HP DSS 5 User Manual

							Introduction to DSS
This section contains the following topics:
●
Advantages of DSS
●
Features overview
●
Supported devices
Advantages of DSS
The HP Digital Sending Software (DSS) extends the embedded Digital Sending functionality of
supported devices by adding the following capabilities:
●Routing e‑mail through a central point (the DSS server), which simplifies SMTP security
management in environments with Access Control List security.
●Multiple SMTP gateways for redundancy in delivering e‑mail jobs.
●Encrypted e‑mail channel with SMTP over SSL.
●Sending fax through LAN Fax and Internet Fax servers.
●Public- and Personal Address Books.
●Access to Microsoft® Exchange Contacts from the front panel of the device with the Exchange
Contacts feature.
●The LDAP Replication feature allows access to the company directory while off-loading the
LDAP servers.
●The Workflow feature allows easy and consistent scanning into company workflow processes.
Metadata can be collected for each job from users using configurable prompts or from internal
device system information, allowing integration with third-party applications.
●OCR processing of jobs through the I.R.I.S OCR engine to create searchable output.
●Easy and intuitive interface to manage Digital Sending features through the Configuration Utility.
●Central logging of document sending activity for tracking, auditing, and troubleshooting
purposes.
DSS runs as a software service on a networked server. Supported devices are "DSS aware," which
means they have components built into the firmware that allow them to make use of the services/
features offered by DSS. Once a device is added into DSS, all of the Digital Sending features are
managed through the Configuration Utility.
Features overview
This section gives a basic overview of the various features of the DSS.
●E‑mail
◦Route e‑mail jobs from multiple devices through a single point. DSS makes it possible to
route e‑mail jobs either through DSS or directly from the device to the SMTP gateway.
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							Routing e‑mail through the DSS server simplifies SMTP security management in
environments with Access Control List security on the SMTP gateways.
◦SMTP gateway redundancy. Multiple SMTP gateways for redundancy in delivering e‑mail
jobs.
◦Encrypted e‑mail channel. DSS can provide a secure e‑mail channel using SMTP over
SSL.
●Fax
◦Manage analog fax settings. The DSS Configuration Utility provides an intuitive interface for
managing fax settings on devices that have an analog fax accessory installed.
◦Electronic faxing. Integrates with LAN Fax servers via a shared folder interface and
integrates with Internet Fax servers via an e-mail interface.
●Address Books. Devices attached to DSS have access to the DSS address books, which
provide the following functionality:
◦Public Address Book. Allows the administrator to create an address book which is
accessible from all attached devices.
◦Personal Address Book. Each user can create, use and manage a personal address book
from any attached device.
◦Exchange Contacts. Each user can access their Microsoft Exchange® Contacts from the
front panel of any attached device.
◦LDAP Replication. DSS can be configured to replicate addresses from an LDAP server at a
regular interval so devices can obtain addresses from the DSS server rather than by
querying the LDAP server in real time. This feature allows access to the company directory
while off-loading the LDAP servers.
◦Address Book Management. Allows the administrator to manage all DSS address books.
●Workflow
◦Integration with third-party applications. The Workflow feature allows easy and consistent
scanning into company workflow processes, through a shared folder, Microsoft Sharepoint,
or an FTP site. Metadata can be collected either directly from the system or by prompting
users for input. The metadata is stored in a file that will be sent to the destinations along
with the scanned image file.
●Optical Character Recognition (OCR)
◦Searchable documents. OCR can process jobs through the I.R.I.S OCR engine to create
searchable output in file formats such as PDF, PDF/A, XPS, HTML, RTF, etc.
●Digital Sending management
◦Easy and intuitive interface to manage Digital Sending features through the Configuration
Utility.
●Logging
◦
Central logging of document sending activity for tracking, auditing and troubleshooting
purposes.
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							Supported devices
DSS supports most recent high-end HP multifunction devices, Digital Senders, and some ScanJet
products. This document refers to these devices as 
DSS-enabled devices. For a list of all compatible
products currently available, see 
Table 3-4 Device firmware requirements on page 28. For an up to
date list of supported devices, go to 
www.hp.com/support/dss.
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							Embedded Digital Sending vs DSS
There are two ways to implement Digital Sending:
1.Embedded Digital Sending. Embedded Digital Sending indicates device-specific Digital Sending
capabilities. These Digital Sending capabilities are embedded in the firmware of the DSS
enabled device. Embedded Digital Sending includes capabilities such as e‑mail and fax.
2.Digital Sending Software (DSS). DSS is a software service running on a network that expands
the existing embedded capabilities of DSS enabled devices. DSS includes capabilities such as
Send to E‑mail (encrypted e‑mail), Send to Fax, Send to Workflow, and Send to Network Folder.
Differences
The following product groups are represented in the Features Comparison table below.
●Pre-FutureSmart
●FutureSmart
Table 1-1  Feature comparison
Area Feature Pre-FutureSmart FutureSmart  
Authentication LDAP
LDAP over SSL
Microsoft Windows
Send to E‑mail
Folder
LAN Fax DSS
Internet Fax DSS
Analog Fax E E**
Printer DSS
**DSS
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							Table 1-1  Feature comparison (continued)
Area Feature Pre-FutureSmart FutureSmart  
Addressing Direct LDAP
Replicated LDAP DSS DSS
Public Address Book DSS DSS
Personal Address Books DSS
Exchange Contacts DSS
Local Address Book E E
Other Optical Character Recognition (OCR) DSS DSS***
Workflow DSS DSS
Metadata support
Configurable metadata DSS DSS
FileNet integration DSS DSS
Single point for e‑mail routing DSS DSS
SMTP gateway redundancy DSS DSS
SMTP over SSL DSS
Quick Sets NA
Compact PDF DSS
Signed e‑mail E
Encrypted e‑mail (message) E
Legend
●DSS — Requires DSS
●
 — Available both embedded and when managed by DSS
●E — Available only in embedded Digital Sending
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							●** — Not available on the HP ScanJet Enterprise 7000n Document Capture Workstation.
●*** — Enterprise ScanJet products and MFP workflow products have this feature available both
embedded in the product firmware and when managed by DSS.
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							DSS vs Web Jetadmin
HP Digital Sending Software and HP Web Jetadmin are two different software products available
from HP with very different value propositions. However, while the products are different there is still
some overlap in functionality. The purpose of this section is to provide a basic understanding of the
differences between DSS and HP Web Jetadmin.
HP Web Jetadmin is a fleet management tool designed to manage printers, including DSS-enabled,
multifunction devices, on a network. Features include device configuration, firmware installation,
remote diagnostics, alerting, and reporting. For instance, system administrators can use this tool to
get alerts for specific error conditions, update firmware on the entire fleet of devices, and create
usage reports.
HP Digital Sending Software extends the embedded Digital Sending features of supported devices
with features such as LAN Fax, OCR, Workflows, and Personal Address Books. DSS and Web
Jetadmin functionality overlap in that both can be used to configure digital sending settings on DSS
enabled devices. When a device is connected to DSS its digital sending settings can only be
managed by DSS. Web Jetadmin can still be used to manage all other settings on the device. For
more information on the values and capabilities of DSS, please refer to other sections of this
document.
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							2 Theory of operations
This chapter contains the following topics:
●
Components
●
Understand DSS data structures
●
Understand licensing
●
Understanding DSS Address Books
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							Components
Figure 2-1  DSS Components
DSS can be viewed as a system that consists of a number of components, where each component
provides a specific set of features that allows the system to function as a whole. The above diagram
shows the DSS components and how they are connected. The following covers each of these in
detail.
Configuration Utility
The role of the Configuration Utility is to act as a management console for DSS. It provides a user
friendly interface to manage all settings for DSS functions as well as devices.
The Configuration Utility is always installed with DSS, but can also be installed separately on a
different computer on the network. When installed separately it is typically referred to as the "Remote
Configuration Utility", since in this mode it is used to manage a remote DSS server. The address of
the server to be managed is entered in the startup dialog.
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