HP DSS 5 User Manual

							Figure 3-40  The E‑mail tab
2.Click Add. The Add SMTP Gateway dialog box appears.
Figure 3-41  Add SMTP Gateway dialog box
3.Type the host name or TCP/IP address of the SMTP server in the Server Name or Address field.
-or-
Or click Auto Find to find all of the SMTP servers on the network. A list of SMTP servers
appears. Select one or more SMTP servers and click OK.
4.Select any of the following additional SMTP gateway options:
●Enable SMTP SSL Protocol
●Server Requires Authentication
●E-mail: Send scanned documents and job status notifications.
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							●Fax: send faxes when the fax send method is set to Internet Fax. Since the Send to Fax
feature also uses an e-mail interface, checking this box indicates the SMTP server being
configured can be used for both Send to e-mail and Send to Fax.
●Split e‑mails if larger than (MB). Use this control to set a maximum file size for the specified
SMTP gateway. If an e‑mail attachment exceeds the specified file size, the attachment is
divided into two or more smaller attachments.
●Send a test e‑mail to. Type an e‑mail address, and then click Send to verify the presence of
the SMTP gateway.
NOTE:If the test fails, double-check the gateway address, and then contact the network
administrator to see if the SMTP server is functioning.
5.Click OK to add the server to the SMTP Gateway Server list.
6.If there is more than one SMTP server, use the Move arrow buttons to move SMTP servers to a
different position on the list. DSS attempts to use the first SMTP server when processing an
e‑mail transmission. If the first server is unavailable for use, DSS attempts to use the next server
on the list. DSS continues this process until it finds an available SMTP server.
Configure the Device
1.On the DSS server, open the Configuration Utility, and then select a device from the list on the
Device Configuration tab.
2.Click the Configure Device... button, and then select the Send to E-mail tab.
3.Select the Enable Send to E-mail check box.
4.In the Send E-mail drop-down menu box, select via the Digital Sending Service if you want e-
mail jobs routed via DSS, or select Directly from the device if you want jobs to be sent from the
device.
5.Configure the rest of the settings as needed.
Send to Fax
This section contains the following topics:
●
Configuration overview
●
Configure DSS
●
Configure the Device
Configuration overview
This section contains the following topics:
●
Analog fax
●
Digital fax
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							Analog fax
DSS can be used to configure the settings for the embedded analog fax modem in a device. Use the
Send to Fax tab in the Device Configuration interface to configure these settings on individual
devices.
Digital fax
Digital Fax is the name for a process where the original file is scanned and digitized before it is sent
to its destination via a fax modem. In the DSS digital fax process the original files are scanned on the
device, sent to DSS, and then routed via DSS to a third party software application. The third party
software application processes the digital file and manages the sending of the file over a fax modem.
DSS does not fax the scanned image, it just routes the image to the third party software.
There are two types of digital fax: LAN Fax and Internet Fax. They are differentiated by the method
DSS uses to interact with the fax software. For LAN Fax, DSS delivers the scanned image to the fax
software using a shared folder interface. With Internet Fax, DSS delivers the scanned image via an e-
mail interface. For all digital fax jobs, DSS delivers a metadata file with the scanned image file. The
metadata file contains information the fax software needs to send the fax including things like
destination phone number, modem speed to use, etc.
Configure DSS
The Configuration Utility Fax tab controls all of the DSS fax settings. To configure the fax option, first
select the fax delivery method from the Fax Send Method drop-down list. The following options are
available:
●None
●LAN Fax
●Internet Fax
Depending on which method is selected, the applicable settings appear on the Fax tab. Fill in these
settings to complete the fax configuration process.
Internet fax
DSS uses an e-mail interface to communicate with a third party internet fax vendor.
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							Figure 3-42  Fax tab – Internet fax option
To configure Internet fax
With an Internet fax service, faxes are sent in e‑mail. When using DSS, the user specifies a fax
number at the device, and then the software creates and sends the e‑mail behind the scenes.
1.On the DSS server, open the Configuration Utility and click the Fax tab.
2.Select Internet Fax from the Fax Send Method drop-down list.
3.Set up the Outgoing E‑mail Server (SMTP) Gateway Server. Click the Add... button to open the
Add SMTP Gateway dialog and add the outgoing e-mail server address manually or click the
Auto Find... button to search for servers.
If, when configuring an SMTP server for send to e-mail, the checkbox labeled Fax: send faxes
when the fax send method is set to Internet Fax was checked, then those SMTP servers will
already be shown in the list of servers available for use with Internet Fax.
4.Type the domain name for the Internet fax provider into the Fax Provider Domain text box (for
example, efax.com). DSS takes the phone number that is typed at the device and then uses this
domain name to create the e‑mail (for example, [phone number]@efax.com).
5.Type a valid e‑mail address into the Default Fax Account E‑mail Address text box. The Fax
Account E-mail Address is used by third party fax service for billing purposes or as a return
address for notifications. This address is used if the check box labeled If available, use the
user's e-mail address as the Fax Account Address is not checked, or if user sign-in is not
enabled for fax. The Fax Account E-mail address is used as the "from:" address in the e-mail
sent to the fax software.
6.Enter the T37 prefix. The T37 prefix is an optional data item that may be required by some third
party fax software applications.
7.Select the default File Format from the drop-down menu.
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							8.Select the check box to use the authenticated user's e‑mail address as the return e‑mail
address. If the device user's e‑mail address is not available, the Default Fax Account E‑mail
Address e‑mail address is used.
NOTE:If you select this option, the user's e‑mail address must be registered with the Internet
fax service provider in order to fax successfully.
9.Click Apply to save the Internet fax settings.
LAN fax
DSS uses a shared folder interface to communicate with a third party LAN Fax vendor.
Figure 3-43  Fax tab – LAN fax option
To configure LAN fax
Follow these instructions to set up faxing from the device by using the network LAN fax service.
1.On the DSS server, open the Configuration Utility and click the Fax tab.
2.Select LAN fax from the Fax Send Method drop-down list.
3.Select the LAN fax software product name from the Third Party LAN Fax Product drop-down
menu.
NOTE:If you are unsure about whether the product supports notification, select the Generic
LAN fax product without notification support option from the drop-down menu.
4.Select the Network Type from the drop-down menu.
5.Type in the network path in the Folder Path, or click Browse to select the network folder that the
fax software uses.
6.Enter the Windows credentials of domain, user name, and password that DSS will use for
access rights to the shared folder. Click Verify Folder Access to test the credentials and verify
access to the folder.
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							7.Complete the Dialing Settings section by typing in the values you want to use in the Maximum
Retry Attempts and Retry Interval (minutes) text boxes.
8.Complete the Input Settings section by selecting the values you want to use in the Notification
and Error Correction Mode drop-down menus. Type in the value you want to use in the
Notification Timeout (minutes) text box.
9.Complete the Output Settings section by selecting the values you want to use in the
Transmission Speed and Cover Page drop-down menus.
10.Click Apply to save the LAN fax settings.
Configure the Device
Use the Fax tab to configure the send-to-fax features for the selected device. Depending on the
device type and hardware configuration, some of these options might not be available.
To configure the fax option, first select the fax delivery method from the Fax Send Method drop-down
list. A device can only be configured to use a single fax delivery method at any one time. The
following options are available:
●Internet Fax Service: When this is selected, configuration is done for the device firmware's ability
to send digital fax to internet fax vendors. DSS is not involved.
●Lan Fax Service: When this is selected, configuration is done for the device firmware's ability to
send digital fax to LAN fax vendors. DSS is not involved.
●Internal Modem: When this is selected, the device is configured to send fax via its internal
modem. DSS is not involved.
●via the Digital Send Service: When this is selected, the device is configured to send faxes via
DSS. This will be either Internet Fax or LAN fax depending on how the DSS service is
configured.
Once the Enable Fax Send check box has been checked and the Fax Send Method is set to via the
Digital Sending Service, configure other settings on the tab as appropriate for your environment.
Send to Workflows
This section contains the following topics:
●
Configuration overview
●
Configure DSS
●
Configure the Device
Configuration overview
Workflows give device users the ability to send additional information along with the scanned
document to a specified location. The additional information is in a file called a metadata file.
Metadata files can be configured by DSS administrators and contain a collection of data items
referred to as prompts. Prompts can be either system generated information or information provided
by the end user after being prompted for input at the control panel when using the workflow.
Third party applications, or in-house applications developed by customers, can be used to monitor for
new scanned image files being delivered to a destination and can subsequently use the metadata
files to decide how to further process the scanned image file.
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							The available destinations for workflow are:
●Folders
●FTP sites
●SharePoint®
●Printers
Metadata files are not created and printed for send to printer workflows. Some reasons to use send to
printer are:
●When printing a file scanned at a scanner only device
●When printing a file to a color printer that was scanned at a device with a color scanner but only
a mono printer
Workflow organizational structures
Workflows are arranged in an hierarchical fashion. The top-most level is Groups. The default group is
called the Common Device Group and cannot be deleted. Devices are configured to show only one
Workflow group. If multiple groups are configured, a device will only show a subset of all the
workflows. This can be used to manage large numbers of workflows so users at a device do not have
to navigate through them all to find the one they want. For example, if you wanted the device in the
marketing department to present only marketing specific workflows, you might create a Marketing
Workflow Group that contained a subset of the workflows (the marketing specific ones). You would
then configure the marketing department's device to use the Marketing Workflow Group (see the
Send to Workflow settings in Device Configuration). All your other devices would then be configured
to use the Common Device Group.
The next Workflow level is Menus. Menus are the first level that is viewable at the device's control
panel. Typically, Menus are used to categorize workflows. Within a Menu, you can create another
Menu (up to 30 levels deep) or forms
Forms are workflows. Each form contains information about the workflow destination and file settings
for the scanned file image. Also included in each form is the definition of the metadata file associated
with that workflow, including the metadata file format and which prompts are included.
Configure DSS
The Configuration Utility Workflows tab can also be used to view workflow entries or to set up
workflow processes.
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							Figure 3-44  The Workflows tab
1
Table 3-16  Workflows tab
Callout Component Description
1WorkflowsThis list shows the workflows that are set up and available for use to any of
the devices connected to the DSS server. Click to select the Display Prompt
Text check box to show the prompt text for each workflow in the list. The
following controls are available to help configure workflows.
●Add Group. Click to add a group to a workflow.
●Add Menu. Click to add a menu to a workflow.
●Add Form. Click to add a form to a workflow.
●Add Prompts. Click to add prompts to a workflow.
●Edit. Click to change workflow settings.
●Remove. Click to remove a workflow from the list.
Configure the menu structure (groups, menus, and forms)
The workflow configuration process comprises three steps:
●Creating the workflow group, which defines which workflow menus and forms are available on
the device control panel.
●Creating the workflow menu, which creates logical groups of workflow forms.
●Creating the workflow form, which accumulates information that the user specifies at the control
panel before initiating a send-to-workflow job.
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							Groups
The first step in creating a workflow process is to create a workflow group.
NOTE:Rather than creating a new group, the default group, called the Common Device Group can
also be used. This group cannot be deleted. Custom groups are optional and provide a way to
associate different workflows with different devices or groups of devices.
1.On the DSS server, open the Configuration Utility and click the Workflows tab.
2.Click Add Group. The Workflow Group dialog box appears.
3.Type the name of the new group. The name must be unique.
4.Click to select either the This group does not contain the devices mentioned below option or the
This group contains workflows that will be used on LJ9065, LJ90 option.
5.Click OK to save the new group.
Menus
The second step in creating a workflow process is to create a workflow menu.
1.In the workflow tree, click a group to select it.
2.Click Add Menu. The Workflow Menu dialog box appears.
3.Type the name of the new menu. This name must be unique within the workflow group.
4.Click OK to save the new workflow menu.
Forms
The final step in creating a workflow process is to create a workflow form. Forms are destination-
specific. Four destination types are available:
●Folder
●FTP site
●Printer
●SharePoint
The following sections describe how to create a workflow form for each of these destination types.
Configuring metadata files
Metadata files are configured within the forms for folder, FTP, and SharePoint® destinations. Each
form has its own metadata file, but all the metadata files share the same configuration user interface.
This section will describe the metadata configuration sub-section of form configuration.
1.From the Meta Data File Settings section of a workflow form, select the file type for the metadata
file from the File Format drop-down menu. The options are None, HPS, XML, or FNA. The
metadata file contains the data that is collected by the workflow prompts. If no prompts are being
created, select None.
2.In the Prompts area, define any appropriate prompts and expected responses fo
r the user of the
workflow form. The prompts appear on the device control panel. The responses to the prompts
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							are saved in the metadata file, which is stored with the document image for use by the third-
party workflow software program.
Follow these instructions to add prompts.
a.Click Add. The Add Prompts dialog box appears.
Figure 3-45  Add Prompts dialog box
b.Prompts that are already available are listed on the left hand side of the dialog. To create
new prompts, click the New... button. This opens the Workflow Prompt dialog box.
Figure 3-46  Workflow Prompt dialog box
i.Under Prompt Settings in the Workflow Prompt dialog box, type the Prompt Name.
This name is used internally and is not visible to the user. It must be unique within the
workflow form.
ii.Select the Hidden check box if the prompt is not to be shown to the user. Hidden
prompts are typically used to send specific unaltered information to the third-party
programs in the metadata file. When the Hidden check box is selected, a Prompt
Information text box appears. Type the information for the hidden prompt in the Prompt
Information text box.
iii.In the Prompt Text text box, type the text that you want to appear on the device control
panel.
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