Xerox WorkCentre 5740 User Manual

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System Administrator Guide201
9Workflow Scanning
Workflow Scanning enables users to scan an original document, convert it to an electronic file, and 
distribute and archive the file in a variety of ways. The final destination of the electronic file depends 
on the template chosen by the user at the device's user interface. Workflow Scanning is an automated 
work management feature. It automates the processes of getting large volumes of hardcopy 
documents into suitable scanned image formats, stored, distributed or made accessible for further 
processing, as needed. When workflow is optimized for purpose, and IT infrastructure considerations 
are taken into account, substantial benefits can be achieved in efficiency and management
Workflow Scanning is set up and controlled by templates. A template is a file that stores scanning and 
routing preference for a given workflow. The template may reside on the device, or may be cached on 
the device from a pool of templates pulled from a remote server. 
The scanned file will be archived or published on a pre-determined network server called a File 
Repository, and then, with the help of server or desktop software:
• Routed to a user's PC desktop for viewing or editing.
• Integrated with a variety of popular document management and workflow applications.
• Sent to a network directory or filing location for later retrieval.
• Sent to an e-mail distribution list.
Workflow Scanning User Authentication
Authentication can be enabled to prevent unauthorized access to the Workflow Scanning feature. If 
Authentication is enabled, users will be prompted to enter a network user name and password, or a 
PIN, before they can access the Workflow Scanning feature. For a full description of the Authentication 
feature refer to the Authentication section of this guide. Authentication can be configured after 
Workflow Scanning has been installed.
Device Authentication
If using a FreeFlow SMARTsend server, a valid Windows account must be created on the FreeFlow 
SMARTsend Server for the device's authentication. The account allows each device to communicate 
with the server to exchange template information and other configuration data. For account creation 
instructions, refer to the FreeFlow SMARTsend Installation and Administration Guide.
Information Checklist
Before starting the procedure, ensure the following items are available or tasks have been performed:
• Ensure the device is fully functioning on the network.
• Ensure you have the Scanning Kit.
• Ensure that the TCP/IP and HTTP protocols are configured on the device and fully functional.
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This is required to access Internet Services to configure Workflow Scanning. The Internet Services 
function is accessed through the embedded HTTP server on the device and enables System 
Administrators to configure scan settings by using an Internet browser.
• If you require color or grayscale scanning, or scan to JPEG you will need the Color Scanning 
Enablement Kit.
The Kit can be purchased from your Xerox Sales Representative. Follow the instructions with the 
Color Scanning Enablement Kit to ensure the Kit is installed before you continue with the Network 
Scanning instructions.
Enable Workflow Scanning
Print a Configuration Report:
1. Press the  button.
2. Touch the [Machine Information] tab.
3. Touch [Print Reports].
4. Touch [Print Reports].
5. Touch [Close].
The Configuration Report will print. On the report, check under the Workflow Scanning Setup heading 
if Workflow Scanning Enabled is enabled.
At the Device:
Note:To configure this feature or setting access the To o l s pathway as a System Administrator. For 
details, refer to Access Tools Pathway as a System Administrator on page 18.
1. From the To o l s pathway, touch [Service Settings].
2. Touch [Optional Services].
3. Touch [Workflow Scanning].
4. Touch [Enable].
5. Touch [Save].
6. Press the  button.
7. Touch [Logout] to exit the Tools Pathway.
Configure a File Repository
Scanning with the device is accomplished through user selection of templates on the device that route 
scanned jobs to network servers. After storage on the server, the files can be retrieved at any properly 
configured networked workstation. A dedicated file server is not required to receive scans. A dedicated 
server is required, however, for the installation and use of SMARTsend software to remotely manage 
the pool of templates (workflows), displayed locally to device users, if so desired. Scanning is 
configured on the device using one of the file transfer options below. 
•FTP (File Transfer Protocol): Requires an FTP server running on a server or a workstation.
•NetWare NCP (NetWare Core Protocol): Available for filing to a NetWare server.
•SMB (Server Message Block): Available for filing to an environment that supports the SMB 
protocol.
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•HTTP/HTTPS: Supports scans to a web server using a CGI script.
Note:The device uses two repositories:
A File Repository, used by the Workflow Scanning service.
A Fa x  Re p o s i t o r y, used by the Server Fax service.
File Transfer Protocol (FTP) 
Information Checklist
Before starting the procedure, ensure the following items are available or tasks have been performed:
• Ensure that File Transfer Protocol (FTP) services are running on the Server or Workstation where 
images scanned by the device will be stored. 
Write down the IP Address or Host Name.
• Create a folder within the FTP root. This is the Scan Repository.
Write down the Directory Path Structure.
• Create a user account and password which has read and write access to the folder within the FTP 
root. 
Write down the user Account and Password details.
• Test the FTP connection by logging into the Scan Repository directory from a PC with the user 
account and password:
• Create a new folder within the directory.
• Delete the folder. 
Enter the Scan Repository Details via Internet Services
Note:To configure this feature or these settings access the Properties tab as a System 
Administrator. For details, refer to Access Internet Services as System Administrator on page 24.
1. From the Properties tab, click on the [Services] link.
2. Click on the [Workflow Scanning] link.
3. Select [File Repository Setup] in the directory tree. The File Repository Setup page displays.
4. Click on the [Add New] button or the [Edit] button (if the default File Repository has been set).
Note:During device configuration, SMARTsend (if used) overwrites the Default Repository and 
Template Pool scan settings. If certain applications will use Default Repository settings, not 
matching SMARTsend settings, reconfigure the applications to use an Alternate Repository before 
configuring the device with SMARTsend's Add/Update feature.
5. The File Destination page displays. In the Settings area:
a. Enter a descriptive name for the file repository in the [Friendly Name] field.
b. Select FTP from the [Protocol] drop-down menu.
c. Select either the [IPv4 Address], [IPv6 Address] or [Host Name].
d. Enter details of the Repository Location in the [IP Address: Port] or [Host Name: Port] field. 
The default port number is 21.
e. Type in the path to the repository in the [Document Path] field. Enter the full path to the 
directory, starting at the root of FTP services. For example: /directory name/directory name.
f. For [Login Credentials to Access the Destination], select one of the following:
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•Authenticated User and Domain - select this method if the user name and domain are 
to be authenticated via LDAP. 
•Authenticated User - select this method if just the user name is to be authenticated via 
LDAP. 
•Prompt at User Interface - select this method to have each user enter authentication 
credentials at the printer's control panel.
•System - select this method if the credentials are going to be typed in on this page and 
stored in the device's memory
• If you select System, enter details in the [Login Name] and [Password].
• Enter the password again in the [Retype password] field.
•Check the [Select to Save New Password] checkbox, if you need to change the 
password for an existing Login Name.
g. Click on the [Save] button to accept the changes.
The Next Step is to proceed to the General Settings. Refer to Configure General Settings on page 209.
NetWare NCP (NetWare Core Protocol)
Information Checklist
Before starting the procedure, ensure the following items are available or tasks have been performed:
• Ensure the device is fully functioning on the network prior to installation.
• Ensure NetWare protocol is enabled on your device.
Print a Configuration Report to verify that NetWare protocol is enabled on your device.
a. Press the  button.
b. Touch the [Machine Information] tab.
c. Touch [Print Reports].
d. Touch [Print Report].
e. Touch [Close].
The Configuration Report will print. On the report under the Network Setup if NetWare is 
enabled.
For instructions on how to enable NetWare, refer to NetWare on page 127.
• Designate or create a new directory on the NetWare server to be used as the scan filing location 
(repository). Note the server name, server volume, directory path, the NDS Context and Tree, if 
applicable.
• Create a user account and password with access to the scan directory. When a document is 
scanned the device logs in using the account, transfers the file to the server and then logs out. 
Note the user account and password.
• Test your settings by logging in to the scan directory from a PC with the user account and 
password. Create a new folder within the directory and then delete the folder. If you cannot 
perform this function check the user account access rights.
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At your Workstation:
Note:To configure this feature or these settings access the Properties tab as a System 
Administrator. For details, refer to Access Internet Services as System Administrator on page 24.
1. From the Properties tab, click on the [Services] link.
2. Click on the [Workflow Scanning] link.
3. Select [File Repository Setup] in the directory tree. The File Repository Setup page displays.
4. Click on the [Add New] button or the [Edit] button (if the default File Repository has been set).
Note:During device configuration, SMARTsend (if used) overwrites the Default Repository and 
Template Pool scan settings. If certain applications will use Default Repository settings, not 
matching SMARTsend settings, reconfigure the applications to use an Alternate Repository before 
configuring the device with SMARTsend's Add/Update feature.
5. The File Destination page displays. In the Settings area:
a. Enter a descriptive name for the file repository in the [Friendly Name] field.
b. Select NetWare from the [Protocol] drop-down menu.
c. Enter the name of the server in the [Server Name] filed.
d. In the [Server Volume] field, enter the path to the repository on the NetWare server.
e. If you are using Bindery or Bindery emulation, leave the [NDS Tree] field blank, if you are 
using NDS, this field cannot be left blank. The default tree name is “Xerox_DS_Context”.
f. If you are using Bindery or Bindery emulation, leave the [NDS Context] field blank. If you are 
using NDS, this field cannot be left blank. The default context name is “Xerox_DS_Context”.
g. Type in the path to the repository in the [Document Path] field. Enter the full path to the 
directory, starting at the root of FTP services. For example: /directory name/directory name.
h. For [Login Credentials to Access the Destination], select one of the following:
•Authenticated User and Domain - select this method if the user name and domain are 
to be authenticated via LDAP. 
•Authenticated User - select this method if just the user name is to be authenticated via 
LDAP. 
•Prompt at User Interface - select this method to have each user enter authentication 
credentials at the printer's control panel.
•System - select this method if the credentials are going to be typed in on this page and 
stored in the device's memory
• If you select System, enter details in the [Login Name] and 
[Password].
• Enter the password again in the [Retype password] field.
•Check the [Select to Save New Password] checkbox, if you need to change the 
password for an existing Login Name.
i. Click on the [Save] button to accept the changes.
The Next Step is to proceed to the General Settings. Refer to Configure General Settings on page 209.
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Server Message Block (SMB)
Information Checklist
Before starting the procedure, ensure the following items are available or tasks have been performed:
• Create a shared folder to be used as a scan filing location (repository) for scanned documents. 
Note the Share Name of the folder and the Computer Name or Server Name.
• Create a user account and password for the device with full access rights to the scan directory. 
Note the user account and password.
• Test the settings by attempting to connect to the shared folder from another PC by logging in with 
the user account and password. Create a new folder within the directory and then delete the 
folder. If you cannot perform this function check the user account access rights.
At your Workstation:
Note:To configure this feature or these settings access the Properties tab as a System 
Administrator. For details, refer to Access Internet Services as System Administrator on page 24.
1. From the Properties tab, click on the [Services] link.
2. Click on the [Workflow Scanning] link.
3. Select [File Repository Setup] in the directory tree. The File Repository Setup page displays.
4. Click on the [Add New] button or the [Edit] button (if the default File Repository has been set).
Note:During device configuration, SMARTsend (if used) overwrites the Default Repository and 
Template Pool scan settings. If certain applications will use Default Repository settings, not 
matching SMARTsend settings, reconfigure the applications to use an Alternate Repository before 
configuring the device with SMARTsend's Add/Update feature.
5. The File Destination page displays. In the Settings area:
a. Enter a descriptive name for the file repository in the [Friendly Name] field.
b. Select SMB from the [Protocol] drop-down menu.
c. Select either [IPv4 Address] or [Host Name].
d. Enter details of the SMB server location in the [IP Address: Port] or [Host Name: Port] fields.
e. Type in the share name in [Share] field that will be used for filing scanned documents.
f. Type in the path to the repository in the [Document Path] field. Enter the full path to the 
directory, starting at the root of FTP services. For example: /directory name/directory name.
g. For [Login Credentials to Access the Destination], select one of the following:
•Authenticated User and Domain - select this method if the user name and domain are 
to be authenticated via LDAP. 
•Authenticated User - select this method if just the user name is to be authenticated via 
LDAP. 
•Prompt at User Interface - select this method to have each user enter authentication 
credentials at the printer's control panel.
•System
 - select this method if the credentials are going to be typed in on this page and 
stored in the device's memory.
• If you select System, enter details in the [Login Name] and [Password].
• Enter the password again in the [Retype password] field.
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•Check the [Select to Save New Password] checkbox, if you need to change the 
password for an existing Login Name.
h. Click on the [Save] button to accept the changes.
The Next Step is to proceed to the General Settings. Refer to Configure General Settings on page 209.
HTTP/HTTPS
Information Checklist
Before starting the procedure, ensure the following items are available or tasks have been performed:
• Ensure that HTTP/HTTPS services and a web service (such as Apache) are running on the server, 
where POST requests and scanned data will be sent for processing by a CGI script. Note the IP 
address or host name.
Note:HTTP and HTTPS protocol both require server-side scripts to allow files to be transferred to 
your HTTP server from your device.
CGI (Common Gateway Interface) script: A program that is run on a web server, in response to 
input from a browser. The CGI script is the link between the server and a program running on the 
system, i.e a database.
• Download a sample script:
At your Workstation:
Note:To configure this feature or these settings access the Properties tab as a System 
Administrator. For details, refer to Access Internet Services as System Administrator on page 24.
a. From the Properties tab, click on the [Services] link.
b. Click on the [Workflow Scanning] link.
c. Select [File Repository Setup] in the directory tree. The File Repository Setup page displays.
d. Click on the [Add New] button or the [Edit] button (if the default File Repository has been 
set).
e. The File Destination page displays. Select [HTTP] or [HTTPS] from the [Protocol] drop-
down menu.
f. Click on the [Get Example Scripts] link under Script Path and Filename: to download an 
example script in PHP, ASP or Perl language:
g. Select an appropriate Script Language file which is supported by your HTTP Scan Repository 
server.
h. Right-click on the required script and select [Save Target As...] to save the file to your HTTP 
Scan Repository server. 
i. Save the [.zip] or [.gz] file to a location on the desktop and extract it. 
j. Extract the downloaded file to the root of the [Web Services] home directory.
Write down the path and filename as you will need it later. 
• Create a login account for the device on the web server. 
a. Create a home directory for the device.
b. Add a bin directory to the home directory.
c. Place an executable CGI script in the bin directory. 
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d. Make a note of the complete path to the executable CGI script. 
When a document is scanned, the device logs in using the account, sends a POST request 
along with the scanned file, then logs out. The CGI script handles the remaining details of file 
transfer.
• Create a directory on the web server, or an alternate server, to be used as a scan filing location 
(repository). 
a. Set appropriate read and write permissions.
b. Make a note of this directory's path.
• Test the connection.
a. Log in to the device's directory on the web server. 
b. Send a POST request and file to the web server. 
c. Check to see if the file was received at the repository.
• The script can be defined with script_name.extension or by path/script_name.extension.
At your Workstation:
Note:To configure this feature or these settings access the Properties tab as a System 
Administrator. For details, refer to Access Internet Services as System Administrator on page 24.
1. From the Properties tab, click on the [Services] link.
2. Click on the [Workflow Scanning] link.
3. Select [File Repository Setup] in the directory tree. The File Repository Setup page displays.
4. Click on the [Add New] button or the [Edit] button (if the default File Repository has been set).
Note:During device configuration, SMARTsend (if used) overwrites the Default Repository and 
Template Pool scan settings. If certain applications will use Default Repository settings, not 
matching SMARTsend settings, reconfigure the applications to use an Alternate Repository before 
configuring the device with SMARTsend's Add/Update feature.
5. The File Destination page displays. In the Settings area:
a. Enter a descriptive name for the file repository in the [Friendly Name] field.
b. Select HTTP or HTTPS from the [Protocol] drop-down menu.
c. Select either [IPv4 Address], [IPv6 Address] or [Host Name].
d. Enter details of the HTTP or HTTPS server in the [IP Address: Port] or [Host Name: Port] 
field. The default port number for Host Name and HTTP is 80 and for HTTPS is 443.
e. The Network Scanning feature will use any proxy server settings specified. To view the 
settings click on the [View HTTP Proxy Server Settings] link.
f. For HTTPS only: You can check the [Validate Repository SSL Certificate] checkbox to have 
the repository’s SSL certificate validated for the correct hostname and checked for a 
signature of a trusted certificate authority. Or click [View Trusted SSL Certificates] link to 
verify that the device has a digital certificate installed.
g. Enter the script path and filename you downloaded and saved on your desktop earlier in the 
[Script path and filename (from HTTP root)] field.
h. Type in the path to the repository in [Document Path] field. Enter the full path to the 
directory, starting at the root of HTTP or HTTPS server. For example: /directory 
name/directory name.
i. For [Login Credentials to Access the Destination], select one of the following:
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•Authenticated User and Domain - select this method if the user name and domain are 
to be authenticated via LDAP. 
•Authenticated User - select this method if just the user name is to be authenticated via 
LDAP. 
•Prompt at User Interface - select this method to have each user enter authentication 
credentials at the printer's control panel.
•System - select this method if the credentials are going to be typed in on this page and 
stored in the device's memory
• If you select System, enter details in the [Login Name] and [Password], if the system 
will be directly accessing the file server.
• Enter the password again in the [Retype password] field.
•Check the [Select to Save New Password] checkbox, if you need to change the 
password for an existing Login Name.
j. Click on the [Save] button to accept the changes.
The Next Step is to proceed to the General Settings. Refer to Configure General Settings on page 209.
Configure General Settings
Note:To configure this feature or these settings access the Properties tab as a System 
Administrator. For details, refer to Access Internet Services as System Administrator on page 24.
1. From the Properties tab, click on the [Services] link.
2. Click on the [Workflow Scanning] link.
3. Select [General] link in the directory tree.
Note:The Confirmation Sheet specifies the success or failure of the Workflow Scanning job.
4. In the Settings area, select one of the following options from the [Confirmation Sheet] drop-
down menu:
•Errors only - select to prints a Confirmation Sheet only when the job is unsuccessful.
•On - select to print a Confirmation Sheet after every Workflow Scanning job.
•Off - when selected, turns off the Confirmation Sheet printing function.
5. In the Distribution Templates area:
a. Under Maximum Number of Job Templates, it will display the maximum number of job 
templates that can be viewed from the device’s control panel.
b. For Allow Manual Entry of File Destinations, check the [Enabled] checkbox to manually 
allow entry of file destination.
c. If you want the device to automatically update templates stored in the Template Pool (a 
repository on the network), then enter the required time for the update in the [Refresh Start 
Time] area.
d. To update the Template Pool List manually, click on the [Refresh Template List Now] button.
Note:The Refresh Template List capability only applies to templates stored in a Template Pool. 
Templates stored on the device are updated automatically.
6. In the Template Distribution Repositories area, select one of the following Login Source to 
control user access to a pool of templates stored on a remote server. Communications to the 
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server, including entry of the required device Login Name and Password, are set up by selecting 
Advanced, then Te m p l a t e  P o o l  S e t u p, in the Internet Services directory tree:
•Authenticated User - to have the Authentication Server control remote template pool access. 
•Prompt at User Interface - this works well for small offices without an Authentication server. 
Users are prompted to type in a user name and password at the printer's control panel when 
access to the template pool is requested.
•Prompt if Authenticated User Does Not Match Template Owner - to prompt 
authentication when system credentials do not match the template owner.
•None - if no user authentication is required.
7. In the Job Log area, for Optional Information, check on [User Name] and/or [Domain] 
checkboxes if you want these to appear in the Job Log when users log in to the device when 
Network Authentication is enabled.
8. Click on the [Apply] button.
9. Click on the [OK] button when you see the message “Properties have been successfully 
modified”.
Configuring Validation Servers
The Validation Server’s link within Internet Services enables you to configure a Validation Server that 
will verify metadata. Metadata is additional information that can be entered when a user scans their 
documents at the device. The administrator creates metadata entries when they configure Document 
Management Fields within a Workflow Scanning - Default Template.
A Validation Server is a service or application that is used to validate the metadata entered by the user 
when they scan their documents.
The Validation Server feature provides a way to reduce inconsistencies or inaccuracies in the data 
entered by a user.
When the user scans a document at the device and enters metadata, if one or more of the metadata 
objects require validation, the device will send the metadata to the validation server. The validation 
server checks the data against the criteria that have been set up on the validation server. The 
validation server either accepts the data as valid, or returns an error message which is displayed on the 
device.
If the validation server returns a successful validation response, then the job will proceed. If the 
metadata in the template or the metadata entered at the local UI is invalid, then the job will be 
canceled and is not transferred to the network.
Providing these levels of validation will ensure that the data entered via the system user interface will 
meet the requirements for that workflow.
Information Checklist
Before starting the procedure, ensure the following items are available or tasks have been performed:
• Ensure the device is fully functioning on the network. TCP/IP and HTTP must be configured on the 
device.
• Ensure your validation server or application is installed on your network.
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