Xerox WorkCentre 5735A User Manual

							Creating Templates
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Workflow Scanning141
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.
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 optimize the image 
file for viewing on a website.
•Searchable Options are used to select if the file content is searchable, and the language options 
required.
•Text Compression allows you to enable the text to be compressed if the file format output is PDF 
or PDF/A.
Compression Capability
Use to choose PDF compression for the media type that is most frequently sent to your Xerox device. 
The device is capable of optimizing for mixed text and images, or for uniform text or images.
•CCITT Group 4 (G4 MMR) provides lossless compression. This format is widely supported, but 
some document types may not compress significantly.
•JBIG2 this compression is usually used for text and halftone documents. This compression format 
requires Acrobat 5 with PDF version 1.4 or greater.
•Flate Compression used for bi-level or color images, or for general data. It is a lossless 
compression format that combines LZ77 and adaptive Huffman encoding (RFC 1951).
•MRC Compression enables you to customize the compression that will be applied to images that 
contain Mixed Raster Content. 
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							Scan to Mailbox
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Workflow Scanning 142
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 can use a default public folder 
or create a private folder using Internet 
Services. If creating a private folder, you 
must enter folder a name and may be 
required to enter a secure password.
The default public folder and any private 
folders which have been setup are 
displayed on the device under the 
templates list. To store images in a folder, 
select the folder required and scan your 
images. If a private folder is selected, a password may be requested.
The scanned images can then be retrieved at your PC by accessing Internet Services and selecting the 
folder required. If a private folder is selected, a password may be required. 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
To create a private folder:
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. For instructions, refer 
to Print Reports on page 245 of Machine and Job Status.
4. Select Scan and select Mailboxes from the display options.
The Scan to Mailbox options are displayed.
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							Scan to Mailbox
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Workflow Scanning143
5. Select Create Folder and enter the 
folder name, a password and 
password confirmation (if required).
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, select the folder. If required, enter the folder password.
Select Personalize 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 set up 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.
3. Press the Services Home button and select the 
Workflow Scanning option.
The Workflow Scanning features are displayed.
4. Select the folder template required from the Template Destination list. If you select a private 
folder, a password may be requested. Enter the folder password using the keyboard.
5. Make programing changes to Output Color (if available), 2-Sided Scanning, Original Type and 
Scan Presets as required. 
Refer to Workflow Scanning Options on page 123 for more information.
6. Additional Workflow Scanning options are provided on each of the tabs. Refer to the following 
sections for further information:
•Advanced Settings on page 127
•Layout Adjustment on page 130
•Filing Options on page 132
•Job Assembly on page 134
7. Press Start to scan the originals and process the Workflow Scanning job.
Remove the originals from the document feeder or document glass when scanning has completed.
The Workflow Scanning job enters the job list ready for filing.
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							Scan to Mailbox
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Workflow Scanning 144
8. Select Job Status to view all the job lists and check the status of your job. For more information, 
refer to Job Status on page 241 of Machine and Job Status. 
The scanned images are filed in the selected folder and can be accessed using Internet Services.
Accessing Jobs in a Mailbox
1. To access Internet Services, open the web browser from your workstation.
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.
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. For instructions, refer 
to Print Reports on page 245 of Machine and Job Status.
2. Select Scan and select Mailboxes from the display options.
3. Select the folder required. If it is a private folder, a password may be requested. Enter the folder 
password and select OK.
A list of the folder contents is displayed. If necessary, use the Update View option to update the 
list of contents.
Modify Settings or Modify Folder is used to update the folder settings or delete the folder from 
the device.
Delete All is used to delete all the jobs from the folder.
4. Select the file required. The following 
options are available:
•Download is used to save a copy 
of the file to a specified location. 
If Download is selected you will 
need to select Save and specify a 
file location.
•Reprint can be used to print the file on the device. The job is sent to the device immediately 
and printed.
•Delete is used to permanently remove the file from the folder and from the device.
Select the option required from the drop-down menu and select Go.
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							Scan to Home
WorkCentre™ 5735/5740/5745/5755/5765/5775/5790
Workflow Scanning145
Scan to Home
Scan to Home allows you to scan hard copy originals at the WorkCentre™ 
5735/5740/5745/5755/5765/5775/5790 and send them to a destination on the network which is 
specified as your "Home" destination.
You enter your Network Authentication log 
in at the device. The device displays one 
Scan to Home template. When you scan a 
document the authentication server 
provides the information as to who is 
logged in at the device.
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.
Your System Administrator enables the Scan to Home option in Internet Services. Your System 
Administrator also needs to enable Network Authentication for this feature to be available. 
Lightweight Directory Application Protocol (LDAP) connectivity may also be used.
Using Scan to Home
The Scan to Home option must be enabled and set up by the System Administrator in order for the 
Scan to Home template to be available on the device. You must also be logged in on the device using 
Network Authentication to use this option.
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.
3. To log in select the Log In/Out button on the control panel.
4. Use the keyboard to enter your User Name, then select the Next button.
Use the keyboard to enter your Password, then select the Enter button.
5. Press the Services Home button and select the Workflow Scanning option.
The Workflow Scanning features are displayed.
6. Select the Scan To Home template from the Template 
Destination list.
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