Xerox ColorQube 9303 User Manual

							Filing Options
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•Add to TIFF / JPEG Folder creates a folder with the given name and stores a file for each page of 
your original. Only available if TIFF or JPEG is the chosen file format.
•Overwrite Existing File overwrites the existing file with the new file.
•Do Not Save the scanned images are not saved if a file with the same name exists.
Document Management
The Document Management feature 
enables users to assign descriptive data to 
a scanned job. The descriptive data can be 
accessed by other software applications to 
assist in searching, indexing and the 
automated processing of scanned 
documents.
The Document Management data 
requirements are individually defined and 
programed within the workflow scanning 
template.
The Document Management data fields can be either mandatory or optional. If the data is 
mandatory, the user is prompted to enter the data before scanning is allowed. Once the required data 
is entered, the user can commence scanning the job. If the data is optional, the user is prompted to 
enter the data, but can complete the job without the data if required.
Add File Destinations
This option allows you to select additional 
network locations as filing destinations for 
your scanned documents. These additional 
filing destinations must be setup by the 
System Administrator using Internet 
Services.
• Select the destination required from 
the list.
• To view information about the 
destination, select View Details.
The destination filing path and 
information is displayed.
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							Job Assembly
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Job Assembly
This tab provides access to the Build Job 
feature for compiling jobs which have 
different originals or programing 
requirements within a job. To access the 
Job Assembly options, select Services 
Home and Workflow Scanning. Then 
select the Job Assembly tab.
Build Job
Use this feature to build a job that requires 
different settings for each page, or a segment of 
pages.
You can select the appropriate settings to be 
applied to individual pages or segments of a 
completed job. First split the originals into 
sections for individual programing.
1. Select Build Job on the Job Assembly tab 
and select the On button.
2. Select Display this window between 
segments to view the Build Job screen 
during scanning. Then select Save.
3. Select the options required for the 
first segment of the job.
4. Load the first segment originals and 
press Start.
5. Remove the first segment originals. 
The Build Job screen displays the first 
segment in the list. Delete All 
Segments deletes the current Build 
Job and returns you to the main Build Job screen.
6. Using Program Next Segment, select the options required for the second segment.
7. Load the second segment originals and press Start.
8. Repeat these steps until all segments of your job have been programed and scanned.
9. After the last segment has been scanned, select Submit the Job to indicate you have finished 
scanning and the job can be processed and completed.
Some pages 
with text and 
some with 
photosSome pages 
2 sided and 
some 1 sidedVa r i o u s  
sized 
originalsMore than 
100 pages
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							Creating Templates
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Creating Templates
Templates can be created, modified and deleted using the Internet Services option on your device. 
Template operations can only be performed once your System Administrator has defined the 
repositories and the default template. This operation is performed within Internet Services. To access 
Internet Services:
1. Open the web browser from your Workstation.
2. In the URL field, enter http:// followed 
by the IP Address of the device. For 
example: If the IP Address is 
192.168.100.100, enter the following 
into the URL field: 
http://192.168.100.100.
3. Press Enter to view the Home page.
The Internet Services options for your device are displayed.
Note To find out the IP address of your device, print a configuration report. Refer to the Machine 
and Job Status guide for instructions.
New Templates
1. To create a new template, select the 
Scan option and select Create New 
Te m p l a t e.
Note A New Distribution Template 
General Information window is 
displayed.
2. Enter the name that you want to 
appear as the template name on the 
device.
3. Complete the Description and Owner 
fields, if required.
4. Select the Add button to create the 
template.
The new template name is added to 
the list on the left of the screen. The 
new template is populated with the 
same settings as the Default 
template.
You can now modify the settings as 
required.
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							Creating Templates
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Modifying a Template
Existing templates can be modified using Internet Services.
1. To modify a template, select the 
Internet Services Scan option.
2. Select the required template from the 
list on the left of the screen.
The template settings are displayed. 
Refer to Template Options on 
page 165 for information about the 
available settings.
3. Select Edit to change the options 
required.
4. Select Apply to save the selections 
and exit.
Copying a Template
A template can be copied and used as a base for a new template using Internet Services.
1. To copy a template, select the 
Internet Services Scan option.
2. Select the required template from the 
list on the left of the screen.
3. Select the Copy button.
4. Enter the new template name and the 
template description and owner if 
required.
If the name is not changed, “Copy” is 
appended to the template name.
5. Select Add.
An exact copy of the original 
template is displayed with the new 
name.
6. Select the copied template and make any changes required.
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							Creating Templates
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Deleting a Template
Templates can be deleted using Internet Services.
1. To delete a template, select the 
Internet Services Scan option.
2. Select the required template from the 
list on the left of the screen.
3. Select the Delete button.
The template is deleted from the list 
on the left of the screen.
Note The Default template cannot be 
deleted.
Template Options
Destination Services
This option is used to select whether the 
template is for filing and/or faxing.
•File is selected if you only require your 
originals to be scanned and stored in 
the designated filing location.
•Fa x is selected if you also require your 
scanned images to be faxed to a 
remote fax destination. If this is 
selected the fax destination must also 
be entered.
File
This option is used to select the filing location required for your scanned images.
A default filing destination is always available. If additional locations have been defined by the System 
Administrator, these can also be added to the template.
1. To add a new destination, select Add. 
The Filing Destination options are 
displayed.
2. Select the Filing Policy required for 
the destination if a file exists with the 
same name:
• Add Number to Name
• Add Date & Time to Name
• Overwrite Existing File
•Do Not Save
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							Creating Templates
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3. Select the File Destination required using the drop-down menu.
4. If required, enter a file path for storing your scanned images.
5. Select Apply to add the new destination and exit the screen. The destination is listed.
Document Management Fields
This option enables users to assign 
descriptive data to a scanned job.The 
descriptive data can be accessed by other 
software applications to assist in 
searching, indexing and the automated 
processing of scanned documents.
1. To add a field, select Add and enter 
the data required.
2. Select Editable if the user is required 
to enter data at the time of scanning. Select Not Editable to include fixed data.
3. Enter a field label and a default value if required. If user input is required select User Input 
Required. Select Mask User Input if the data entered is confidential, such as a passcode. If details 
of the entry must be added to the log, select Record User Input to Job Log.
4. Select Apply to save the field entry.
Workflow Scanning
These options are used to set the basic options for a job. The options are:
•Output Color provides selections to 
automatically detect and match the 
color of your original or produce 
monotone, full color or a single color 
output from your original.
•2 Sided Scanning allows you to set 
whether 1 or 2 sides of your original 
document will be scanned and then filed.
•Content Type is used to define the type of original being used for scanning.
•How Original was Produced is used to select the production method of the original.
•Scan Presets are used to optimise scan settings to match the intended purpose of the scanned 
documents.
Advanced Settings
These settings provide advanced scanning options used to adjust image quality, select the file size and 
enhance the image.
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							Creating Templates
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The following options are available:
•Image Options are used to adjust the 
image quality applied to the scanned 
document.
•Image Enhancement is used to 
select an image quality setting appropriate for your originals.
•Resolution is used to define the resolution to use for scanning the original. The higher the 
scanning resolution, the better the image quality, although a larger image file is created.
•Build Job allows you to build a job that requires different settings for each page, or a segment of 
pages or has more originals that can be scanned in the document feeder at one time.
•Quality / File Size allows you to choose between scan image quality and file size. These settings 
allow you to deliver the highest quality or make smaller files. A small file size delivers slightly 
reduced image quality but is better when sharing the file over a network. A larger file size delivers 
improved image quality but requires more time when transmitting over the network.
Select Edit to change the options. Select Apply to save the selections and exit.
Layout Adjustment
These options allow you to manipulate the scanned image and enhance the appearance and style of 
your filed image.
The following options are available:
•Original Orientation is used to 
specify the orientation of the originals 
being scanned.
•Original Size is used to enter the size 
of your document when scanning 
from the document glass or the 
document feeder. Your device uses 
this information to calculate the size 
of your original and the scanned 
image.
•Edge Erase is used to erase spots, 
unwanted lines, marks and punched 
holes that appear on your original but 
are not required on the scanned 
image. 
Filing Options
These options are used to specify the document name and file format used to store the scanned 
images. The following options are available:
•Document Name enables you to name the file that will be stored.
•File Format determines the type of file created and can be temporarily changed for the current 
job.
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							Creating Templates
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File Name Extension
This option is used to specify if the file name extension uses lower or upper case characters, for 
example .pdf or .PDF.
Report Options
These options are used to enable the confirmation sheet and job log.
•Confirmation Sheet provides information about the success of the scanning job and prints at the 
device when the job has completed.
•Job Log allows you to print a list of the last jobs that the system has completed processing.
Workflow Scanning Image Settings
These settings are used to set the image optimization, the searchable options and the compression 
settings. The following options are available:
•Optimized for Fast Web Viewing these options are used to set the device to optimise the image 
file for viewing on a website.
•Searchable Options are used to select if the file content is searchable and the language options.
•Text Compression allows you to enable the text to be compressed if the file format output is PDF 
or PDF/A.
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							Scan to Mailbox
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Scan to Mailbox
Scan to Mailbox allows you to scan hard 
copy originals and store them on the 
device for later retrieval. To use Scan to 
Mailbox you must first create a private 
folder using Internet Services. You must 
give the folder a name and a secure 
password.
Once set up, the private folder is 
displayed on the device under the 
templates list. To store images in your 
private folder, select the folder in the list 
of templates, enter your passcode and 
scan your images.
The scanned images can then be retrieved at your PC by accessing Internet Services, selecting your 
folder and entering your passcode. You can then print your scanned documents or download them to 
your PC.
The Workflow Scanning option needs to be installed before this feature can be used but it is NOT 
necessary for the Workflow Scanning repositories and templates to be configured. 
Creating a Private Folder
Your System Administrator enables the Scan to Mailbox feature using Internet Services. To use Scan to 
Mailbox you must setup a personal folder using Internet Services. To access Internet Services:
1. Open the web browser from your Workstation.
2. In the URL field, enter http:// followed 
by the IP Address of the device. For 
example: If the IP Address is 
192.168.100.100, enter the following 
into the URL field: 
http://192.168.100.100.
3. Press Enter to view the Home page.
The Internet Services options for your device are displayed.
Note To find out the IP address of your device, print a configuration report. Refer to the Machine 
and Job Status guide for instructions.
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							Scan to Mailbox
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4. Select Scan and select Mailboxes 
from the display options.
The Scan to Mailbox options are 
displayed.
5. Select Create Folder and enter the 
folder name, a password and confirm 
the password.
6. Select Apply.
The new folder is created and is displayed in the folder list.
7. To access the private folder and customize the options, enter the folder password.
Select Personalise Settings to customize the scanning selections using the Edit option. Select 
Apply after customizing each option.
When you have finished customizing your scanning options, select Back to return to the Fo l d e r  
Contents screen.
8. To change your folder password or delete the folder, use the Modify Folder option.
Your private folder is now setup and will display in the templates list when Workflow Scanning is 
selected on the device.
Using Scan to Mailbox
1. Load the original documents in the 
document feeder or on the document 
glass.
2. Press the Clear All (AC) button twice 
and then Confirm to cancel any 
previous screen programing 
selections.
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