Permissions needed to run DSS with full functionality ...................................... 32
Device credentials for FutureSmart devices ..................................................... 33
FutureSmart device accounts and credentials ................................. 33
DSS configuration and use of FutureSmart device credentials ........ 34
Installation .......................................................................................................................................... 37
Pre-installation checklist .................................................................................................... 37
Installer screens and options ............................................................................................. 37
Configuration ...................................................................................................................................... 45
Configuration Utility ............................................................................................................ 45
Licensing ............................................................................................................................ 46
Add licenses ...................................................................................................... 46
Remove licenses ............................................................................................... 47
Auto-generated licenses ................................................................................... 48
Backup and Restore .......................................................................................................... 49
Backup .............................................................................................................. 49
Restore .............................................................................................................. 50
Device management .......................................................................................................... 50
Add and remove devices ................................................................................... 52
Device configuration .......................................................................................... 54
Understanding the Device List icons ................................................................. 55
Device grouping ................................................................................................ 56
Authentication .................................................................................................................... 57
Configure DSS .................................................................................................. 57
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							Authentication methods .................................................................... 57
Configure the Device ......................................................................................... 63
General Device configuration ............................................................................................  63
General subtab .................................................................................................. 64
Addressing subtab ............................................................................................  65
Log subtab ........................................................................................................  66
Preferences subtab ........................................................................................... 66
Send to Folder ................................................................................................................... 67
Configure DSS .................................................................................................. 67
Configure the Device ......................................................................................... 71
Send to E‑mail ................................................................................................................... 71
Configuration overview ...................................................................................... 71
Configure DSS .................................................................................................. 71
Configure the Device ......................................................................................... 74
Send to Fax .......................................................................................................................  74
Configuration overview ...................................................................................... 74
Analog fax ......................................................................................... 75
Digital fax .......................................................................................... 75
Configure DSS .................................................................................................. 75
Internet fax ........................................................................................ 75
LAN fax ............................................................................................. 77
Configure the Device ......................................................................................... 78
Send to Workflows ............................................................................................................. 78
Configuration overview ...................................................................................... 78
Workflow organizational structures ................................................... 79
Configure DSS .................................................................................................. 79
Configure the menu structure (groups, menus, and forms) .............. 80
Configure the Device ......................................................................................... 89
Addressing ......................................................................................................................... 90
Address Book Manager ..................................................................................... 90
Importing addresses using the Address Book Manager ................... 91
Configuring address books on the Addressing tab ........................... 91
Personal address books .................................................................................... 95
Exchange contacts ............................................................................................ 95
Guest address book .......................................................................................... 96
Public address book .......................................................................................... 96
LDAP replication ...............................................................................................  96
LDAP filters ....................................................................................................... 96
Configure DSS for Windows Active Directory Services ....................................  97
Configure Authentication .................................................................. 97
Configure Addressing ....................................................................... 98
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							DSS templates ................................................................................................................... 99
Create a template ............................................................................................ 100
Use the Template Configuration tab to manage templates ............................. 101
Template groups ............................................................................. 102
Template list ................................................................................... 104
Apply a template ............................................................................................. 105
External Database Configuration ..................................................................................... 106
4  Support and troubleshooting ......................................................................................................................... 107
Obtaining support ............................................................................................................................. 108
HP Customer Care service and support .......................................................................... 108
Finding documentation and other supporting information ................................................ 108
Using Internet support ..................................................................................................... 108
DSS error messages ........................................................................................................................ 109
Index ................................................................................................................................................................. 111
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							1 Introduction to Digital Sending
This chapter contains the following topics:
●
Digital sending overview
●
Introduction to DSS
●
Embedded Digital Sending vs DSS
●
DSS vs Web Jetadmin
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							Digital sending overview
HP Digital Sending technology offers a fast, simple, and reliable way to capture valuable information
from paper-based documents and convert it to a digital format, which can be further processed and
routed to a number of different destinations.
Routing destinations include, but are not limited to, the following:
●Network folders
●E‑mail
●FTP sites
●Fax
●Microsoft SharePoint®
The digital file types available include, but are not limited to, the following:
●JPEG
●TIFF
●PDF
●Searchable PDF/A
Optical Character Recognition and Compression are also available offering a wide range of digital file
types of varying sizes and quality that the user can select to meet their needs.
Additional data, or metadata, can also be specified and routed along with the scanned images as a
method for enabling more complex workflows.
Digital Sending is available from most HP Multifunction devices, the Digital Sender line of products,
and some HP Enterprise Scanners. These products offer a wide range of digital sending capability
"out of box" via the product firmware. This out of box functionality is referred to as embedded digital
sending. The functions available via embedded digital sending varies by product. See 
Table 1-1
Feature comparison on page 6 for more information.
The digital sending functionality which is provided in the device firmware can be extended with the
server based HP Digital Sending Software (DSS). Some features DSS adds to embedded digital
sending are shared address books, secure e‑mail, a single point for e‑mail routing, and Optical
Character Recognition (OCR).
2 Chapter 1   Introduction to Digital Sending ENWW