Xerox WorkCentre 5740 User Manual

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System Administrator Guide221
c.Flate Compression - Flate compression works well on bi-level or color images, or with general 
data. It is a lossless compression format that combines LZ77 and adaptive Huffman 
encoding (RFC 1951). When used for PDF documents, Flate compression is applied after JPEG 
compression. It is also used in place of G3 compression for monochrome PDF images in Photo 
and Magazine mode.
d.MRC Compression - Mixed Raster Content (MRC) encoding extracts image components into 
layers and compresses each layer according to its content characteristics. MRC encoding can 
modify images causing image quality artifacts by the extraction and compression process.
The MRC Compression settings allows you to customize the compression that will be applied 
to images that contain both text and images. Text and image parts are compressed 
separately using the best type of compression for each part.
e.Text Compression > JBIG2 option will also display when you enable MRC Compression. 
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.
The following options can be selected:
• Enable Arithmetic Encoding
• Enable Huffman Encoding
f.Image Compression > Flate Compression option will also display when you enable MRC 
Compression.
Flate compression works well on bi-level or color images, or with general data. It is a lossless 
compression format that combines LZ77 and adaptive Huffman encoding (RFC 1951). When 
used for PDF documents, Flate compression is applied after JPEG compression. It is also used 
in place of G3 compression for monochrome PDF images in Photo and Magazine mode.
Check the [Enabled] checkbox to enable Image Compression.
3. Click on the [Apply] button to accept the changes and return to the Default Template page.
Apply Factory Defaults Settings
To restore the Default Template to its original settings click on the [Apply Factory Default Settings] 
button. 
Note:This will delete any custom settings applied to the Default Template.
Update List of Templates
This feature allows you to update the list of templates that displays at the device’s screen. This feature 
can be used when new templates have been created or existing templates have been changed.
At the Device:
1. Touch the  button.
2. Touch [Workflow Scanning] icon on the touch screen.
3. Touch the [Advanced Settings] tab.
4. Select [Update Templates] to display the Update Template screen.
5. Select [Update Template List].
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6. On the Confirmation Required screen, touch [Update List].
Note:If you are not using a template pool repository, selecting [Update List], will display only a 
partial list of templates.
7. Touch [Close].
Custom File Naming
Use the Custom File Naming feature to set up an automatic naming of the generated files for 
Workflow Scanning.
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 [Custom File Naming] in the directory tree.
4. In the File Naming area, from the drop-down menu, select one of the following:
•Auto - this option will type text that will automatically be a prefix of the file name. The 
system will add numbers to the end of the text you type to complete the file name.
•Custom Naming - this option will allow you to select elements you want to use to build the 
file name, for example, Date, Time, Job ID, User ID and/or Custom Text.
You can position the elements you choose to display first. For example, you can position the 
element chosen to be Time first, then Date, followed by User ID.
•Advanced - this option allows you to type a string of variables to create an automatically 
generated file name.
5. If Auto is selected:
a. In the Name area, enter text that will prefix the automatic file name. The device will add 
numbers to the end of the text you enter to complete the file name.
6. If Custom Naming is selected:
a. Check to select Standard display option checkboxes. You can select Date, Time, Job ID 
and/or User ID. 
b. You can also add Custom Text, if you select Custom Text and check the checkbox to select 
the custom text. Enter details in the field.
For example, select the first Custom Text box and type the custom text. The text appears in 
the Position Box.
You can include up to four Custom Text strings in the file name. If you select Custom Text, 
enter details in the field.
c. You can position the option you have selected in your own prioritized order, by using the up 
and down arrows in the Position area.
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7. If [Advanced] is selected:
a. In the [Name] field, type a string using the following variables to create an automatically    
generated file name.
The following codes can be used to add dynamic information to the file name: 
These variables can be in any order.
8. When complete, click on the [Apply] button.
9. Click on the [OK] button when you see the message “Properties have been successfully 
modified”.
Display Settings
This feature enables you to set a user’s template to be displayed in the top position in the list of 
templates, allows you to hide or show the default template in the template list, and also enables you to 
set the feature to select the top position template automatically.
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 [Display Settings] in the directory tree.
4. In the Te m p l a t e  O r d e r  area:
a. In the Te m p l a t e s list, select the template you want in the top position.
b. Click on the [Update] button.
Your selected template will be in the top position and the remainder of the templates will display 
alphabetically.
5. In the Default Template Display area, select one of the following:
• Hide Default Template in the Templates list
• Show Default Template in the Templates list
Note:If Hide Default Template is selected and no other Templates exist, the Default Template 
will automatically be shown until at least one template is added.
6. In the Te m p l a t e  S e l e c t i o n area, select one of the following:
%D (date) %m (month)
%T (time) %d (day of month)
%Y (year) %sn (device serial number)
%H (hour) %ui (user id)
%M (minute) %ji (job id)
%S (second
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•User must select template before pressing the Start button - with this option, no template 
will be highlighted, the user must select a template before pressing the Start button.
•Automatically select the top position template - with this option, the top positioned 
template will be highlighted automatically.
7. Click on the [Apply] button.
Set up Remote Template Pool Repository
The Template Pool Setup can be used to view and modify information about the remote pool.
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. Click on the [Advanced] link.
4. Select [Template Pool Setup] in the directory tree. The Template Pool Setup page displays.
FTP Server
1. From the Te m p l a t e  P o o l  S e t u p page, in the Settings area, select [FTP] from the Protocol drop-
down menu.
2. Select either the [IPv4 Address], [IPv6 Address] or [Host Name].
3. Enter FTP server details in the [IP Address: Port] or [Host Name: Port] field.
4. Type in the path to the location of the scan folder in [Document Path]. Enter the full path to the 
directory, starting at the root of FTP services, for example: \(directory name)\(directory name).
5. For Login Credentials to Access the Destination, select [System] to have the system directly log 
in to the file server.
6. Enter details in the [Login Name], [Password] and [Retype Password] field.
Note:A Login (account) Name and (server) Password is required for the system to access the 
remote server. This is mandatory for use with a SMARTsend server. For information on creating 
accounts on the SMARTsend server, refer to the FreeFlow SMARTsend Installation and 
Administration Guide. Note that these accounts directly support the Login Source settings, 
accessed by clicking General under Workflow Scanning in Internet Services.
7. Check the [Select to save new password] checkbox if you need to change the password for an 
existing Login Name.
8. Click on the [Apply] button to accept the changes or [Undo] to return the settings to their 
previous values.
9. Click on the [OK] button when you see the message “Properties have been successfully 
modified”.
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NetWare
Note:This feature is only available if the NetWare protocol is enabled. This requires a NetWare 
server.
1. From the Te m p l a t e  P o o l  S e t u p page, in the Settings area, select [NetWare] from the Protocol 
drop-down menu.
2. Enter details in the following fields:
•Server Name - enter the host name of the NetWare server.
•Server Volume - enter the path of the Repository on the Netware server.
•NDS Tree - allows you to set the name of the NDS tree. If you are using Bindery or Bindery 
emulation, leave this field blank. If you are using NDS, this field cannot be left blank. The 
default tree name is ‘Xerox _DS_Tree’.
•NDS Context - allows you to set the name of the NDS tree. If you are using Bindery or 
Bindery emulation, leave this field blank. If you are using NDS, this field cannot be left blank. 
The default tree name is ‘Xerox _DS_Context’.
•Document Path - enter the full path to the directory.
3. For Login Credentials to Access the Destination, select [System] to have the system directly log 
in to the file server.
4. Enter details in the [Login Name], [Password] and [Retype Password] field.
Note:A Login (account) Name and (server) Password is required for the system to access the 
remote server. This is mandatory for use with a SMARTsend server. For information on creating 
accounts on the SMARTsend server, refer to the FreeFlow SMARTsend Installation and 
Administration Guide. Note that these accounts directly support the Login Source settings, 
accessed by clicking General under Workflow Scanning in Internet Services.
5. Check the [Select to save new password] checkbox if you need to change the password for an 
existing Login Name.
6. Click on the [Apply] button to accept the changes.
7. Click on the [OK] button when you see the message “Properties have been successfully 
modified”.
SMB
1. From the Te m p l a t e  P o o l  S e t u p page, in the Settings area, select [SMB] from the Protocol drop-
down menu.
2. Select either the [IPv4 Address] or [Host Name].
3. Enter the details of the SMB server in the [IP Address: Port] or [Host Name: Port] field.
4. Enter the SMB share name in the [Share] field.
5. Type in the path to the location of the scan folder in [Document Path]. Enter the full path to the 
directory, starting at the root of FTP services, for example: \(directory name)\(directory name).
6. For Login Credentials to Access the Destination, select [System] to have the system directly log 
in to the file server.
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7. Enter details in the [Login Name], [Password] and [Retype Password] field.
Note:A Login (account) Name and (server) Password is required for the system to access the 
remote server. This is mandatory for use with a SMARTsend server. For information on creating 
accounts on the SMARTsend server, refer to the FreeFlow SMARTsend Installation and 
Administration Guide. Note that these accounts directly support the Login Source settings, 
accessed by clicking General under Workflow Scanning in Internet Services.
8. Check the [Select to save new password] checkbox if you need to change the password for an 
existing Login Name.
9. Click on the [Apply] button to accept the changes or [Undo] to return the settings to their 
previous values.
10. Click on the [OK] button when you see the message “Properties have been successfully 
modified”.
HTTP or HTTPS
1. From the Te m p l a t e  P o o l  S e t u p page, in the Settings area, select [HTTP] or [HTTPS] from the 
Protocol drop-down menu.
2. Select either the [IPv4 Address], [IPv6 Address] or [Host Name].
3. Enter the details in the [IP Address: Port] or [Host Name: Port] field of the server.
4. In the [Script path and filename (from HTTP root)] field enter the path and file name of the 
POST handling script or application used for filing. The script allows file transfers with the server. 
For example: /directory name/folder name).
Click on the [Get Example Scripts] link to download a working example script.
5. Type in the path to the location of the scan folder in [Document Path]. Enter the full path to the 
directory, starting at the root. For example, \\directory name\folder name.
6. If HTTPS is selected as a protocol, check the [Validate Repository SSL Certificate (trusted, not 
expired, correct FQDN)] checkbox to have the server’s SSL certificate validated for the correct 
host name and checked for a signature of a trusted certificate authority.
7. For Login Credentials to Access the Destination, select [System] to have the system directly log 
in to the file server.
8. Enter details in the [Login Name], [Password] and [Retype Password] field.
Note:A Login (account) Name and (server) Password is required for the system to access the 
remote server. This is mandatory for use with a SMARTsend server. For information on creating 
accounts on the SMARTsend server, refer to the FreeFlow SMARTsend Installation and 
Administration Guide. Note that these accounts directly support the Login Source settings, 
accessed by clicking General under Workflow Scanning in Internet Services.
9. Check the [Select to save new password] checkbox if you need to change the password for an 
existing Login Name.
10. Click on the [Apply] button to accept the changes or [Undo] to return the settings to their 
previous values.
11. Click on the [OK] button when you see the message “Properties have been successfully 
modified”.
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10Scan to Mailbox
The Scan to Mailbox feature is supported through the Workflow Scanning option. This feature provides 
the ability to scan to mailboxes in the device and then retrieve documents from the device using a web 
browser. This provides a convenient Workflow scanning feature for customers who do not wish to 
purchase and configure a separate networked server.
You can save the scanned documents either to the default folder, other public folders or to a private 
mailbox folder.
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 Workflow Scanning is enabled on the device.
• Ensure that the TCP/IP and HTTP protocols are configured on the device and fully functional.
• Print a Configuration Report to verify that Workflow scanning (Scan to File) is enabled on the 
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. Check under the Network Scanning Setup heading to verify 
Workflow Scanning Enabled is enabled.
Enable Scan to Mailbox
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 [Scan to Mailbox] link.
3. Select [Enablement] from the directory tree.
4. In the Feature Enablement area, check the following checkboxes:
•Enable Scan to Mailbox - to activate this feature on the device. When you enable Scan to 
Mailbox, the created mailboxes will appear in the Workflow Scanning.
•On Scan tab, view Mailboxes by default - to view mailboxes as the default when entering 
the Scan tab.
5. Click on the [Apply] button.
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6. Click on the [OK] button when you see the message “Properties have been successfully 
modified”.
Note:All Saved Jobs are stored as encrypted files if encryption of user data is enabled. Encryption 
ensures that third parties cannot read, print, scan and e-mail these files. You can enable or disable 
encryption of user data on the User Data Encryption page. Refer to User Data Encryption on 
page 173.
Create a New Mailbox
If a user creates a public folder the contents of that folder can be viewed by all. If a private folder is 
created, the folder password must be known to access, edit or delete the folder contents.
When you create a Scan to Mailbox folder, it inherits the attributes of the Default Public Folder. These 
attributes can be changed by clicking on the Personalize Settings button. For further information on 
Personalize Settings, refer to Personalize Settings or Modify Settings on page 228.
1. At your workstation, open the web browser and enter the IP Address of the device in the Address 
bar, and press .
2. Click on the [Scan] tab.
3. In the Display area, select [Mailboxes].
4. Scan to Mailbox consists of a Default Public Folder which can be used by all users to store scanned 
images. New folders can be created for individual users. When a password is allocated to a new 
folder, it becomes a Private Folder. If a password is not allocated to a new folder it is called a Public 
Local Folder.
The administrator can specify if passwords are required when new folders are created, within the 
Scan Policies screen. Scan Policies are discussed later in this section. In the Scan to Mailbox area, 
click on the [Create Folder] link to display the Create Folder page to create a new folder.
5. In the New Folder area:
a. Enter a name for your folder in the [Folder Name] field (upto 20 characters). Folder names 
must be unique. The folder name will show in the Network Scanning Template Destination 
List on the device.
Note:Folder names cannot contain forward slash and backward slash characters and spaces.
b. If required enter a password for your folder in the [Folder Password (Required)] field. The 
user will be prompted to enter the password when they scan their documents at the machine.
c. Enter the password again to confirm in the [Confirm Folder Password] field.
6. Click on the [Apply] button.
7. Enter the password in the [Folder Password] field.
8. Click on the [OK] button.
Personalize Settings or Modify Settings
This option allows you to change the attributes settings for your folder.
1. Click on the [Scan] tab.
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2. In the Scan to Mailbox area, select either the [Default Public Folder] or your personal folder.
a. If you select the Default Public Folder, click on the [Modify Settings] button. If you select a 
personal folder, enter the password for the folder in the [Folder Password] field.
b. Click on the [OK] button.
c. Click on the [Personalize Settings] button.
Workflow Scanning
To change the Workflow Scanning settings, in the Workflow Scanning area, click on the [Edit] button, 
this will display the Workflow Scanning page.
1. 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.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 Settings screen.
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Advanced Settings
The Advanced Settings feature allows the user to select the enhancement feature for the scanned 
document.
1. In the Advanced Settings area, click on the [Edit] button to display the Advanced Settings 
screen.
2. In the Advanced Settings area:
a. For the Image Options, adjust the following options:
•Lighten/Darken - use the controls (left and right arrow buttons) to adjust the overall 
brightness reproduction 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] option 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 Settings screen.
Layout Adjustment
The Layout Adjustment feature allows the user to select the page layout characteristics of the scanned 
images.
1. In the Layout Adjustment area, click on the [Edit] button. This will display the Layout 
Adjustment screen.
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:
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