Xerox WorkCentre 7345 User Manual

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Creating a Mailbox and linking to a Job Flow Sheet (for automatic 
processing)
Before you can link a job flow sheet to a mailbox, you need to create at least one mailbox for your use.  In 
the process of creating the mailbox, you can link to your newly created Job Flow Sheet.
To create a mailbox and link it to a Job Flow Sheet (for automatic processing), perform the following steps.
1. Press the Log In / Out button on the Device’s Control Panel.
2. Press the 1 key on the numeric keypad five consecutive times.
3. Press the rectangular Enter button on the touch screen.
4. Press the Machine Status button on the Control Panel, then touch the Tools tab.
5. Select the Setup & Calibration button.
6. Press the Create Mailbox button.
7. When the numbered list of Mailboxes is shown on screen, use the supplied arrow keys to scroll 
through the list to locate an unassigned Mailbox number.
8. Select an unassigned Mailbox number from the displayed list.
9. Press the rectangular Create & Delete button in the lower right corner of the Mailbox selection screen.
10. When the New Mailbox - Passcode screen displays, use the On and Off buttons on the left-hand side 
of the screen to determine whether or not a password will be required to access the Mailbox.  If On is 
selected, use the Devices numeric keypad to enter in a numbered passcode of up to 20 digits.
11. Press the Save button to save your settings.  (To exit the screen, without saving settings, press the 
Cancel button.)
12. When the Mailbox settings screen displays (after assigning a password), note that you have five 
setting selections displayed on five numbered horizontal lines.  The available selections include: 
Mailbox Name, Check Passcode, Delete Documents After Retrieval, Delete Expired Documents, and 
Link Job Flow Sheet to Mailbox.
13. To assign a name to the Mailbox, press the Mailbox Name selection line.
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							150 14. Press the rectangular Change Settings button.
15. Use the touch screen keyboard to enter in a name for your Mailbox.
16. When finished entering in a name, press the Save button in the upper right corner of the screen.  (To 
exit the screen, without saving changes, press the Cancel button.)
17. On the Mailbox settings screen, press any other selection lines of interest and use the Change 
Settings button, as previously described, to access and make setting changes.  Use the Save button 
to save your changes.
18. To link this Mailbox with your Job Flow Sheet, touch Link Job Flow Sheet to Mailbox and touch 
Change Settings.
19. Touch Create/Change Link to set the Mailbox link to a previously-created Job Flow Sheet.  Note: If no 
Job Flow sheets are displayed, press Create to create one and follow the instructions supplied in the 
Creating Job Flow Sheets topic in this section.
20. Select your Job Flow Sheet from the list (clicking Refresh, if necessary) and touch Save.
21. Touch the Auto Start checkbox to place a checkmark in the box for automatic processing of 
documents as they are received in the Mailbox.
22. To exit the Link Job Flow Sheet to Mailbox screen, press the rectangular Close button in the upper 
right corner of the screen.
23. To exit the Mailbox settings screen, press the rectangular Close button in the upper right corner of the 
screen.
24. To exit the screen that lists all assigned and unassigned Mailboxes, returning to the Tools tab screen, 
press the Close button.
25. Wait several seconds for the Auto Clear service to log you out.
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Manually linking a Job Flow Sheet to documents in a Mailbox
1. Touch Send from Mailbox on the All Services screen.
2. Select a Mailbox, enter the password, then touch Confirm.
3. On the Document List screen, select a document.
4. Touch Job Flow Settings.
5. Touch Select Job Flow Sheet.
6. Select a job flow sheet and press the on-screen Start button.
Testing Job Flow Sheet operation (for automatic processing)
1. Touch Scan to Mailbox on the All Services screen.
2. Select your Mailbox, enter the password, then touch Confirm.
3. Place a document in the document handler.
4. Select your scanning options.
5. Press the Control Panel’s large, green Start button.
6. Check the destination that was specified on your Job Flow Sheet to verify that the document was 
received.
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							152
Scan to PC Desktop
Overview
Scan to PC Desktop is now a core element of the Xerox FreeFlow Digital Workflow collection for the office.
What was once called Scan to PC Desktop Deluxe is now known as Scan to PC Desktop Professional.  
The components in this solution include: PaperPort Professional 10, OmniPage Professional 14 Office, 
and Image Retriever Professional 5.2. 
What was once called Scan to PC Desktop Standard is now known as Scan to PC Desktop SE.  The 
components in this solution include: PaperPort 10 SE, OmniPage SE 3.0, and Image Retriever SE 5.2.
With either solution, the purpose of PaperPort is to create a program on the networked PC, providing a 
windows-style desktop for the management of scanned image and text items.
The purpose of OmniPage is to quickly turn PDF files into easily editable word processing and 
spreadsheet documents.
The purpose of Image Retriever 5.2 is to provide a method to monitor a specified server folder for incoming 
scanned items.  Monitoring of E-mail can also be added in the case of the Professional program edition.
The Scan to PC Desktop solution is typically sold in 25 user licenses packages.  For enterprises requiring 
more than 100 licenses, however, special pricing is available.  Consult your Xerox Representative for 
details.
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Preparations
Perform the procedures for setting up this device to Scan to SMB, as stated in the Scan to PC (FTP/SMB) 
section of this guide.
Software Installation Procedure
To install Scan to PC Desktop components on networked workstations, refer to the Scan to PC Desktop 
Network Installation Guide, Version 7.0.  This document should have come with your software license 
package, and is also available from www.support.xerox.com
.  If you go to the website, type Scan to PC 
Desktop in the upper right corner Search box and press Enter.  Select Support under FreeFlow Scan to 
PC Desktop.  Select your language and click Go.
Note: The software manufacturer requires PaperPort to be installed before Image Retriever in all 
cases.  Also, during the installation of PaperPort Professional 10, PDF Create! 2.0 must be installed.
Configure Image Retriever 5.2 on Networked Workstations
Referring to the Scan to PC Desktop: Image Retriever 5.2 documentation, configure Image Retriever 5.2 
on the networked workstations.
Testing Scan to PC Operation
1. Perform a scan at the multifunction device.
2. Go to a networked workstation running Image Retriever 5.2.
3. Right click on the Image Retriever icon in Windows.
4. Click the Settings command to display the Image Retriever Settings dialog.
5. Verify that the SMB Repository (server) UNC is pointing correctly to the server and shared folder.
6. Click Get Now.
7. Start the PaperPort program and verify that the scanned item appears on the PaperPort desktop.
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							154
Network Scanning (using templates)
Overview
Network Scanning is an optional feature for this multifunction device, available for purchase from your 
Xerox Sales Representative.
Network Scanning allows a user to scan an original document and convert it to an electronic file.  The final 
destination of the electronic file depends on the template chosen by the user at the device’s User Interface.
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 set up of templates, template pool servers, and file repositories is accomplished using Centreware 
Internet Services (the device’s internally-contained web pages) as stated in this section.
Once the scanned file is stored on the pre-determined server, the file can be redirected and manipulated 
with such software as the following:
SMARTsend scanning services
Built on the Microsoft .NET platform, this server-based software works with new and legacy Multifunction 
Systems to enable hardcopy documents to be scanned in black and white or color, and converted into 
such standard digital formats as PDF, JPEG, and TIFF. This Web-based application requires no additional 
client software installation and uses wizards to simplify workflow (template) creation. Once a workflow, or 
distribution process, is created, it can be saved as a paper or electronic cover sheet. The cover sheet can 
be set up to direct the scanned file to a wide variety of destinations. Such destinations include an email 
address or distribution list, network folder, FTP folder, remote printer, Web URL, Domino.doc, Domino, 
Microsoft SharePoint and Xerox DocuShare.
Scan to PC Desktop
For information regarding the use of Scan to PC Desktop, including Paperport, OmniPage, and 
ImageRetriever applications, see the Scan to PC Desktop topic in the Options section of this guide.
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Additional Notes
Network Scanning User Authentication
Authentication can be enabled to prevent unauthorized access to the Network Scanning feature. If 
Authentication is enabled, users will be prompted to enter a 4 to 12 digit pass code before they can access 
the Network Scanning feature. For a full description of the Authentication feature refer to the Security - 
Authentication topic in this guide.
Multifunction Device Authentication
If using a SMARTsend server, a valid Windows account must be created on the SMARTsend Server for 
the devices authentication. The account enables each device to communicate with the SMARTsend 
server to exchange template information and other configuration data. For account creation instructions, 
refer to the FreeFlow SMARTsend Installation and Administration Guide.
Template Considerations when using SMARTsend
A single Xerox multifunction device cannot use both CentreWare Network Scanning services and 
SMARTsend. If legacy CentreWare Network Scanning Services templates need to be utilized within 
SMARTsend, use the SMARTsend Template Importer to import the desired templates, as stated in the 
FreeFlow SMARTsend Installation and Administration Guide.
Use of a Validation Server
If you will be communicating with HTTPS to servers using SSL/TLS encryption, you can set the host name 
and directory (which might be a cache on a Repeater) of the Validation Server used to validate Digital 
Certificates over the enterprise network.  To set these parameters, enter the IP Address of the 
multifunction device into your web browser and press Enter.  Click the Properties tab of displayed Internet 
Services (the device’s web pages), then click the Services folder.  Select Network Scanning, then 
Validation Server.  Select HTTP or HTTPS, enter the host name of the server, then enter the directory 
name (if required) specified by the Validation Server manufacturer.  Click Apply.
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Installation Checklist
Please ensure that the following items are available or have been performed.
1. Ensure the machine is fully functioning on the network prior to installation.
2. Enable the purchased Scanning option.  For instructions, refer to the Enabling Options with 
Software Keys topic, in the Options section of this guide.  Contact your Xerox Sales Representative if 
you have not purchased the Scanning option.
3. Ensure that the TCP/IP and HTTP protocols are configured on the device and are fully functional.  This 
is required to access CentreWare Internet Services to configure Network Scanning.  The Internet 
Services function is accessed through the embedded HTTP server on the machine and allows System 
Administrators to configure scan settings by using an Internet browser.
To verify that the TCP/IP and HTTP protocols are correctly configured, print a Configuration Report as 
stated in the Configuration Report topic in the Network Connectivity section of this guide.
To configure TCP/IP, refer to the TCP/IP Configuration topic in the NOS Selection section of this 
guide.
To enable HTTP, refer to the Enable Internet Services (HTTP) topic in the Network Connectivity 
section of this guide.
4. Ensure that the FTP Client and SMB port are enabled on the device.  To verify this, print a 
Configuration Report as stated in the Configuration Report topic in the Network Connectivity section 
of this guide.
To enable SMB, refer to Enabling the SMB Setting at the Device in the Microsoft (NetBIOS over IP) 
Networks topic of this guide.  To enable FTP, use the same SMB enabling procedure, and simply 
choose FTP as the port to enable.
5. Note that after configuring a scan filing location (file repository) you need to create at least one 
template for users to select to scan their documents to the pre-configured repository.
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Configure a Scan Filing Location
Scanning with the machine 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 machine using one of the file transfer options below. Select your method by clicking one of the buttons, 
below.
FTP (File Transfer Protocol): Requires an FTP service running on a server or a workstation.
SMB (Server Message Block): Available for filing to an environment that supports the SMB protocol.
Note: As other filing methods become available, their configuration will be similar to the procedures for 
configuring scan filing repositories using FTP and SMB described in this section.
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							158 Configure a Scan Filing Repository using FTP
Installation Checklist
1. Ensure that a File Transfer Protocol (FTP) service is running on the server or workstation where 
images scanned by the machine will be stored.  Write down the IP address or host name.
2. Create a user account and password for the machine.  When a document is scanned, the machine 
logs in using the account, transfers the file to the server or workstation and logs out.  Write down the 
user account and password.
3. Create a directory (folder) within the FTP root to be used as a scan filing location (repository).  Write 
down the directory name.
Enter the Scan Repository Details via Internet Services
4. At your workstation, open your Web browser and enter the IP address of the machine in the Address 
or Location field.  Press Enter.
5. Click the Properties tab.
6. Click the Services folder, then the Network Scanning file folder.
7. Click the File Repository Setup link.
8. Select Edit, or a File Repository Setup number in the Default File or Alternate File Destinations list, 
then click Edit.
9. Enter a Name to describe the File Repository.
10. Select FTP for Protocols.
11. Enter either an IP Address or Host Name for the server.
12. Enter 21 for Port Number.
13. For Document Path, type in the name of the folder on the remote server that has been set up to 
receive device scans.  Do not use forward slashes as the device will add them by default.
14. Supply the Login Name and Password for the machine to log into the file server.  Note that the 
default login method is System (for automatic device log in).
15. Re-enter the password in the Retype Password box.
16. Click Apply.
17. Enter the administrator User Name and Password and click OK.  The default is 11111 and x-admin.
18. Test the FTP connection by logging into the scan directory from a remote PC using 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 and FTP service setup.
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