Xerox WorkCentre 5740 User Manual

							WorkCentre™ 5735/5740/5745/5755/5765/5775/5790
System Administrator Guide211
• Ensure Network Scanning is configured on your device.
• To communicate with the Validation server via HTTPS, SSL must be enabled on the device.
To  A d d  o r  E d i t  a  Va l i d a t i o n  S e r v e r
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 [Validation Servers] in the directory tree.
The Validation Servers page will allow you to configure the following settings:
•Add - displays the [Add Validation Server] page, which allows you to configure a new 
validation server.
•Edit - displays a page which allows you to edit the above settings for the selected server.
•Delete - deletes the selected server.
4. In the Va l i d a t i o n  S e r ve r s area, click on the [Add] button to add a new validation server, or select 
an existing validation server from the list and click on the [Edit] button to display the Add 
Validation Server page.
5. In the Server Information area:
a. For Protocol, select from the drop-down menu the communication protocol for the Validation 
Server.
b. Select the method you want to use to specify the Validation Server. Select either [IPv4 
Address], [IPv6 Address] or [Host Name].
c. Enter the IP Address and Port or Hostname and Port of the Validation Server in the [IP 
Address: Port] or [Host Name: Port] field.
Note:The default port number is 80 if you select HTTP for Protocol or 443 if you selected HTTPS 
for Protocol.
d. In the [Path] field, enter the path on the server.
Note:The format for a directory path for FTP is /directory/directory, while the format for a 
directory path for SMB is \directory\directory.
e. Specify the time in seconds after which the server will time out in the [Response Timeout] 
field. The range is from 5 to 100. The default is 8. 
f. Click on the [Apply] button to save settings and return to the Validation Server
 page.
To Delete a Validation Server from the list:
1. From the Validation Servers page, in the Va l i d a t i o n  S e r ve r s area:
a. Highlight the Validation Server and click on the [Delete] button.
b. Click on the [OK] button when you see the confirmation message ‘Are you sure you want to 
delete the selected validation server?’.
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Scanning Web Service
Use this page to examine the status of services required for Scanning Web Services.
The following services must be enabled and/or configured for Scanning Web Services to be available:
•HTTP (SSL)
•Scan Template Management 
•Scan 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 [Scanning Web Services] in the directory tree.
4. In the Setup (Required) area, the following services will display the status of configuration:
•HTTP (SSL) - displays the status of the HTTP (SSL) server. Click on the [Settings] button to 
review or change the HTTP Protocol Settings. For information on HTTP protocol settings, refer 
to the Enable Secure HTTP (SSL) on page 181.
•Scan Template Management - displays the status of the Scan Template Management 
service. Click on the [Settings] button to enable or disable this HTTP Web Services.
•Scan Extension - displays the status of the Scan Extension service (enabled or disabled). Click 
on the [Settings] button to enable or disable this HTTP Web Services.
5. For Scan Template Management and Scan Extension click on the [Settings] button to display 
the HTTP - Web Services page.
c. Check or uncheck the [Enable] checkboxes for the individual services you want to enable or 
disable.
d. Click on the [Save] button to accept the changes and return to the Scanning Web Services 
page.
Configuring the Default Template
The default template is created for the device, using Internet Services or SMARTsend software on the 
remote template pool server, and appears as DEFAULT in the list of templates on the device. The 
default template consists of configured scan settings and at least one network filing location. When 
the default template has been configured, all subsequent templates, created with Internet Services or 
SMARTsend software, inherit the settings. Users can modify these settings with any new templates 
they create. The default template settings, however, can only be changed by the System Administrator. 
The default template also cannot be deleted from either the local or remote template pool.
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 [Default Template] in the directory tree. The Default Template page displays.
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4. In the Destination Services area, select the desired service by checking either the [Fax] or [File] 
(selected by default) checkbox.
When selected, the service section will display on the page.
Note:The Fa x service requires the Server Fax feature to be enabled on the device.
File
In the Default Template page, in the File area, a list of file repository destinations for your scan 
distribution templates is displayed. The available file destinations is determined by the File Repository 
Setup:
• To specify an additional file destination (if one is available), click on the [Add] button. The File 
Destinations page will appear.
• To change an existing file destination, highlight the file and click on the [Edit] button. The File 
Destinations page will appear.
• To delete an existing file destination, highlight the file and click on the [Delete] button. 
Add
1. To add an additional file destination, in the File area, click on the [Add] button.
2. In the Add Destination to Template area, select one of the following:
•Select from a Predefined List.
•Enter a Scan Destination.
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•Enter a Server Fax Number.
3. Click on the [Save] button to return to the Default Template page.
Edit
1. In the File area, select a file destination, and click on the [Edit] button.
2. In the Filing Destination area the following information displays:
•File Destination - this displays the descriptive name for the file repository.
•Protocol - displays the protocol (FTP, SMB, HTTP, HTTPS) used to communicate with the file 
repository.
•IP Address and Port or Host Name and Port - will display the host or the IP address of the 
repository.
•Login Name - displays the account name used to access the repository.
If you select [Select from a Predefined List]:If you select [Enter a Scan Destination]:
1. From the File Destination drop-down menu, 
select the destination file repository by its 
descriptive name.
2.Protocol will display the protocol (FTP, SMB, 
HTTP, HTTPS) used to communicate with the 
file repository.
3.Host Name and Port or IP Address and Port 
will display the host or the IP address of the 
repository.
4. Enter details in the [Document Path] field.
5. Select from the [Filing Policy] drop-down 
menu one of the following:
•Rename New File - this adds an 
incrementing numeric value to the file name.
•Overwrite Existing File - this deletes the 
previous file.
•Do Not Save - the new file is not saved.
•Add Date to Name - the current date and 
time are appended to the file name.
6.Login Name displays the account name used 
to access the repository.1. Enter details in the [Friendly Name] field.
2. Select the protocol type used to communicate 
with the file repository from the [Protocol] 
drop-down menu.
3. Select either [IPv4], [IPv6] or [Host Name].
4. Enter details for either [IP Address: Port] or 
[Host Name: Port].
5. Enter details in the following fields, depending 
on the Protocol selected:
•If you selected SMB, enter details in the 
[Share] field.
•If you selected HTTP or HTTPS, enter details 
in the [Script path and filename (from HTTP 
root)] field.
6. Enter the file path to the repository in the 
[Document Path] field.
7. Select from the [Filing Policy] drop-down 
menu one of the following:
•Rename New File - this adds an 
incrementing numeric value to the file name.
•Overwrite Existing File - this deletes the 
previous file.
•Do Not Save - the new file is not saved.
•Add Date to Name - the current date and 
time are appended to the file name.
8. Select the type of login and access required for 
[Login Credentials to Access the 
Destination].
9. Enter details in the [Login Name], [Password] 
and [Retype password] field.
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•Document Path identifies the file path to the repository. 
a. In the [Add (Optional)] field, specify a subdirectory for all scanning through this template. 
b. Select from the [Filing Policy] drop-down menu one of the following:
•Rename New File - this adds an incrementing numeric value to the file name.
•Overwrite Existing File - this deletes the previous file.
•Do Not Save - the new file is not saved.
•Add Date to Name - the current date and time are appended to the file name.
c. Click on the [Save] button to return to the Default Template page.
Fa x
From the Default Template page, in the Fa x area, a list of file repository destinations for your scan 
distribution templates is displayed. The available fax destinations are determined by the File 
Repository Setup. 
Note:This option will only be available if the Server Fax option is installed on the device and Fax 
was selected as a Destination Service.
• To specify an additional fax destination (if one is available), click on the [Add] button. The 
Fax Recipients page will appear.
• To change an existing fax destination, highlight the fax destination from the list and click on 
the [Edit] button. The Fax Recipients page will appear.
• To delete an existing fax destination, highlight the fax destination and click on the [Delete] 
button.
1. In the Fa x area, To add an additional file destination click on the [Add] button or to edit an 
existing file destination highlight the fax destination from the list and click on the [Edit] button. 
The Fa x  Re c i p i e n t s page will display.
2. In the Fa x  Re c i p i e n t s area:
a. In the [Add Fax Number] field, enter a fax number and click on the [Add] button. The new 
number will appear in the Fax Distribution List.
b. The Fax Distribution List field will display the list of fax numbers in the distribution list. To 
delete a fax number, highlight the number and click on the [Delete] button.
c. To edit a fax number, highlight the number in the Fax Distribution List field. The number will 
appear in the [Edit Fax Number] field. Make the necessary changes and click on the 
[Replace] button.
3. In the Delivery area, select one of the following:
•Immediate - this option will start the fax delivery process as soon as it is ready for 
delivery.
•Delayed Send - this option will queue the fax delivery at the specified time of day.
a. If you select [Delayed Send], in the [Time] field, enter the specific delayed time to start the 
fax delivery process.
4. Click on the [Apply] button to return to the Default Template page.
Document Management Fields (Optional)
This area allows you to add data fields to the Default Template. These data fields can either provide 
information or collect data from the user for each workflow scan job. This information is filed with your 
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scanned documents in the Job Log. The Job Log can then be accessed by third party software for 
various purposes.
The following fields are available:
• To add a new field, click on the [Add] button. This brings up the Add Document Management 
Field page.
• To make changes to a field, highlight a Document Management from the list and click on the 
[Edit] button. This brings up the Add Document Management Field page.
• To delete a field, highlight a Document Management from the list and click on the [Delete] 
button.
At your Workstation:
1. From the Default Template page, in the Document Management Fields (Optional) area, to add 
an additional Document Management file, click on the [Add] button or to edit an existing file 
highlight the file from the list and click on the [Edit] button. The Add Document Management 
Field page will display.
2. In the Field Attributes area:
a. Enter information in the [Field Name] field. This information entered assigns a name for the 
Document Management data that is to be associated with the scanned job. This value is not 
shown at the device user interface screen and is used by third party software to access the 
Document Management information. It can be up to 128 characters in length. This field 
cannot be left blank.
b. For User Editable select one of the following method:
•Editable - if you would like the user to be able to modify the value of this field. Enter a 
value in the [Field Label] field. The label should identify the purpose of this field to the 
user.
•Not Editable - if the user can not change the Document Management Field's value. The 
user will not be presented with this Document Management Field at the device and the 
Default Value will be used.
c. For [Default Value] field, enter details for this Document Management Field. The Default 
Value is optional if the user wants to edit the Document Management Field’s value. The 
Default Value is required if the user does not want to edit the Document Management Field’s 
value.
d. If you selected Editable, you can check the following checkboxes:
•Require User Input - to prompt the user to enter data for this Document Management 
field before scanning. This is done at the device.
•Mask User Input (****) - selecting this will mask the user’s typing to protect privacy. This 
also enables the Record User Input to Job Log.
Check the [Record User Input to Job Log] checkbox, to record all values entered by the 
user for this data field.
Note:Validate Data Before Scanning options may also be available if there are validation servers 
configured for this device.
3. Click on the [Apply] button to return to the Default Template page.
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Workflow Scanning
The Workflow Scanning section displays the image type settings.
To change the Workflow Scanning settings, click on the [Edit] button. This will display the Workflow 
Scanning page.
1. From the Default Template page, in the Workflow Scanning area:
a. For 2-Sided Scanning, select one of the following:
•1-Sided - the scan service will only scan one side of each page of the input document. 
•2- Sided - the scan service will scan both sides of each page of the input document. 
•2-Sided, Rotate Side 2 - the scan service will scan both sides of each page of the input 
document and shall apply a 180 degrees rotation to the second side image such that the 
orientation of all input images are the same.
b. The Content Type feature provides a convenient way to optimize the quality of your scanned 
output images based on the content in your original documents. Each selection adjusts the 
printer settings to compensate for the predominant attributes of the content that is being 
scanned. Select one of the following:
•Photo & Text - this is best for documents that contain a mix of photographic images and 
text. 
•Photo - this is best for documents that contain photographic images and little or no text. 
•Text - this is best for documents that contain mostly text. 
c. The Scan Presets feature provides a convenient way to optimize scan settings to match the 
intended purpose of the scanned document. Select one of the following options:
•For Sharing & Printing - this setting is best for sharing files to be viewed on-screen and 
for printing most standard business documents. Using this setting will result in small file 
sizes and normal image quality. 
•Fo r  O C R  - this creates scanned images with clear, crisp lines and edges that provide the 
best OCR interpretation. 
•Fo r  A r c h i va l  Re c o rd - this setting is best for standard business documents that will be 
stored electronically for record keeping purposes. Using this setting will result in the 
smallest file sizes and normal image quality. 
•For High Quality Printing - this setting is best for business documents containing 
detailed graphics and photos. Using this setting will result in large file sizes and the 
highest image quality. 
•Simple Scan - this provides faster scan processing by decreasing the overall quality of 
the scanned images.
2. Click on the [Apply] button to return to the Default Template page.
Advanced Settings
The Advanced Settings feature allows the user to select the enhancement feature for the scanned 
document.
1. From the Default Template page, to change the Advanced Settings, click on the [Edit]
 button in 
the Advanced Settings area. The Advanced Settings page displays.
2. In the Advanced Settings area:
a. For the Image Options, adjust the following options:
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•Lighten/Darken - use the controls (left and right arrow buttons) to adjust the overall 
brightness compared to the original. 
•Soften/Sharpen - use the controls (left and right arrow buttons) to adjust how much 
edge sharpening is used. 
b. For Image Enhancement, select the following options:
•Contrast - select either [Auto Contrast] or [Manual Contrast]. If Manual Contrast is 
selected, use the controls (left and right arrow buttons) to adjust the contrast.
•Background Suppression - this option prevents the reproduction of an unwanted 
background image, shading or bleed-through from the reverse side of the original. This 
will produce an output image with a mostly white background. Select either [No 
Suppression] or [Auto Suppression].
c. Use the [Resolution] drop-down menu to set the scan resolution. Changing the resolution 
affects the amount of detail reproduced on graphic images. The range is from 72 DPI to 600 
DPI.
d. For Build Job, check the [Enabled] checkbox to enable Build Job.
e. For Quality/File Size, use the controls (left and right arrow buttons) to select the level of 
compression to use for scanned images. When compression is increased, the file size drops, 
but at the expense of image quality. The middle setting is ideal for most scanning purposes.
3. Click on the [Apply] button to return to the Default Template page.
Layout Adjustment
The Layout Adjustment feature allows the user to select the page layout characteristics of the scanned 
images.
1. To change the Layout Adjustment settings, From the Default Template page, in the Layout 
Adjustment area, click on the [Edit] button. This will display the Layout Adjustment page.
2. In the Layout Adjustment area:
a.Original Orientation allows you to specify the format and placement of the originals when 
they are loaded on the document glass or document handler. This information is used to 
accurately display how the job will look when using page features such as Image Shift, Edge 
Erase, and Multiple Images. For [Original Orientation], select one of the following options:
•Portrait Originals - this instructs the printer to orient all images in portrait mode. 
•Landscape Originals - this instructs the printer to orient all images in landscape mode. 
Note:If you are using the Document Glass, the orientation is as seen before turning it over on the 
Glass.
b. For [Original Size], select one of the following options to specify the dimensions of the 
original scanned document:
•Auto-Detect - the scan service will automatically detect the size of the input document. 
•Manual Size Input - allows you to identify the size of the input document from a pull-
down menu. If the size you require is not listed, use the “Custom” option. 
•Mixed Size Originals - select if the originals are different sizes. 
c. The Edge Erase feature allows you to erase the spots, punch holes, noise, fold, crest, and 
staple marks that appear along any or all of the four edges of an input document. For [Edge 
Erase] select one of the following options:
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•Border Erase > All Edges - this erases all four edges of an input document. Specify the 
width of the erased edges, in inches.
•Edge Erase - this erases some edges of an input document. Specify the width of each 
erased edge (Top, Bottom, Left, Right), in inches. 
•Scan to Edge - this scans the entire document without losing any edge space.
3. Click on the [Apply] button to return to the Default Template page.
Filing Options
The Filing Options area displays the document name and the format type settings.
1. To change the Filing Options settings, from the Default Template, in the Filing Options area, click 
on the [Edit] button. This will display the Filing Options page.
2. In the Filing Options area:
a. For [Document Name], enter name for the document. The default name is “DOC”.
b. For File Format, select one of the following document format options:
•TIFF (.TIF) - select this for Full Color, Grayscale or Black/White documents. This option 
saves each page of a multiple page document as an individual TIFF file. 
•Multi-Page TIFF (.TIF) - select this for Full Color, Grayscale or Black/White documents. 
This option saves the entire multi-page document as a single TIFF file. 
•PDF images (.PDF) - select this for Full Color, Grayscale or Black/White documents. This 
option is often used when increased document portability is desired. 
•PDF/A - this setting provides a mechanism for representing electronic documents in a 
manner that pre serves their visual appearance over time, independent of the tools and 
systems used for creating, storing or rending the files. 
•XPS images - select this for Full Color, Grayscale or Black/White documents. This option 
is often used when increased document portability is desired.
Note:Some document formats result in multiple files that represent components such as the 
content, layout and attributes of an image. The file extensions for these documents may include 
.XSM, .DAT and .XST files. 
c. If you selected either PDF images, PDF/A or XPS images, then select the following option for 
Searchable Options:
•Image Only - if the documents scanned are images.
•Searchable - selected if the original document is composed of multiple languages then 
select the main language used within the document from the drop-down menu.
3. Click on the [Apply] button to accept the changes, and return to the Default Template page.
Report Options
The Report Options area displays the reporting options.
1. To change the reporting options setting, from the Default Template page, in the Report Options 
area, click on the 
[Edit] button. This will display the Report Options page.
2. In the Report Options area:
a. For Confirmation Sheet, check the [Enabled] checkbox to allow a confirmation sheet to print 
at the end of each workflow job.
The Confirmation Sheet specifies the success or failure of the Workflow Scanning job.
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b. For Job Log, check the [Enabled] checkbox to produce a job log for reporting purposes.
The job log contains information about the scanned document. The Job Log can be accessed 
by third party software, and the Document Management Fields information retrieved and 
associated with the scanned files.
3. Click on the [Apply] button to accept the changes, and return to the Default Template page.
Workflow Scanning Image Settings
The Workflow Scanning Image Settings page allows you to create compressed image files for faster 
web viewing, and also to select Searchable options.
Note:Searchable options are only available when the Searchable File Formats service is enabled.
1. To change settings for Workflow Scanning Image Settings, from the Default Template page, in 
the Workflow Scanning Image Settings area, click on the [Edit] button.
2. In the Fast Web Viewing Options area, select one of the following:
•None
•Linearized PDF - if you want single pages of a PDF to be displayed in a web browser before 
the entire file is downloaded.
3. In the Searchable XPS PDF and PDF/A Defaults area:
a. For Searchable Options, select either [Image Only] if you do not want the device to perform 
a search on text in the file, or select [Searchable] to enable XPS, PDF, and PDF/A documents 
to be text searched.
b. If Searchable is selected, then select one of the following:
•Use Language Displayed on the Device User Interface - select this setting to search in 
the language selected on the printer's control panel. 
•Use this Language - select this option and select a language from the drop-down menu.
c. For Text Compression Settings (PDF & PDF/A only), select either [Disabled] to disable text 
compression, or select [Enabled] to compress the resulting searchable files.
4. Click on the [Apply] button to accept the changes, and return to the Default Template page.
Compression Capability
The Compression Capability feature enables you to set the compression type you want to be enabled 
by default on the device.
1. To change settings for Compression Capability, from the Default Template page, in the 
Compression Capability area, click on the [Edit] button.
2. In the Compression Capability area, check the checkboxes to select the required compression:
a.CCITT Group 4 (G4 MMR) - this provides lossless compression. This format is widely 
supported, but some document types may not compress significantly.
b.JBIG2 - JBIG2 compression is usually used for text and halftone documents. It yields a very 
small black and white file size with fast viewing performance, but the initial scan performance 
is typically slower. This compression format requires Acrobat 5 with PDF version 1.4 or 
greater.
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