globalscan v2.0 admin guide 7-1-05 - ricohrfg-esource.ricoh-usa.com/stellent/groups/public/... ·...

Administrator’s Guide

Contents Introduction ................................. 4

About GlobalScan.................... 4

Feature Highlights.................... 5

Before Getting Started.............. 7

MFD Configuration .................... 14

GS Admin Server Config. .......... 17

Step 1: Launch Admin Module .. 17

Step 2: Add/Edit a Profile ......... 18

Step 3: GS V1.5 Settings ......... 50

Step 4: Enter/Edit Parameters .. 53

Step 5: Manage Services ......... 55

Step 6: Manage MFDs ............. 59

Step 7: Manage Logs ............... 65

Step 8: Manage Jobs ............... 69

Step 9: Manage Failover .......... 72

Configuration Checklist ......... 79

Appendix

A. Requirements & Specs......... 81

B. Opt. Plug-ins & Framework ... 83

C. Change Job Monitor / Data

Service Property .................. 86

D. Change Failover/Data Svc .... 90

E. OCR Engine Configuration ... 94

F. CDO.dll Install Procedures .... 102

G. Lotus Notes 6.5 Support ...... 104

H. Novell w/ Win Server 2003 ... 105

I. Backup and Restore Utility.... 107

J. FAQs.................................. 110

K. Glossary of Terms ............... 115

July, 2005 Copyright 2005 by Ricoh Corporation. All Rights Reserved.

GlobalScan Ver. 2.0

GlobalScanTM Ver. 2.0 Administrator’s Guide

2

Copyright 2005 by Ricoh Corporation. All Rights Reserved. No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any language or computer language, in any form or by any means, electronic, mechanical, optical, chemical, manual or otherwise, without the prior written permission of Ricoh Corporation. GlobalScan is a registered trademark of Ricoh Corporation. Windows, Microsoft Exchange and Internet Explorer are registered trademarks of Microsoft Corporation. All other trademarks are the property of their respective owners. The material in this document is for information only and is subject to change without notice. While reasonable efforts have been made in the preparation of this document to assure its accuracy, Ricoh Corporation, its contractors and partners, assume no liability resulting from errors or omissions in this document or from the use of the information contained herein. Ricoh Corporation reserves the right to make changes in the product design without reservation and without notification to its users.


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Table of Contents IInnttrroodduucctt iioonn .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. 4

About GlobalScan ............................................................................................................. 4 GlobalScan Components ................................................................................................... 4 About This Guide ............................................................................................................... 4 GlobalScan Feature Highlights........................................................................................... 5

• GlobalScan Ver. 2.0 Optional Plug-in / Framework Support..................................... 6 • GlobalScan New Feature Comparison ..................................................................... 6

Before Getting Started........................................................................................................ 7 • Setup Procedures .................................................................................................... 7 • GlobalScan Functions ............................................................................................. 7 • GlobalScan Terms ................................................................................................... 8 • GlobalScan Workflow .............................................................................................. 12 • GlobalScan Home Page Navigation ......................................................................... 13

MMuullttiiffuunncctt iioonnaall DDeevviiccee CCoonnffiigguurraatt iioonn .......................................................................................................................................................... 14

Localization........................................................................................................................ 16

GGlloobbaallSSccaann AAddmmiinn SSeerrvveerr CCoonnffiigguurraattiioonn ............................................................................................................................................ 17 Step 1: Launch GlobalScan Admin Module ........................................................................ 17 Step 2: Add/Edit a Profile ................................................................................................... 18

• General Tab................................................................................................ 20 • EMail Tab.................................................................................................... 26 • Scan To Folder Tab .................................................................................... 33 • Projects Tab ............................................................................................... 35 • Services Tab............................................................................................... 43

Select / Change the Default Profile ...................................................................... 48 Delete a Profile .................................................................................................... 49

Step 3: Enter/Edit GlobalScan V1.5 Settings (if applicable) ................................................. 50 Step 4: Enter/Edit System Parameters ............................................................................... 53 Step 5: Manage Services (if applicable) ............................................................................... 55 Step 6: Manage MFDs......................................................................................................... 59

Add New Machine................................................................................................ 59 SmartDeviceMonitor for Client (Web Image Monitor) Utility ................................ 62 Edit Existing Machine Settings............................................................................ 63

Step 7: Manage Logs.......................................................................................................... 65 Step 8: Manage Jobs ......................................................................................................... 69 Step 9: Manage Failover (if applicable) ................................................................................ 72 GlobalScan Configuration Checklist .................................................................................. 79

AAppppeennddiixx

A – System Requirements and Specifications.................................................................... 81 B – Optional Plug-ins & Framework ................................................................................... 83 C – Change Job Monitor/Data Service Property ................................................................. 86 D – Change Failover/Data Service Property ....................................................................... 90 E – OCR Engine Configuration ........................................................................................... 94 F – CDO.dll Installation Procedures ...................................................................................102 G – Lotus Notes 6.5 Support ..............................................................................................104 H – Novell w/ Windows Server 2003 ...................................................................................105 I – GlobalScan Backup and Restore Utility ........................................................................107 J – Frequently Asked Questions ........................................................................................110 K – Glossary of Terms........................................................................................................115


4

,

GlobalScan

Fax ServerE-mail

DMS

Folder OCR

)

,1

IInnttrroodduuccttiioonn About GlobalScan GlobalScan enables a Multifunctional Device (MFD) to quickly scan documents to e-mail or to folder, as well as perform Optical Character Recognition (OCR), Facsimile Server and Document/Content Management System (DMS) functions via optional Plug-ins/Framework. This powerful, yet easy-to-use, paper document capture and distribution system integrates seamlessly with your existing mail infrastructure to significantly boost workgroup productivity by combining network scanning functionality within an accessible copier platform. Most importantly, dramatic cost efficiencies are gained by speeding throughput of common business transactions that may otherwise require slower and more costly methods of communication. GlobalScan Components The GlobalScan system consists of two primary components, GlobalScan Server software and GlobalScan MFD firmware. Once installed, the GlobalScan Server acts as a digital document routing system that accepts scanned documents from MFDs, creating digital files - of even the most complex documents - for electronic transmission over your network. Working together, the GlobalScan Server and the MFD make efficient and timely delivery of these files to destinations around the corner or around the globe. About this Guide This guide is divided into three sections:

1. Multifunctional Device Configuration – This section contains instructions for the System Administrator to set the GlobalScan Server IP address, DNS IP, protocol (HTTP/HTTPS) and proxy server settings. Also view version and build date information.

2. GlobalScan Admin Server Configuration – This section provides instructions on configuration of the GlobalScan Server, enabling the administrator to customize the applications and functionality of the MFD.

3. Appendix – This section contains additional reference materials such as: software/ hardware requirements and specifications, optional Plug-ins and Framework to further automate document management tasks, special file installation procedures (including backup and restore), frequently asked questions, and glossary of terms.


5

GlobalScan Ver. 2.0 Feature Highlights

§ Supports up to 250 enabled MFDs per GlobalScan Server; runs as NT Service

§ Intuitive operation through MFD’s large touch-screen display; features tab-style navigation

§ Improved usability allows execution of GlobalScan functions in fewer steps

§ Offers administrator a highly-configurable user interface

§ Create individual projects; user presses Project button on MFD to quickly access GlobalScan functions

§ Add/remove Services on a project level, enabling customization based on user needs

§ GlobalScan Failover provides automatic MFD Failover to secondary GlobalScan Server without restart; automatic fallback when primary server is restored

§ Device Authentication - NT, Novell, LDAP or LDAPS authentication is

supported - Login synchronization enables a single set of

credentials to provide access to shared Services

- Each project can be represented by a different authentication method, e.g., legal requires FileNET login, marketing requires LDAP login

- Uses HTTPS (or HTTP) protocol for secure (or non-secure) communication between MFD and GlobalScan Server

§ Software utility enables Backup and Restore feature on GlobalScan Ver. 2.0 Servers (or data migration from a GlobalScan Ver. 1.5 Server to a Ver. 2.0 Server)

§ Backup and Restore feature can be command-line driven for automated scheduled backups using any third-party scheduler, including Microsoft’s “AT” scheduler and Microsoft SQL Server

§ Scan to Email - Send documents as e-mail using your

existing SMTP/SMTP-AUTH, MS Exchange or Lotus Notes 5/6.5 server

- Browse and select e-mail addresses from company’s Global Address Book (via LDAP)

§ Scan to E-mail Cont’d - Search Global Address Book by keyword and

wild card - No size limitation on Global Address Book - Manually enter (ad hoc) e-mail address(es) - Automatically adds the logon user’s e-mail

address to mail recipient list through “Scan To Me” function

- Customize e-mail by enabling/disabling: • Manual e-mail address entry • Cc, Bcc, Reply To • Default e-mail body text; sent with each

outgoing message • Default e-mail domain for simplified manual

address entry § Scan to Folder

- Scan directly to one or multiple local/network folders/sub-folders

- Perform a folder search based on search string, with all results displayed on MFD

- Scan To Home1, i.e., logon user’s home directory § Flexible Scan Settings 2

- Mixed-size scanning, letter, legal and ledger-size originals combined in a single scan

- Select scan settings (resolution, single-/double-sided original, orientation and scan size)

- Support for batch scanning, i.e., scan a lengthy document in batches and transmit as one file

- Scan documents from either the document feeder or platen glass

- Supports multi-page scanning from platen glass; manual paper size selection is available

§ Extensive log and error tracking - Captures originating MFD serial number, IP

address, user information, destination, scan parameters; export log in XML format

- Error reporting integrates with NT Event Log for easy monitoring by the administrator

§ File Format Support - Save black-and-white documents as PDF image

version 1.4 (default) or single-/multi-page TIFF - Save color documents as PDF (default), JPEG or

black-and-white single-/multi-pageTIFF format - Scanned document can be converted to

searchable PDF Image/Text, XLS (MS Excel) or RTF (MS Word) via optional OCR Plug-in

1 When MFD authentication is set to NT or LDAP with Active Directory. 2 Default scan settings are set on the project level, allowing multiple workflow configurations based on

application needs.


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GlobalScan Ver. 2.0

Optional Plug-in / Framework Support 1 § Scan to Fax (via RightFax Plug-in)

- Enter fax numbers (and e-mail addresses) for simultaneous delivery - All user interface components are available to Application Developers through the GlobalScan SDK

Toolkit, enabling customized fax functionality § File Conversion (via OCR Plug-in)

- Scan documents in searchable PDF Image/Text format, as well as editable XLS (Excel) and RTF (Word) formats

- Multiple language support; automatic language switching; auto rotation (selectable on/off) § GlobalScan SDK Toolkit (enables multiple back-end system support)

- One or more Document/Content Management Systems (DMS) can run on the MFD - Utilizes open architecture for customization of MFD functionality - Administrators create unique work flows based on application requirements - Optional Framework available to Application Developers include:

• Documentum • FileNET

• Hummingbird • Interwoven

• Livelink • Stellent

GlobalScan New Feature Comparison Ver. 2.0 Ver. 1.5

Maximum number of enabled MFDs 250 250 Localization support (languages) 5 4 Display licensing type information through admin module P - Backward compatibility (including Plug-ins/Framework)2 P P Tab-style navigation via MFD’s touch screen with streamlined login operation P - “Project” buttons for customizing workflow based on user requirements P - “Clear Form” and “Reset” buttons erase information quickly from MFD touch screen P - Add/remove Services on a project level (Email, Scan To Folder, etc.) P - Support for multiple projects within a profile P - Support for multiple authentication methods; one system per project P - Establish default scan settings on project level; allowing multiple configurations P - Search, display, select and scan to multiple folders/subfolders P - Allow user to choose different language for OCR conversion (per job) P - Allow user to enable/disable auto orientation for OCR conversion (per job) P - Ability to support more than one optional third-party DMS (Framework) per MFD P - Login synchronization; single set of credentials provide access to shared Services P - Support for secure LDAP (LDAPS); sends user credentials using SSL encryption P - Support for SMTP–AUTH (authentication); proxy user in admin or logged in user ID P - Customize e-mail functionality (enable/disable Cc, Bcc, Reply to) P - Create default e-mail body text; appended to each outgoing message P - Enter default domain for fast manual address entry P - Restrict manual e-mail address entry (LDAP lookup only) P - Allow user to save black-and-white image to multiple single-page TIF files P - Advanced log and error tracking P - Support for Failover; two GlobalScan Servers with duplicate configurations P - Support for Lotus Notes 6.5 Server P - Support for Windows® 2003, Standard Edition P - Backup and Restore Utility P - Extensive GlobalScan SDK (Software Development Kit) enhancements P -

1 Please refer to Appendix B for details on optional RightFax and OCR Plug-ins, and third party Document/Content Management System Framework. Also visit https://developersupport.ricohcorp.com.

2 GlobalScan Ver. 2.0 is backward compatible with only GlobalScan Ver. 1.5. GlobalScan Ver. 1.5 is backward compatible with only GlobalScan Ver. 1.4.


7

Before Getting Started Setup procedures must be completed by an authorized service technician and/or System Administrator prior to performing GlobalScan operations from the MFD control panel.

Setup Procedures: R The GlobalScan firmware is downloaded to MFD’s hard drive R The GlobalScan Server software1 is installed on a Windows® 2000 or 2003 Standard Edition

server R The MFD is configured (covered in this guide) R The GlobalScan Admin Module is configured (covered in this guide) R The user has been assigned a valid User Name and Password 2

GlobalScan Functions: Once setup is complete, the MFD user can perform numerous network-scanning functions, depending on GlobalScan Server settings established in the GlobalScan Admin Module: § Scan to Email – Standard GlobalScan feature § Scan to Folder – Standard GlobalScan feature § Scan to Fax3 – Optional feature (requires RightFax Plug-in) § Scan to OCR3 – Optional feature (requires optional OCR Plug-in to convert

documents to PDF Image / Text, XLS [MS Excel] or RTF [MS Word] format § Scan to DMS3 – Optional feature (requires third-party Framework customization)

1 Please refer to GlobalScan Server Software Installation Guide (be sure to review the important notes in the

Pre-installation Requirements section). Also refer to Appendix A: System Requirements and Specifications (in this guide).

2 The System Administrator assigns user names and passwords for authentication purposes. 3 Please refer to Appendix B for details on optional RightFax and OCR Plug-ins, and third party Document/Content

Management System Framework available to Application Developers. Also visit https://developersupport. ricohcorp.com.

IIS withGlobalScan

NT � Win2000/2003Domain Controller �

Novell � LDAP/S

TCP/IP Network

LDAP/S ServerLDAP/S Query

AuthenticationHTTP/S

E-mail Server Mail Delivery

Framework

APIMFD

API

Plug-in


8

Before Getting Started Cont’d Please review this section to gain an understanding of key terms used within this guide, as well as how to navigate the GlobalScan Admin Module. GlobalScan Terms Each of the following four terms, Profile, Project, Service, and System Parameters play a key role in GlobalScan operation….

Note: Also see Appendix J: Glossary of Terms, for additional terms associated with GlobalScan.

§ Profile

Each MFD is associated with a specific profile, i.e., parameters that define Novell and LDAP settings, e -mail, scan to folder, project, Services and scan settings. Though there is only one “Default Profile” for an MFD, that same profile can be applied to multiple MFDs. Once a profile is created, you then configure one or more projects.

§ Project

Projects provide multiple ways of configuring (customizing) Services based on the specific needs of a particular group of users. For example, the sales department needs to regularly e-mail lengthy proposals to prospective customers, while the legal department scans hardcopy correspondence directly to a document management application. Each user would simply access the appropriate Project button on the MFD touch screen, thus displaying a collection of Services to choose from, e.g., Email, FileNET, etc. If the MFD’s profile contains a single project, it will be automatically be pre-selected on the MFD and its Services will be displayed, without requiring the user to select a Project button (see Fig. 1 ). Based on GlobalScan settings, the user may or may not need to be authenticated, i.e., enter login credentials (see Fig. 2).

MFD Display: One project / login not required

MFD Display: One project / login required. After successful login, Fig. 1 appears.

Fig. 1

Fig. 2


9

Before Getting Started Cont’d

GlobalScan Terms Cont’d

§ Projects Cont’d When two or more projects are configured in a profile, corresponding buttons will appear on the MFD touch-screen display (Fig. 3), each addressing specific application requirements.

Authentication Each project can be defined by its own authentication method. Under authentication, when a user presses a Project button, for example using NT authentication, a log-in is required. After entry of the required credentials, the user presses the Login button; authentication is executed.

NT Login

Novell Login

LDAP Login

Fig. 3

MFD Display: Project buttons (max. 6 per screen). Project button labels are configurable on the GlobalScan Server

Scroll up / down to view additional Project buttons

If Active Directory is acting as the LDAP server, an addi-tional field called “Domain” will display


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Before Getting Started Cont’d GlobalScan Terms Cont’d

Simultaneous Authentication The GlobalScan Server will simultaneously authenticate, for example, the same login credentials used in NT authentication will enable access to FileNET functionality.

§ Services*

Following log-in (if authentication is required), the MFD user is presented with a list of available Services (E-mail, Scan To Folder, Fax Document, etc.). The user selects the Service by touching the corresponding tab on the MFD’s touch screen.

* Note: The term “Services” is synonymous with “Plug-in” and “Framework.”

Sample login screen for shared Services

Services tabs on the MFD open corresponding screens. Which tabs appear, and the order in which they appear, is configurable on the GlobalScan Server by the administrator.

If authentica-tion is required, this button will read “Logout”

Scroll to display additional Services tabs. Note: These buttons are grayed out if no other Services are available.


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Before Getting Started Cont’d GlobalScan Terms Cont’d § System Parameters

Within the GlobalScan Admin Module’s System Parameters screen (Fig. 4), you will select/enter all system-level data, i.e., settings that control GlobalScan Server operation, such as storage and log folder paths, maximum attempts for job delivery, scan interval, and if applicable, MS Exchange and Lotus settings.

Fig. 4


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GlobalScanServer

Profile 1 Profile 2

Profile 3(Default)

Project A

Services:

þ Email

þ Fax

þ DMS

Services:

þ Email

þ Scan To Folder

þ OCR

TCP/IP Network

Project B


GlobalScan Workflow

When the MFD is powered on, the device calls the GlobalScan Server to get its profile. In Diagram A , Profile 3, the default profile, is downloaded to the MFD. Two projects have been configured within this Profile, with two corresponding buttons, Project A and Project B displayed on the MFD touch screen, as shown in Fig. 5.

The Services (Email, Scan To Folder, etc.) available to a user depends on which Project button is selected1. For instance, to e-mail a document, the user selects either Project button A or B, since both include e-mail Services. To scan a document to one or more folders, Project A - which offers a Scan To Folder tab - is selected… and so forth. Which Services appear, and the order in which they appear, is configured on the GlobalScan Server by the administrator. If e-mail is the most common application, the Email tab can open first, as shown in Fig. 6.

Note: Login may be required after pressing a Project button. See GlobalScan Terms, Authentication, for details.

Diagram A

Fig. 5

Fig. 6


13


Home Page Navigation The GlobalScan home page appears whenever launching the Admin Module from your Web browser (details are provided later in this manual). To access a desired administrative function from the home page, simply click on the shortcut or the corresponding menu link.

Shortcut

Label

Description / Menu Link

Server System

Access the System Parameters screen

3rd Party Services Access the Manage Services screen

Profiles and Projects for MFD

Groups

Access the Manage Profiles screen

Individual MFDs

Access the Manage MFDs screen

Statistics

Access Manage Logs and Manage Jobs screens

Note: To return to GlobalScan’s home page, from any screen, click the Home menu link.

Menu Link Shortcut


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MMuullttiiffuunnccttiioonnaall DDeevviiccee CCoonnffiigguurraattiioonn When the GlobalScan firmware is installed, a service technician establishes configuration settings. It is recommended that only the GlobalScan System Administrator adjust these settings. To access and enter configuration settings, proceed as follows:

1. Press the Scanner1 key on the MFD control panel (once or twice).

Note: If you are currently logged in, press the Logout button.

The next screen to appear depends on how many projects are configured and whether or not login is required. See Before Getting Started, Projects, for details.

2. On the MFD control panel, press and hold the Clear/Stop key (for more than 5 seconds), then release.

Display reads, for example…

GlobalScan V2.0 Configuration Screen

Setting Description

GlbScan Server (Required)

The Server IP address of the GlobalScan Server or the DNS Name (entry of DNS Name requires entry of fully-qualified DNS IP)

Proxy Server Proxy Server IP Address DNS IP DNS IP may or may not appear; depends on MFD model HTTPS HTTPS On/Off. Proxy Port Proxy Server Port Number Proxy Username User Name for access to Proxy Server Proxy Password Password for access to Proxy Server

1 A control panel key other than the Scanner key may access GlobalScan. Please refer to the GlobalScan firmware Release Notes to learn more.


15

MMuullttiiffuunnccttiioonnaall DDeevviiccee CCoonnffiigguurraattiioonn CCoonntt’’dd Note: If the MFD fails to download a Profile, an error window is displayed on the MFD touch screen. From the GlobalScan Server, check that a Profile has been created/selected for the MFD, then close the error window on the MFD’s touch screen. This initiates another download attempt by the GlobalScan Server. If this action still returns an error, logout of GlobalScan (from the MFD), if necessary, and open the MFD Configuration Page (as outlined in this section). Check that all parameters are correct. Important: If any changes have been made to the MFD’s configuration, you must reboot the MFD.

3. Select a parameter, e.g., press the GlbScan Server button.


4. Enter or edit data, as needed. Note: • Enter characters by touching corresponding keyboard characters. • To erase characters, right to left, press Backspace. To erase an entire entry, press Delete All. • To select a single upper case letter or symbol, press the Shift button. To select multiple upper case

letters or symbols, press the Shift Lock button.

5. Press the OK button.

6. Repeat, if necessary.

7. Confirm the displayed information, then press the OK button.

GlobalScan Soft Keyboard

Note: GlobalScan’s soft keyboard will reflect the localization selected in the firmware, i.e., display the character set of a selected language. See “Localization,” next section, for details.


16

MMuullttiiffuunnccttiioonnaall DDeevviiccee CCoonnffiigguurraattiioonn CCoonntt’’dd

Localization GlobalScan, which has been translated into five languages, displays all supported language characters on the MFD, specifically: § English (UK) § French § German

§ Italian § Spanish1

The displayed MFD language is determined by two factors, (1) compiled version of GlobalScan firmware, and (2) the installed language pack, and subsequent language selection. Note: GlobalScan’s soft keyboard will reflect the localization selected in the firmware, i.e., display the special character set of the selected language.

Compiled Version To see the version of GlobalScan that is currently installed on the MFD, go to the GlobalScan Configuration screen.

1. If necessary, turn the MFD on. 2. Press the Scanner2 key (once or twice).

Note: If you are currently logged in, press the Logout button.

3. Press and hold the Clear/Stop key for more than 5 seconds, then release. The

GlobalScan Configuration screen appears. The bottom left-hand corner of the display will indicate the version and build date.

Installed Language Pack Each MFD can be configured to allow the user to toggle between one of two languages, i.e., two languages can be installed and the user selects one of the two. For example, if you select Spanish within the system firmware, Spanish will display with on MFD’s GlobalScan screens3.

1 MFDs running GlobalScan Ver. 1.5 firmware are not localized for Spanish. 2 A control panel key other than the Scanner key may access GlobalScan. Please refer to the GlobalScan

firmware Release Notes to learn more. 3 Please refer to your MFD Operating Instructions for details on setting the system’s display language.

Version and build date


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GGlloobbaallSSccaann AAddmmiinn SSeerrvveerr CCoonnffiigguurraattiioonn This section provides the System Administrator with the GlobalScan Server configuration instructions needed to recognize the MFD connected to the network. Step 1: Launch GlobalScan Admin Module

1. Open a Web browser.

2. Enter the GlobalScan Server IP address or computer name, for example…

.

3. Press the Enter (or click Go) key.

4. The GlobalScan Home Page appears…

Note: If an Admin Password has been established, the screen below displays. Enter your password (case sensitive) and click the Login button. Following login, the GlobalScan home page appears.

http://IP address/gs


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Step 2: Add/Edit a Profile A profile defines all parameters for an MFD running GlobalScan, such as the profile name, attachment files size limit, session timeouts, scan settings, authentication settings, etc. Within a profile, you configure one or more projects, a collection of Services that are available to the MFD user, e.g., Email, Scan To Folder, Fax Document, etc. Note:

• Multiple profiles can be created within GlobalScan, though just one “Default Profile” is selected for a given MFD.

• At least one project must be created in the profile, otherwise the MFD will display an error. • Profiles are designed to handle all Ver. 1.5 and Ver. 2.0 firmware, as well as all released Services (Plug-

ins/Framework). • Projects defined under a profile are only for MFDs running Ver. 2.0 firmware.

To view existing profiles, or add a new profile, proceed as follows… 1. Click the Manage Profiles menu link or the Profiles and Projects for MFD Groups

shortcut.

Main Profile Screen

This symbol indicates that there is no project defined for this profile

Note that the Default Profile cannot be deleted, thus the absence of a Delete button


19

Add/Edit a Profile Cont’d 2. Click the Add New Profile* button, or if editing an existing profile, click on the Profile

Name. In the following example, an existing profile is selected by clicking on the profile name. Display reads, for example…

* Note: If you select the “Add New Profile” button, you must enter the required information and click Update before selecting another tab, e.g., Scan To Folder, otherwise an error message displays.

From the Profile Configuration screen, you can click on the following tabs:

Tab

Function

General Enter/edit profile name, session time outs, etc.

EMail Enter/edit server name, e-mail lookup settings, etc.

Scan To Folder Enter/edit folder path, description, etc.

Project Enter/edit project name, Services, authentication, etc.

Services Configure optional Plug-ins that are defined on the profile level, e.g., RightFax and OCR.

Profile Tabs

Profile Configuration Screen

The new profile configuration screen inherits the field values from the Default Profile, though these values can be overwritten as needed


20

Add/Edit a Profile Cont’d Each of the following tabs, General (circled), Email, Scan To Folder, etc., opens a screen for entry of attributes that control the GlobalScan Server’s interaction with the MFD. Begin by entering/editing fields in the General tab.

General Tab

A

C

D

E

B

Press Cancel on any screen to return to the Manage Profiles (main) screen. Unsaved edits will be lost (you won’t be prompted to save changes). If you wish to save changes, you must click Update.


21

General Tab > General Information

A. General Information

An asterisk ( * ) denotes a required field. Proceed with entry of the General tab settings, as follows: • Profile ID – This Profile ID is system-assigned, thus it is a read-only field that

cannot be changed.

• Profile Name (required) – Enter/edit the name of the machine’s profile (maximum length is 64 characters). This name will appear in the list of profiles on the Manage Profiles main screen. Note that the header dynamically reflects keystrokes.

• Document Name with Timestamp Suffix – Select on or off. Unchecked (off) by

default. If checked (on), a timestamp is appended to the scanned image’s file name, e.g., doc name_yyyymmddhhmmss. If the user has not entered a document name via the MFD (i.e., GlobalScan’s e-mail screen), the timestamp is applied as the document name.

• Attachment File Size Limit (MB) (required) – Enter a maximum file size for an

attachment to e-mail.

Note: The default setting is zero (0), which means there is no attachment file size limit.

Important: If you scan a multi-page document as e-mail, and the file exceeds the Attachment File Size Limit, for example, the limit is set for 5MB, and the scanned document is 8MB, the recipient will receive two separate e-mails. The first message will contain a file with a 5MB (approx.) attachment. The second one will contain a file with a 3MB (approx.) attachment. Note: If you Scan to Folder only, or DMS only, the file will not be split. However, if you scan to email in conjunction with Scan to Folder or DMS, the file will be split.


22

General Tab > General Information Cont’d

• Machine Reset Time (Seconds) (required) – Enter the reset time (max. 600 seconds). By default, logout is automatic if the MFD is idle for 60 seconds, i.e., no buttons on the MFD are pressed.

Note: The Machine Reset Time cannot be less than the Keep-alive Timer.

• Keep-alive Timer (required) – Enter the time in which the session remains open

(max. 585 seconds). This number will define the time interval at which the MFDs will contact the server with a request to keep the server session alive. The Keep-alive Timer must be at least 15 seconds less than the Machine Reset Time. Since Machine Reset Time can range from 60 to 600 seconds, the Keep-alive Timer has a valid range from 45 to 585 seconds (default: 45 seconds).

B. Default Scan Settings

The GlobalScan user can override resolution, scan type (color/mono), batch scan, duplex, original orientation and file format defaults by selecting another setting on the MFD control panel. The default value is restored after the user logs out (or after MFD timeout).

• Default Scan Resolution - From this drop-down, select 200-, 300- or 400-dpi as the default scan resolution for the machine profile. For example, MFD users in the advertising department may require a higher resolution than those in another department.

Scan Mode Resolution Scan Size Scan Type* Image Density Default 200 dpi Auto Detect B&W or Color Auto Density Fine 300 dpi Auto Detect B&W or Color Auto Density Super Fine 400 dpi Auto Detect B&W or Color Auto Density

* Color is supported on select MFDs. • Default Color Enabled – Select on or off. When checked (on), all documents

scanned on a color MFD are uploaded in color. If this box is unchecked (off), documents are uploaded in black & white.

Default Scan Settings can be overridden on the project level


23

General Tab > Default Scan Settings Cont’d

• Default Batch Scan – Select on or off. Unchecked (off) is the default. If checked (on) the user can scan a large multi-page document in batches and transmit as one file.

• Duplex – Select on or off. Unchecked (off) is the default. However, if selected on,

scanned documents are typically two sided and you want the pages to be scanned in duplex mode, by default, then select the text orientation, either Top to Top or Top to Bottom, from this drop-down.

Ø Top to Top, as in pages of a book (default setting).

Ø Top to Bottom, as in legal documents that are bound at the top.

• Original Orientation defines how documents are to be placed on the MFD’s document feeder, either Standard or 90° Orientation, thus ensuring proper rotation when viewed on a PC. Click (highlight) the desired setting. In the example below, standard orientation has been selected.

Standard 90°

Portrait Landscape

90° Orientation

Standard Orientation


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General Tab > Default Novell Connectivity Settings

C. Default Novell Connectivity Settings (if applies to your configuration)

• Default Novell Tree – If your company is using Novell authentication, enter the Novell Tree here, otherwise leave blank. If a Novell Tree is applied to a specific profile, this will allow connection of different MFDs to different Novell Trees. If entered, this data will automatically populate the corresponding field on the MFD’s login screen as well.

• Default Novell Context – If your company is using Novell authentication, enter

the Novell Context, otherwise leave blank. If the Novell Context is applied to a specific profile, this will allow the connection of different MFDs to different Novell Contexts. If entered, this data will automatically populate the corresponding field on the MFD’s login screen as well.

D. Default LDAP Connectivity Settings (if applies to your configuration)

If your company is using LDAP authentication, enter the appropriate LDAP settings here. • LDAP Server – If not already entered, enter LDAP Server IP address or name

here. Important: If using LDAPS, enter DNS name of the LDAPS Server or the IP address.

• LDAP Port – If not already entered, enter here (default: 389). Important: If

using LDAPS, enter 636 as the default port number. • LDAP Base DN – If not already entered, enter Base Distinguished Name.

Default LDAP settings can be set on a profile level (here), but over-ridden on a project basis, if necessary


25

General Tab > Default LDAP Connectivity Settings Cont’d

• User Attribute Name for Logon - There are three choices.

1. Active Directory

2. Netscape Directory Server/Sun IPlanet

3. Custom -- All other LDAP servers fall into this category, e.g. Lotus Notes.

Fill in the search attribute in (xxx=û) format, where xxx can be any attribute that is most unique for the LDAP server. For example, (cn=û) or (uid=û).

• LDAP Proxy User DN – Enter Proxy User DN.

• LDAP Proxy User Password – Enter Proxy User Password.

• Re-enter to confirm Password – Re-enter to confirm the password.

• To change a previously established password, click Change Password. Enter required fields and click Change.

E. Update or Cancel

Select Update to save settings, Cancel to return to Manage Profiles main screen without saving. IMPORTANT: After pressing Update, you must reboot the MFD in order to apply any new or revised profile settings to the device.


26

Email Tab GlobalScan supports four different mail delivery systems… 1. SMTP 2. Microsoft (MS) Exchange 3. Lotus Notes 4. SMTP-AUTH

This means that Profile A can utilize, for example, an SMTP server, while Profile B utilizes Lotus as the mail system. Which one GlobalScan uses depends on which mail system is configured within the profile. To open the Email Configuration Screen, click the Email tab. Display reads…

A

B

C

D

E

“Email Lookup Settings” only appear if “Show Address Search” or “Enable Email Send Receipt” check boxes are checked

“Default Email Domain” only appears if “Allow Manual Entry of Addresses” is checked. Note: The “@” symbol is automatically appended, thus need not be entered.

Email Configuration Screen


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Email Tab > Email System Cont’d

A. Email – • Mail System: From this drop-down, select

one of the options shown at right…

Ø SMTP If SMTP is selected as your mail system, you must enter the Email Server Name (Server IP address) and Default Sender Email Address (the e-mail address to be used if the logon user’s e-mail address can’t be retrieved during the logon process).

Ø MS Exchange This is a read-only field. MS Exchange settings are defined on the System Parameters screen, and then displayed here (see Step 4: Enter/Edit System Parameters). Note: If MS Exchange is selected as the Mail System, the user that configured Outlook 2000 must have local admin rights. Important: Please refer to Appendix C: Change Job Monitor/Data Service Property for instructions on changing the Job Monitor Property. When using Microsoft Exchange, the CDO.dll (Collaborative Data Objects) file must also be present on the GlobalScan Server (see Appendix F: CDO.dll Installation Procedure for details).

Ø Lotus Notes

This is a read-only field. Lotus Notes settings are defined on the System Parameters screen, and then displayed here (see Step 4: Enter/Edit System Parameters). If selected, the administrator needs to fill in the Lotus Password in the System Parameter page.


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Email Tab > Email Settings Cont’d

Ø SMTP-AUTH If SMTP-AUTH is selected as your mail system, you must enter the following: 1. Email Server Name (Server IP address). Note: The SMTP port is set to

25, which cannot be changed. 2. Default Sender Email Address (the e-mail address to be used if the

logon user’s e-mail address can’t be retrieved during the logon process). 3. SMTP-AUTH Login Type (drop-down)

• SMTP-AUTH Proxy user login – Users will be authenticated using proxy information provided in the Proxy User ID and Password fields. Enter as needed.

• Shared credentials (SMTP-AUTH login sync) – If running additional Services, users will be authenticated using their credentials, but their IDs and passwords are expected to be the same as other Services that are to be selected.

Important: If your SMTP-AUTH Login Type is shared with, for example, NT authentication, you then see e-mail as an available Service to add to a project. If you choose a project using Novell authentication, you will not see e-mail as an available Service.


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B. Email Options

Note: All options listed below are supported by GlobalScan Ver. 2.0 MFD firmware only, with the exception of “Show Address Search” and “Enable Email Send Receipt,” which are supported by both Ver. 1.5 and Ver. 2.0.

• Set Default Email Body Text – Click this

button if you wish to enter a message to append to each outgoing e-mail message. Then click Update (or Close to exit without saving). If no text is entered, the GlobalScan V2.0 Server automatically appends “GlobalScan document.”

Note: You can change the default body text to any displayed language, e.g., French, by entering text in the corresponding field. However, the GlobalScan Server and MFD must be running Ver. 2.0 software and firmware, respectively. If the GlobalScan Server is running Ver. 2.0 software and the MFD’s firmware is Ver. 1.5, or vice versa, the default e-mail body text will be hard coded as “GlobalScan document sent from (login ID will appear, if applicable),” i.e., no other language is supported.

• Check Boxes

R Show Cc1 – Enable or disable Cc (Carbon/Courtesy Copy). If enabled, the

user can enter/select (on the MFD touch screen) e-mail addresses that are to receive a copy of the e-mail message.

R Show Bcc1 – Enable or disable Bcc (Blind Carbon/Courtesy Copy). If

enabled, the user can enter/select (on the MFD touch screen) e -mail addresses that are to receive a blind carbon/courtesy copy of the e-mail message.

R Show Reply To1 – Enable or disable Reply To. If enabled, the user can

enter/select (on the MFD touch screen) an e -mail address that is to receive a reply message from the recipient(s). This means that if a recipient clicks “Reply (to Sender),” the return message is automatically directed to this address, not the originating e-mail address. This feature is useful if, for example, mail is sent via Lotus Notes or MS Exchange systems that automa-tically identify all mail as coming from the individual who configured the client (inbox). By entering a Reply To address at the time of transmission, any response is automatically sent to the actual sender or perhaps a third party.

1 Note: If disabled (unchecked) the Cc, Bcc, Reply To tabs on the MFD’s display will be grayed out, thus no e-mail address entries can be made.


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• Check Boxes Cont’d

R Show Address Search – If enabled, the user can search for e-mail addresses on the Global Address Book of the LDAP Directory Server (additional settings appear, as shown in the next section, C: Email Lookup Settings. If disabled, the user can only enter addresses manually via the soft keyboard, provided the “Allow Manual Entry of Addresses” check box is selected. If Show Address Search is deselected and Allow Manual Entry of Addresses is selected, the Cc, Bcc and Reply To addresses can be entered manually from the soft keyboard.

R Enable Email Send Receipt – This check box appears if “Show Address

Search” check box (shown above) is enabled. Enable or disable as required. Checked (on) by default, this enables the Scan to Me function whereby the logon user’s e-mail address is added to the mail recipient list, provided that the e-mail address can be retrieved. If so, e-mails sent via GlobalScan will also be delivered to the logon user’s e-mail address.

Note: If “Enable Email Send Receipt” is checked (on) and both “Allow Manual Entry” and “Show Address Search” are unchecked, the user will only be able to e-mail to himself/ herself.

R Allow Manual Entry of Addresses – Select on or off. If unchecked (off), the

user cannot enter an e -mail address via the soft keyboard. So, if you wish to limit e-mail communication to addresses stored in the Global Address Book, uncheck “Allow Manual Entry of Addresses” check box and enable “Allow Address Search.”

• Default Email Domain – If the “Allow Manual Entry of Addresses” check box is

enabled (on), define the default e-mail domain so the user only needs to type, for example, “jsmith” via the soft keyboard. The domain, “xyzcorp.com” will be automatically appended. The result: [email protected].

Note: An e-mail domain makes it easier for a user to send mail to destinations within the identified domain, though the user can manually enter a different domain, if necessary.

C. Email Lookup Settings – This section appears if “Show Address Search” check

box has been selected. • LDAP Server (required) – If not already entered, enter LDAP Server IP address

or name here. Important: If using LDAPS, enter DNS name of your LDAPS Server or the IP address.

• Port Number (required) – If not already entered, enter Port Number here (de-fault: 389). Important: If using LDAPS, enter 636 as the default port number.

• Base DN – If not already entered, enter Base Distinquished Name.


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Email Tab > Email Lookup Settings Cont’d

• LDAP Security – From this drop-down menu, select Anonymous or Proxy User Login (default) based on server type.

LDAP Security Server Type

Anonymous Login

Proxy User Login

Active Directory X X1 Exchange 5.5 X X1 Lotus Notes 5 / 6.52 X X Custom X X

1 Default. 2 If Lotus Notes is selected, enter User DN and Password. By default, the password is the user’s Internet Password.

Important: GlobalScan Ver. 2.0 also supports LDAPS, thus utilizes 128-bit SSL (Secure Sockets Layer) encryption to protect the exchange of data between the GlobalScan Server and LDAP Directory Server. The Directory Server must also support LDAPS, otherwise address lookup through LDAPS is not supported.

• User DN * (required) – If not already entered, enter User DN.

• Password – If necessary, enter Password.

• Re-enter to confirm password – If necessary, re-enter Password to confirm.

• Sender Email Lookup (required) – Click the drop-down. Display reads:

1. Active Directory 2. Exchange 5.5/Netscape Directory Server/Sun Iplanet 3. Custom – All other LDAP servers fall into this category, e.g. Lotus Notes. If

chosen, display reads:


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Email Tab > Send Email Lookup Cont’d

C. Email Lookup Settings Cont’d

• Sender Email Lookup Cont’d Fill in the search attribute in (xxx=û) format, where xxx can be any attribute that is most unique for the LDAP server. For example, (cn=û) or (uid=û).

D. Advanced Information button.

• Recipient Email Lookup (required) – Enter format to look up user e-mail

addresses in LDAP. (cn=*^s*) Underscore portion is customizable for your display. For example, (givenname=^s*) or (dept=*^s).

Examples: 1. If format cn=*^s* is used, a search for “les” locates:

n charles smith n lester frank n lorraine lester n steven morales In this example, “les” can appear anywhere within the address.

2. If format cn=^s* is used, a search for “les” locates:

n lester frank n Lester, lorraine In this example, only addresses that start with “les” are located.

3. If format cn=*^s is used, a search for “les” returns:

n Smith, charles n steven morales In this example, only addresses that end with “les” are located.

• Address Lookup Display Format (required) – Enter display format for MFD. For

example, “<cn>” or “<sn>, <givenname>”.

E. Update / Cancel Select Update to save settings, Cancel to return to Manage Profiles main screen without saving.


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Scan To Folder Tab GlobalScan supports two types of scan operations related to storing documents to folders. The user can perform one or both of the following operations…

1. …scan to his/her Home Folder (called “Scan To Home”)

If NT or LDAP (with Active Directory) authentication is selected, the logon user can perform Scan To Home functions, i.e., scan directly to his/her home directory.

2. …select a predefined Public Folder (called “Scan To Folder”) Enter the folder Path and Description (via the Scan To Folder screen shown below). Note that for network shared folders, additional procedures are required. Please refer to Appendix C: Change Job Monitor/Data Service Property for details.

To enable these functions, proceed as follows:

1. Click the Scan To Folder tab.

Display reads…

2. For Scan to Home, select the Allow To Scan To Home Directory If Known check box. This allows the logon user to select his/her home directory as a target to deposit scanned documents. This directory, for example, “Jsmith – Home,” will automatically appear on the MFD’s touch screen.

Note: Scan to Home operates in Microsoft environments only. Also, navigation (browsing) to a sub-folder is not supported.

For Scan To Folder, enter the folder path (required), which can be a UNC (e.g., \\computername\foldername) or local path (e.g., E:\Temp), then enter the description (required). The description appears to the user when the folder list is displayed on the MFD’s touch screen. Note: The maximum path entry length is 70 characters. The maximum description entry length is 30 characters.


34

Note: Users can scan to one or more public folders, regardless of whether authentication is on or off. So, unlike Scan to Home, Scan to Folder is not dependent upon logon credentials, i.e., all MFDs that share the same profile can view/select the displayed folder(s). As noted, in order to scan to network shared folders, additional procedures are required. Please refer to Appendix C for details.

3. Click one of the following: § Add to save Scan To Folder rights for the profile § Update if editing an existing Path and Description (or selecting/deselecting “Allow

to Scan to Home Directory”) § Cancel to undo any changes § Delete to remove an existing path (button displays to the right of an existing

Path/Description)

Scan To Folder Login (Authentication) Rules:

1. If NT, Novell or LDAP authentication is used, the file will be placed in a subfolder

based on the logon user’s credentials.

Note: The user can also authenticate against optional third party Framework, e.g., FileNET, and still scan a document to a public folder. Simply create a subfolder whose name is that of the FileNET user ID.

2. GlobalScan Job Monitor has built-in intelligence to NOT create a subfolder that is

identical in name with the Parent folder. For example, if the user “jsmith” is logged in and he/she selects the folder “c:\public\jsmith,” the system will NOT create the folder “c:\public\jsmith\jsmith.” Instead, GS Job Monitor will correctly deposit the document into the folder “c:\public\jsmith.” However, if the user “dbrown” is logged in and selects the folder “c:\public\jsmith” then the GS Job Monitor will create the folder “c:\public\jsmith\dbrown” and the scanned document will be deposited into the new folder for “dbrown.”

3. If two different users are authenticating, for instance, one authenticates as “john”

against NT under Project A, the other authenticates as “john” against FileNET under Project B, and both are scanning to a predefined folder called “c:\public,” the document will be deposited in a subfolder called “c:\public\john,” even though this folder has documents for two totally different users.


35

Projects Tab Projects provide multiple ways of grouping Services based on the specific needs of a particular group. For example, the legal department may need to scan hardcopy correspondence directly to your Document Management System for electronic archival, while the sales department regularly e-mails lengthy proposals to prospective customers. Thus, each Project button addresses unique document processing requirements. Note:

• There can be one or multiple projects per profile; the user simply scrolls through all available Project buttons from the MFD touch screen.

• If there is only one project in the profile, it will be automatically pre-selected on the MFD. • Projects are not shared between profiles. • Projects defined under a profile are for MFDs running GlobalScan Ver. 2.0 firmware. • Projects are displayed on the MFD’s touch screen in the order defined on the profile’s “Project” tab.

To open the Projects Screen, click the Projects tab.

Important: At least one Project must be created within a profile, otherwise an error message will be returned to any MFD trying to access the profile.

Projects Screen (with one project)

A

C B (1- 10)

Projects Screen (new GlobalScan installation)


36

Projects Tab > Add a New Project A. Column Headings:

• Project Name Ç – After a project has been created, it is listed under this column. Sort the list is ascending/descending order by clicking the up/down arrow. Each project name corresponds to a button on the MFD touch screen, e.g., Project 1, Project 2, etc. (max. 25 characters), as shown below. Though project names can be the same, it is not practical or recommended.

• Project ID – The Project ID is system-assigned, thus is a read-only field that cannot be changed.

Note: Clicking on the Project Name or Project ID will open the Project Configuration screen (see B. Add a New Project, to follow).

• Display Order – This numeric value identifies the order in which the Project

buttons are to appear on the MFD’s touch screen. For instance, the Service users access most often would be assigned a Display Order of 1 for instance, thus that Project button would appear on the far left-hand side of the MFD’s touch screen, as the “Project 1” button in the illustration shown above.

Note: The numeric value of multiple Services can be repeated, e.g., they can all be “1.” In this case, the actual display priority will be random.

• Delete – Click the button to delete the adjacent project, permanently removing the project and related settings from the GlobalScan Server. Note: If all projects are deleted, the MFDs will return an error that no projects are defined for the profile.

Project buttons (max. 6 per screen).

Scroll up/down to view/select a Project button


37

Projects Tab > Add a New Project B. Add a New Project – Click this button to create a new project.

Note: Projects inherit values from the profile, but if a profile is updated, those changes will not be automatically applied to the existing project. Any new project, however, will reflect those new settings.

Display reads…

Add New Project Settings 1. Project ID – The Project ID is system-assigned, thus a read-only field that cannot

be changed. 2. Project Name – Enter the name of the project (up to 25 characters). This entry

appears on the Project button, which is displayed to the MFD user. For instance, use an abbreviation like “R&D,” or the more descriptive “Research and Development.” Whatever makes it easiest for the users.

1 2

3

5 6

8

9

4

10

Default Scan Settings set here will override those set on the Profile Configuration screen

MFD Authentication is set on the project level and each project can only have a primary authenti-cation method set

Project Configuration Screen

7


38

Projects Tab > Default Scan Settings 3. Default Scan Settings – Default settings displayed here are values selected on

the General tab. Note that Default Scan Resolution, Default Color Enable and Default Batch Scan are defined on the project level, thus can override settings made on the General tab. Once a project is saved, changes to the scan settings on the Profile’s General tab will not be reflected on the project. For details on each setting, please see General Tab > Default Scan Settings.

4. MFD Authentication (Default: None) - If applicable, select NT, Novell or LDAP

authentication from the drop-down menu. If selected, the appropriate authentication grants or denies MFD user access to GlobalScan functions. Also note that LDAP and Novell settings established on the profile level can be overridden here, on the project level. Note: All Category 3 Services designed around the GlobalScan Ver. 1.5 and 2.0 SDK that require authentication (i.e., have a login ASP page) will also display.

• None: If selected, the login screen does not appear on the MFD, i.e., User

Name and Password are not required. If one project is created, the GlobalScan main screen automatically appears (see Fig. 1.7). When two or more projects are configured within a profile, the MFD screen displays corresponding Project buttons (Fig. 1.6). Project A may not require login, while login is required under Project B (see Fig. 1.8).

Fig. 1.6

Login Not Required Login Required Fig. 1.7

Fig. 1.8


39

Projects Tab > MFD Authentication Cont’d

• Novell Login Screen:

• NT * Login Screen:

• LDAP* Login Screen:

* Note: If NT or LDAP (with Active Directory) is selected, the logon user can perform Scan To Home functions, i.e., scan directly to his/her home directory through the Folder List button. For details, see Scan to Folder Tab.

Following successful login (authentication), the MFD displays a Logout button.

Tree and Context fields will auto-matically populate if this information is entered in the machine’s profile

Note that any login screen may appear with additional fields based on each login Service

If Active Directory is acting as the LDAP server, an addi-tional field called “Domain” will display


40

Projects Tab > Service Settings / Information Note that the appearance of the screen below will vary based on system configuration, specifically, available Services are based on the authentication method selected in the MFD Authenication field. 5. Show Only Selected Services – Any Service that is deselected (unchecked), will

not appear if this check box is selected. Default setting is off, thus all Services are displayed.

Note: Services that are unchecked will not appear as a tab on MFD’s GlobalScan screen.

6. Services Headings:

- Service Name: Lists the Services available for the project. - Display Sequence: The order in which the Services tabs should appear on

the MFD display. This field is required and is numeric. Gaps in numbering are allowed, as are duplicate numbers. The smaller the number, the higher the priority. In the example below, the Display Sequence is Email > Scan To Folder > Fax, etc.

5

6 7

8

9

10

Job Log and Scan Settings (grayed-out check boxes) indicate these Services are always available, i.e., (displayed on the MFD). They cannot be de-selected.

Post-Render Services, such as Livelink, FileNET, etc. bind with settings made under MFD Authentication enabling login synchronization. See section titled: Manage Services.

Services Tabs


41

Projects Tab > Service Settings / Information

6. Services Headings Cont’d

- Required: This check box indicates whether or not the user must complete an operation, in addition to any other Service, before the Scan button is enabled.

7. GlobalScan Default Services R Job Log - Always included in the project. Default value is 99, placing it last in

the display sequence. R Scan Settings - Always included in the project. Default value is 98, placing it

next to last in the display sequence. R Scan To Folder – A standard GlobalScan feature that can be turned on/off. If

enabled (on), enter a display sequence number, e.g., 2.

Note: If the required check box is selected, the user must complete a Scan To Folder operation, i.e., select one or more destination folders, before for the Scan button is enabled.

R Email – A standard GlobalScan feature that can be turned on/off. If enabled

(on), enter a Display Sequence number, e.g., 1. Note: If the required check box is selected, the user must complete an Email operation, i.e., select one or more e-mail destinations, before for the Scan button is enabled.

8. Pre-Render - Data is delivered to the GlobalScan Server in raw image format. R Fax Document – This check box will only appear if the optional RightFax Plug-

in is installed.


42

Projects Tab > Service Settings / Information 9. Render – Data is converted to a pre-selected file format, e.g., PDF, TXT, XLS, etc. R Active PDF (default) – A standard GlobalScan feature.

Off: On the MFD touch screen, user will have the following selections:

• JPEG • Single Page TIFF (B&W) • Multi Page TIFF (B&W)

On: On the MFD touch screen, user will have the following selections:

• PDF (B&W) • Single Page TIFF (B&W) • Multi Page TIFF (B&W) • JPEG (Color) • PDF (Color)

R OCR – This check box will only appear if the optional OCR Plug-in is installed.

If installed, the user will have the following selections:

• TIFF/JPEG • Single Page TIFF/JPEG • Excel • PDF

• PDF ImageText • PDF Text • RTF

Note: If neither Active PDF or OCR are checked, the image is rendered in native file format.

10. Post-Render – File is sent to specified folder(s) within, e.g., local or network folder, or back-end Document Management System. Services will only appear if one or more Framework are installed.

Note: If the Post-Render Framework does not require its own logon method, the Service always appears here. If the Post-Render Framework does require its own logon method, whether or not it is displayed will be dependent upon how the Service is synced with the MFD’s primary authentication method. For example, if FileNET is in sync with an MFD using NT authentication, FileNET will show on this screen. For details, please refer to Step 5: Manage Services. Whether the login Service is required or not does not apply just to the Post-Render Services; the same rule applies to Pre-Render and Render Services.

Sample Framework available to Application Developers include:

R Documentum R FileNET R Hummingbird

R Interwoven R Livelink R Stellent

C. Update / Close – Click Update to save settings. Click Cancel to exit without saving.

Please see Appendix B for details on available GlobalScan Frameworks


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Services Tab The Services tab displayed below shows GlobalScan Services that are configurable on the profile level, e.g., RightFax and OCR. The Configure button opens a Services Configuration Page that allows entry of required parameters. Note: System-wide Services can be configured through the Manage Services screen (see Step 5: Manage Services, if necessary).

To open the Services Configuration Screen, click the Services tab. A. Pre-Render - If the optional RightFax Plug-in is installed, it is possible to fax

documents (via the RightFax Server) from the MFD control panel. The GlobalScan System Administrator can enter/edit RightFax settings for each profile, so that GlobalScan can connect to different RightFax Servers, if desired, i.e., one RightFax Server can be identified for use with the MFD in the marketing department and another for the shipping department, etc.

Note: The RightFax settings are established on the profile level only and cannot be overridden on the project level.

To establish profile server settings for RightFax, proceed as follows:

1. Click Configure

Display reads…

A

B

C

Services Configuration Screen

GlobalScan Version indicates GlobalScan SKD version used to build the Service

“About” button opens a screen that provides a description, author, internal Service version and copyright version

D


44

Services Tab Cont’d

A. Pre-Render Cont’d

2. Enter the following:

• RightFax Server IP (required) - Enter Server IP address. • RightFax Proxy User ID (required) – Enter Proxy User ID.

Note: Do not integrate this Proxy User with Windows ® NT security. Also, this Proxy User needs RightFax administration privileges. The asterisk (*) indicates that the setting is required.

• RightFax Proxy Password: If applicable, enter Proxy Password.

• Re-Enter Password: Re-enter Proxy Password to confirm.

3. Click Update.

B. Render - ActivePDF is the standard default format for GlobalScan and is

configured on the profile level.

To configure ActivePDF, proceed as follows:

1. Click Configure.

Display reads…


45


B. Render (ActivePDF) Cont’d

• Default Color File Format: Choose from JPEG (default) or PDF. • Default Mono File Format: Choose from TIFF, Single Page TIFF (default), and

PDF. • Default PDF File Format For GlobalScan 1.5: This check box is selected (on)

by default, thus all images uploaded from an MFD with GlobalScan Ver. 1.5 firmware will be in PDF format, regardless of whether the image is color or black-and-white.

Note: The user can override the default file format from the “Scan Settings” tab on the MFD’s touch screen.

If the optional OCR Plug-in is installed, OCR will appear in the Render dropdown menu. This enables uploading of scanned documents in a variety of different file formats.

To configure OCR, proceed as follows: 1. Click Configure button.

2. Enter the following:

• OCR Format Root Folder: To process the file, enter the OCR Format Root Folder for the OCR engine.

• Default File Format: Select the radio button of the desired Default File

Format. • Auto Orientation: If selected, the OCR engine will attempt to automatically

determine whether or not roation is required.

The Default File Format radio buttons correspond to subfolders created in the Root Directory. The names of the subfolders must match the file extensions and OCR configuration. To add/edit file formats, refer to GlobalScan Server Software Installation Guide, Install OCR Plug-in.


46


B. Render (OCR) Cont’d

• OCR Default Language: Click this drop-down to select another language.

Note: The GlobalScan user can override the default language setting by selecting another language setting on the MFD “Scan Settings” screen. The default value (chosen above) is restored after the user logs out (or after MFD timeout). Also note that the OCR default language is only supported by MFDs with GlobalScan Ver. 2.0 firmware.

• OCR Heartbeat Folder: Enter the path that links GlobalScan to the OCR

engine heartbeat folder. This path must match the heartbeat folder path on the OCR engine (File Conversion Program screen shown on next page).

• OCR Heatbeat Interval (minutes): This setting informs GlobalScan how

often to check for the lastest time stamp (of the heartbeat file) created by the OCR engine.

What is a Heartbeat? A heartbeat is a file named “heartbeat.dat” located in the OCR heartbeat folder generated by the OCR engine (File Conversion Program) that GlobalScan’s Job Monitor Service examines in order to determine whether or not OCR is up and running. If GlobalScan does not see the updated time stamp of the “heartbeat.dat” file, at the specified interval, an error condition occurs, telling the administrator that OCR is not operational. Note: The heartbeat interval set within the profile (above screen) should be greater (e.g., 10 minutes) than the heartbeat interval set within the OCR File Conversion screen (e.g., 5 minutes), screen on next page.


47


B. Render (OCR) Cont’d

OCR Engine (File Conversion Program)

C. Post-Render – Read-only inforrmation regarding optional third-party Framework

(document/content management systems) is displayed. Framework is configured on the system level, and accessed through the Manage Services menu link. For details, p lease refer to Step 5: Manage Services, if applicable.

3. Click Update to store OCR settings or, to undo changes, click Cancel.

Important: In order to fulfill specific business application needs, an Application Developer can write their own Pre-Render, Render or Post-Render Service based on the GlobalScan SDK Toolkit. For example, a third-party can write another OCR application, the name of which would appear under the “Render” heading.

The path entered on the OCR server must point to the same folder (either local or network shared) as that entered in the profile Services tab. For instructions on configuring the OCR engine, please refer to Appendix E.

The OCR engine heartbeat interval must be less than the profile’s heartbeat interval


48

Select / Change the Default Profile When a user searches the Global Address Book for an e -mail address, the multifunctional device captures and displays LDAP server information (e-mail address/es) based on the MFD profile setting. To select/change a default profile, proceed as follows: 1. If necessary, click System Parameters menu link or Server System shortcut.


2. Click Default Profile drop-down.

3. Select another Default Profile by clicking on it.

4. Click Update.

Note: If you change an MFD’s profile (via the Manage MFDs screen), you must reboot the MFD. However, if you change the default profile, as outlined above, there is no need to reboot the MFD.


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Delete a Profile To permanently remove a profile, and all associated settings, proceed as follows: 1. Click the Manage Profiles menu link or the Profiles and Products for MFD Groups

shortcut.

Note: To locate a desired profile, it is possible to sort the list by Profile Name or Profile ID. Simply click on desired column heading to toggle between ascending and descending order.

2. Click the Delete button next to the Profile Name you wish to delete.

Display reads….

3. Click OK to proceed with deletion (or Cancel to exit). Important: If there are MFDs

associated with the profile being deleted, then you will be prompted to move the machines to another profile.

4. Click the drop-down to select another profile to associate with the machine(s).

5. Click Update.


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Step 3: Enter/Edit GlobalScan V1.5 Settings (if applicable) GlobalScan V2.0 is backward compatible with MFDs running GlobalScan firmware Version 1.5. The GlobalScan V1.5 screen, shown below, is profile-independent, which means MFDs running V1.5 firmware do not access projects defined under a profile, as does V2.0. Only MFD authentication settings and Services applied here will be executed on an MFD running V1.5 firmware. To establish these settings, proceed as outlined below. Note: If all MFDs are running GlobalScan Version 2.0 firmware, please proceed to Step 4: Enter/Edit System Parameters.

1. Click GS 1.5 Settings.

Display reads…

A. MFD Authentication, if applicable, select the authentication method from the drop-down menu.

• None – The MFD user is not required to enter a user name, password, etc.

• NT and Novell – Screens appear similar to that shown

at right.

Note: Novell configuration is always available on the profile level, so MFDs running GlobalScan Ver. 1.5 firmware will use the profile’s Novell settings.

A

B

Note: All Category 3 Services designed around the GlobalScan Ver.1.5 SDK that require authentication (i.e., have login ASP page), for example, FileNET, will also display

Grayed-out settings indicate the Service is always available


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Enter/Edit GlobalScan V1.5 Settings Cont’d • LDAP Authentication – When selected,

the screen appears with additional fields. Enter as needed.

- LDAP Server (required) - LDAP Port (required) - LDAP Base DN - User Attribute For Logon (required) - LDAP Proxy User DN - LDAP Proxy User Password

Note: For an explanation of these fields, please refer to Step 2: Add/Edit a Profile > General Tab, D. Default LDAP Connectivity Settings. The asterisk (*) indicates that completing this field is required.

B. Default Services – Select those Services that apply to your system configuration. Note: Unlike GlobalScan Ver. 2.0, the display sequence of Ver. 1.5 Services is fixed, thus cannot be altered.

R E-mail – If selected, this check box allows all MFD users to perform Scan To Email.

Scan To Email is a standard feature of GlobalScan. Note : If you deselect this check box, you will no longer be able to type in a Document Name for a scan job.

R Scan Settings – Always included. R Job Log – Always included.

Email Document

Scan Settings

Date & Time

Welcome to GlobalScan

Job Log

Folder List

Please select document destination

GlobalScan Ver 1.5 Screen

Service display sequence is hard coded on Ver. 1.5 firmware, thus cannot be changed


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Enter/Edit GlobalScan V1.5 Settings Cont’d Pre-Render

R Fax Document – Select this check box if running the optional RightFax Plug-in and wish all MFD users to have access to fax functions.

Render

R ActivePDF – Select ActivePDF or OCR from drop-down. ActivePDF is standard. OCR will only appear if the optional OCR Plug-in is installed.

Post-Render R Scan To Folder – Select this check box to enable users to scan a document to a

local or network folder. Scan To Folder is a standard feature of GlobalScan. Scan To Folder will only appear if NT, Novell or LDAP is selected as the authentication method, and no optional third-party DMS is installed.

Note: An Application Developer can write their own Pre-Render, Render or Post-Render Service based on the GlobalScan SDK Toolkit, in order to fulfill specific business application needs. For example, a third-party can write another OCR application, the name of which would appear under the “Render” heading.

2. Once all settings are selected, click Update.

Important: If the GlobalScan V1.5 Settings screen has been modified, you must reboot the MFDs running V1.5 firmware in order for the machines to recognize the new settings.


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Step 4: Enter/Edit System Parameters After you have created a profile (see Step 2: Add/Edit a Profile), you can configure the GlobalScan system. Simply click the Server System shortcut or Parameters menu link on the GlobalScan home page. The System Parameters screen appears, enabling you to establish the general settings to control MFD functionality on the network.

1. Enter the following information based on your system requirements.

A. GlobalScan License Type – This field identifies the type of license under which

GlobalScan is operating, as identified on the CD key which comes with the purchase of GlobalScan, e.g., (01) Trial, Demo; (05) Permanent [Standalone]; (03) Permanent [Primary]; or (04) Permanent [Secondary].

Sample CD Key: JBVTXUI050000085

Note: Standalone refers to a single GlobalScan Server installation, while primary and secondary reflect Failover where two GlobalScan Servers are synchronized, allowing a secondary server to automatically take over should the primary server go down, maximizing uptime.

H

D

B

C

E F

G

I

J

L

A

K


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Enter/Edit System Parameters Cont’d B. Default Profile1 – Select default profile from the drop-down menu. C. Storage Folder (required) – Enter path to GlobalScan Storage Folder2. The

Storage Folder is the location GlobalScan uses to temporarily store the upload file, i.e., scanned image received from MFD.

D. Log Folder (required) – Enter path to GlobalScan Log Folder2. The Log Folder is the location GlobalScan uses to store the log data related to GlobalScan operation.

E. Verbose Mode – Select Verbose check box in order to track and log more extensive information for troubleshooting purposes. For normal operation, Verbose Mode is off (default setting).

F. Max Attempt for Job Delivery (required) – Enter the number of times the system should attempt to deliver the job.

G. Scan Interval (required) – Enter the interval at which the system should check for new jobs (1-10 minutes).

H. Auto Enable New Machines1 – Select on or off. This setting is checked (on) by default, thus all new (unregistered) machines will be automatically registered/enabled, thus the machine(s) will be capable of performing GlobalScan functions. If unchecked (off), new machines cannot use GlobalScan, unless the administrator enables the machine manually. Even though machines are disabled, they are still registered in the Manage Machines screen, so simple enable them, i.e., you don’t have to re-enter the machines’ information. Note: If more machines connect than are licensed, and this box is checked, new machines are automatically disabled.

I. Admin Password (case-sensitive) – If desired, enter an administrator password. This same password will be required the next time the GlobalScan Admin Module is opened. • Re-enter to confirm password – If applicable, re-enter admin password.

J. MS Exchange Settings (if applies to your configuration)

• Exchange Server – Enter the computer name of the Exchange Server. • Exchange Mailbox – Enter the mailbox name of the client configured in

GlobalScan. Important: When using MS Exchange, the CDO.dll (Collaborative Data Objects) file must be present on the GlobalScan Server. If necessary, see Appendix F: CDO.dll Installation Procedure for details.

K. Lotus Notes (if applies to your configuration) – If using Lotus Notes, enter your

Password by clicking the Password button. Re-enter Password to confirm.

L. Update – After verifying settings, click the Update button.

1 The GlobalScan system will automatically assign the Default Profile to all new machines, unless another profile is assigned to the machine(s).

2 Be sure that the directory is local to the GlobalScan Server.


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Step 5: Manage Services (if applicable) There are two ways to view all available GlobalScan Services, via the…

1. Services tab – The Services tab is accessed at the profile level and though all

Services are displayed, a “Configure” button is only presented for those Services that are set on the profile level, e.g., RightFax and OCR.

Note: For details, please refer to Step 2: Enter/Edit Profile > Services Tab.

2. Manage Services screen – The Manage Services screen is presented at the system

level and though all Services are displayed, a “Configure” button is only presented for those Services that are set on the system level, e.g., FileNET, Livelink, etc.

Note: Service configuration ASP pages are specific for each Service, and they are maintained by Application Developers (Ricoh or third-party). GlobalScan Admin only provides a gateway to view those Web pages.

In order to view/configure Services, the Plug-in/Framework must be purchased and installed. Please contact your sales representative. Also visit https://developersupport.ricohcorp.com. Note: For installation, administration and use of GlobalScan Plug-ins, please refer to the GlobalScan Server Software Installation Guide and GlobalScan User’s Guide. For the installation, administration and use of GlobalScan Framework, please refer to the documentation that accompanies the SDK Toolkit.

To open the Manage Services Screen, click the Manage Services menu link. Display reads, for example…

Plug-ins and Framework are not installed Plug-ins and Framework are installed

Profile-based Services are configured within the profile’s Services tab

Optional third-party Frameworks are configured here, on the system level


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Manage Services Cont’d

A. Post-Render Settings / Information:

• Name: Displays the name of the purchased Framework. • Settings: Displays a “Configure” button which opens a Framework-specific

configuration ASP page.

1. Click, for example, Livelink’s Configure button.

Display reads…

2. Enter/Edit configuration settings, as needed.

3. Click Submit.

A

The “Configure” button under Login is only displayed if the Service performs authentication

Any Plug-in/Framework that is either Pre-Render, Render or Post-Render can be configured on the profile or system level depending on how the application was written, thus a “Configure” button may appear here


57

Manage Services Cont’d

A. Post-Render Settings / Information Cont’d:

• Login: Displays a “Configure” button that enables login synchronization, allowing a single set of credentials to provide access to shared Services. Having the same login credentials across several Services will allow those Services to co-exist on the same project. Using NT/FileNET, shown in screen below, when the MFD is set to NT authentication, after user successfully logs in, he/she will also be able to access FileNET as well, because GlobalScan is validating NT and FileNET user credentials simultaneously.

Click Configure and display reads, for example…

Select the required setting(s), then click Update. Important: Indicating that user credentials are in-sync between Services does NOT guarantee that all users’ credentials are, in fact, the same; or that all the users defined in one Service must necessarily exist in another Service. When any of the check boxes are checked on this screen, it simply implies that the administrator expects users who will be using a project combining more than one authenticating method to have the same ID and password in all authenticating Services included in the project. When the user tries to log in to GlobalScan, the actual credential validation will be performed across all authenticating Services within the project. Scenario:

1. If a project authenticates to NT/Novell/LDAP, and FileNET shares

authentication with these, and the project allows for Scan To Folder, users can Scan to Home folders (if known). Additionally, authentication is explicitly checked against NT/Novell/LDAP and FileNET.

This screen lists 3 network authentication modes (NT, Novell and LDAP) and an additional Service (Livelink) that requires authentication

Login Synchronization Page


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Manage Services Cont’d A. Post-Render Settings / Information Cont’d:

Scenarios Cont’d: 2. If a project authenticates to FileNET, and FileNET shares authentication with

NT/Novell/LDAP, and the project allows for Scan To Folder, users cannot Scan to Home folders, because authentication to NT/Novell/LDAP does not occur, thus home folders are not known.

3. If user credentials of a third-party Framework, e.g., FileNET, are shared with NT/Novell/LDAP, GlobalScan will only authenticate against FileNET during the log-on process when MFD’s authentication is set against FileNET. In other words, GlobalScan will not authenticate against NT/Novell/LDAP during the log-on process.

• GlobalScan Version – This column lists the version of GlobalScan SDK used to

develop the Service. • About – The “About” button opens a screen that displays Framework-specific

information, such as Service description, author, internal Service version and copyright information.


59

Step 6: Manage MFDs The GlobalScan system has the ability to dynamically display the latest status of each MFD. For example, if you add or delete a machine, change a host name, serial number or IP address, the Manage MFDs screen refreshes, displaying the updated status (after machine reboot). When adding a machine, the System Administrator identifies the connected MFD in order to enable the system to share information with the GlobalScan Server, e.g., which profile to use, how to execute the Global Address Book search (LDAP query), etc. This is done based on the serial number of the multifunctional device. Each serial number is associated with one profile. If the MFD has been properly configured with the correct GlobalScan IP Address and DNS Server (preferred) or Domain Name Server, then the MFD will automatically be registered after the MFD is rebooted. This Auto Registration process means that you are not required to add the machine unless you have multiple profiles and wish to add a machine manually.

Machine Reboot Rules: Reboot Required Reboot Not Required

• Changes to the host name, serial number or IP address

• Adding a machine (via auto-registration)

• Manually adding a machine • Deleting a machine • Display of machine status (via the traffic

light)

Add New Machine 1. To add a machine manually, click the Manage MFDs shortcut or the menu link.


B

C

A


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Manage MFDs Cont’d

A. Machine Data - This data displays the total number of machines enabled/disabled, the total number of registered machines and the total licenses purchased. The total number of enabled machines must be equal to or less than the number specified by the license. For example, if you have a 10-machine license, the total number of enabled machines cannot exceed 10. If the total number of enabled machines exceeds the maximum allowed, an error message is displayed.

Important: Disabled machines do not contribute to the total, only the number of enabled machines, thus the total number of machines can be greater than the number specified by the license key.

B. Status* – The traffic light icon indicates the status of each MFD’s scan engine. Important: In order for the Status column to appear, the SmartDeviceMonitor for Client (Web Image Monitor) utility must be installed on the GlobalScan Server. Please see next section for additional information.

Traffic Light

Status

MFD Condition Green Normal

Paper on platen glass ADF lift up Power save

Yellow Scanner application busy Scanner resource busy

Red ADF jam ADF cover open User maintenance Service call Power off

Black Status cannot be obtained due to error or warning message or other problem, such as: n Network connection is down or has errors n Server is not configured with proper DLLs for SNMP communication n Listed IP address does not respond to SNMP requests (may not be an

MFD any longer) n Listed IP address cannot be a loopback address n IP address is blank, i.e., address was cleared or indeterminable n IP address belongs to a proxy server that is using private or anonymous

pass-through

Hint: A traffic light can be clicked to refresh just that machine’s status.


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Manage MFDs Cont’d Host Name � – The Host Name is dynamically retrieved from the MFD upon reboot. If the Host Name cannot be retrieved, the MFD serial number appears. Click the up/down arrow to sort the names in ascending or descending order. The arrow indicates the selected order. A listed Host Name cannot be edited. Note: In order to see the Host Name and Status of the MFD from the Manage MFDs screen, download the SmartDeviceMonitor for Client.exe file (on the supplied GlobalScan CD; see installation instructions in the GlobalScan Server Software Installation Guide, Appendix B). If SmartDeviceMonitor for Client is installed, the Host Name column becomes READ ONLY, otherwise this is an editable field.

Serial Number – This is the serial number of the MFD. No two machine serial numbers can be the same. A listed Serial Number cannot be edited. Click any serial number entry to launch the onboard Webtool and view real-time status and settings of a connected MFD (see next section). Profile ID – This is the name of the profile for the specific MFD. If you wish to change the profile, click the drop-down to select another profile for the MFD. Enabled – If checked (on), the MFD can connect to the GlobalScan Server, i.e., can join in GlobalScan operations. If unchecked, the MFD is disabled, thus cannot connect to the GlobalScan Server. Note: If an MFD has been disabled in the Manage MFDs screen an error message will display on the MFD’s LCD panel. IP Address – This is the IP address of the MFD. When machines connect to GlobalScan, GlobalScan tries to determine the machine’s IP address, so that when the Manage MFDs module is opened, the machine’s IP address will display. This feature accommodates machines that connect via Dynamic Host Configuration Protocol (DHCP) or are set with static IP addresses. The IP field can be edited, as needed. Important: When changing the IP address here, it does NOT change the IP address of the machine; only the IP address that the server “thinks” is the MFD’s.

C. Add Machine – Click to add data regarding a new MFD, specifically: • Serial Number • Profile ID • IP Address • Enabled (This box can remain unchecked until the MFDs are installed/ready to

communicate with the GlobalScan Server) Delete Checked – To delete one or more MFDs (and associated settings), check the box(es) to the left of the Status column, then click Delete Checked button. Update – When all displayed settings appear correctly, click Update.


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Manage MFDs Cont’d

2. Click Add Machine button at bottom of Manage MFDs screen. Display reads…

3. Enter Serial Number. 4. Select Profile ID from drop-down menu.

5. If applicable, select Enable check box.

6. Enter IP Address of the MFD.

7. Click Save button or Cancel to exit without saving.

SmartDeviceMonitor for Client (Web Image Monitor) Utility From the Manage MFDs screen, it is possible to link to the MFD’s SmartDeviceMonitor (Web Image Monitor) utility, i.e., view real-time status and settings of the device. For information on installation of SmartDeviceMonitor for Client.exe file, please refer to the GlobalScan Server Software Installation Guide, Appendix B. Note: Some features of Web Image Monitor can only be accessed if the Administrator ID (User Name) and Password is known.

1. Click Serial Number.

Note: These entries are automatically populated based on device/server settings and cannot be edited.


63

Manage MFDs Cont’d Display reads, for example…

2. Navigate the links to display information regarding the MFD, e.g., configuration settings, toner and paper levels, etc.

Edit Existing Machine Settings To edit the administrative settings associated with one or more machines, proceed as follows: A. Delete Machine(s):

1. Click check box to left of Status column (see A ). More than one check box can be selected.

2. Click Delete Checked button. Display reads: “Are you sure you want to delete this data?”

3. To confirm deletion, click OK. To exit screen without deleting, click Cancel.

B. Change Profile ID: 1. Click Profile id drop-down (see B ). 2. Click on desired Profile . 3. Click Update*.

A

D C B


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Manage MFDs Cont’d C. Edit Enable Status:

1. Click desired check box within Enable column. If checked, the MFD can connect to the GlobalScan Server, i.e., can join in GlobalScan operations. If unchecked, the MFD cannot connect to the GlobalScan Server. (see C .)

2. Click Update*.

D. Edit IP Address: 1. Click on IP Address field (see D .) 2. Edit IP address. 3. Click Update*.

* Note: An individual traffic light can be clicked to refresh just that machine’s status.


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Step 7: Manage Logs The Logs screen is made up of six different logs, categorized by function. The contents of each log is based on whether or not Verbose Mode is on or off (default). See Step 4: Enter/Edit System Parameters for details. To access GlobalScan Log Files, proceed as follows: 1. Click Manage Logs menu link or Statistics shortcut.


Log Navigation To navigate the logs, simply click on the desired tab… • Job Monitor – Tracks all transactions generated by GlobalScan Job Monitor

Service (screen shown above). • MFD – Records any activity or errors that occur when the MFD connects to the

GlobalScan Server, as shown below…


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Manage Logs Cont’d Log Navigation Cont’d: • Database – Tracks all error events generated by the Database Server, e.g., the

Database Service is in maintenance mode. • Admin – Tracks all error events during administration of GlobalScan, e.g., a profile

is deleted, as shown below… • Failover – Tracks log error events when system supports Failover, as shown

below. Also see Step 9: Manage Failover.


67

Manage Logs Cont’d Log Navigation Cont’d: • Details – The Details screen is a compilation of job data collected for monitoring/

tracking of job activity. Data collected includes: machine serial number, user name, MFD firmware version, document name, page count, resolution, mono/color, duplex settings, job ID, create date/time, Services, retry count, execute date/time. The primary purpose for this data is to have an audit trail of all jobs processed by GlobalScan. Though this data is not displayed in the Details Log screen, as the file size can be significant, it can be viewed by opening the files directly (the data is stored in XML format).

Note: Again, the data accumulated within the Details Log can be extensive, thus it is recommended that you monitor the size of the log files and archive or purge the files as needed. In order to delete any of the Details Log files, please refer to “Delete Logs,” next page.

To view data for a specific date, click the desired date within the calendar. In our example above, March 23-25 is highlighted. This indicates that log data is present. The 30th is the current date (with border). This date box is not highlighted, thus there are no log files present. Clicking this date will display a “No Data To Display” message, as shown on the next page. • To display hidden data, use the scroll bars (horizontal or vertical). • To advance forward/backward by month, click < or > on either side of the month

and year.

<< < March, 2005 > >>).

• To advance forward/backward by year, click << or >>.


68

Delete Logs To delete Log(s), select the desired tab and proceed as follows:

A. Delete Logs Up to a Selected Date:

1. Click calendar date you wish to delete up to. 2. Click Delete All Up To This Date button. All logs up to (but not including) the

selected date are erased.

B. Delete Logs Up to Present Date: 1. Click Purge All Log Files button. All logs up to (but not including) the current

date are erased. When no log files are present, the screen appears as follows…


69

Step 8: Manage Jobs The jobs that GlobalScan is currently processing are displayed here, reflecting the status. In .addition, jobs that may have failed, e.g., failure occurred while being sent to the SMTP server, the details regarding that job are displayed and categorized by job name, and include date/time created and time/date of last attempt. To display job status, proceed as follows: 1. Click Manage Jobs menu link or Statistics shortcut.


2. To view details of a particular job, click the Job Name. Display reads, for example…

3. To view Job Details screen, click the button to the right of User ID. Display reads, for example…

Click down/up arrow to sort (toggle) Time Created column in descending/ascending order


70

Manage Jobs Cont’d

4. To delete a Jobs that have reached its maximum number of attempts, as specified in System Parameters (Max Attempts for Job Delivery), proceed as follows:

Delete Only Checked Items (Jobs)

a. Click the check box next to the desired Job Name(s). Scroll up/down, if necessary.

In the example below, three jobs are checked.

Note: Jobs that are in progress will be displayed without a check box, thus cannot be deleted. Display reads, for example…

b. Click Delete Checked Items.

Display reads… c. Click OK to confirm deletion.


71

Display reads…

Delete All Jobs The “Delete All Jobs” button will delete all items in the Manage Jobs window, whether checked or unchecked. a. Click Delete All Jobs.

Display reads… b. Click OK to confirm.

Display reads…

3 of the 9 jobs were deleted - 6 jobs remain


72

Step 9: Manage Failover (if applicable) Failover is a GlobalScan Ver. 2.0 function whereby MFDs can communicate with an alternate GlobalScan Server in the event the primary GlobalScan Server goes down. Incorporating Failover ensures maximum uptime of the GlobalScan system. Failover is transparent to the user, though once implemented he/she may be required to log in again. Once the primary server is back up, and after the current user session on the secondary server is completed, GlobalScan operation resumes on the primary server. The prerequisites for successful GlobalScan Failover operation include the following:

• One permanent license has been activated on the primary server, i.e., the server is activated with an “03” CD Activation Key, e.g., JBVTXUI030000085.

• One permanent license has been activated on the secondary server, i.e., the server is activated with an “04” Activation Key, e.g., JBXDXUI040000045. Note: Servers configured with “04” (secondary) Activation Key cannot update data, with a few exceptions (explained later in this section). If needed, a secondary server can be promoted to primary server status by deactivating the “04” Activation Key and reactivating with the “03” Activation Key.

• The primary and secondary GlobalScan Servers must be configured exactly the same, including all Plug-ins and Plug-in client software, and most importantly, each server must have the exact same date and time zone settings, otherwise synchronization will not be completed correctly. The secondary GlobalScan Server will automatically update itself if the primary server’s database configuration is modified, including Plug-in settings. Note: All GlobalScan Ver. 2.0 and Ver. 1.5 Plug-ins are supported by the primary and secondary servers.

• GloblalScan Ver. 2.0 must be installed with the latest OCR Plug-in and engine (OCR file conversion program). The OCR Plug-in must be installed separately for the primary and secondary server. The OCR engine should be installed on both the primary and secondary server. If installing the OCR engine on one server, it must be on the secondary server.

Failover occurs when the MFD cannot submit a job to the primary Global-Scan Server. Four possible causes include: 1. Network or other

physical connection failure.

2. Web service is down. 3. Web service is up, but

GlobalScan Data Service is down.

4. Web service and GlobalScan Data Service are up, but primary server is in “maintenance mode.”

PrimaryServer

TCP/IP Network

SecondaryServer


73

Manage Failover Cont’d A GlobalScan Server that has been activated with an “03” (primary) Activation Key or “04” (secondary) Activation Key will display “Manage Failover” as an additional menu link on the GlobalScan Admin Module.

.

Primary Server If an MFD cannot submit a job to the primary GlobalScan Server, the system will revert to Failover mode with the secondary server processing jobs until the primary server is restored (provided the secondary server has been properly configured). Note: Logical failures to submit a job, e.g., the user enters an invalid user name/password, Plug-ins are not properly installed, or a Plug-in server goes down, will not cause Failover. To access the Failover status/configuration screen on the primary GlobalScan Server, click the Manage Failover menu link (shown above). Display reads…

A

Only GlobalScan Ver. 2.0 supports Failover

B

The Drop File Location and Drop File Creation Interval fields only appear if an IP address is entered


74

Manage Failover Cont’d A. Primary Server Status:

• Last Database Update – Ø Synchronize Now: This button will initiate a manual synchronization

(sharing of system configuration and Plug-in data) between the primary and secondary server. Important: For manual synchronization to occur, the GlobalScan Data Service Property must be configured within the Data Service Account, as outlined in Appendix D: Change Failover/Data Service Property.

• Server Status –Server Status allow the administrator to makes changes1 to the

server configuration without interfering with user activity. This field will read either “Enabled” or “Disabled” based on the status of the server, on-line or off-line, respectively.

Ø Enabled: If the Server Status reads “Enabled,” clicking the “Disable Server”

button will take the server offline. Existing jobs in the primary server will continue to process, but no new jobs will be accepted. The MFD will automatically connect to the secondary server until the primary server is back on line. After disabling the server, check the job queue. When there are no more active jobs, it is possible to make changes1 to the system, then bring the server back on line.

Ø Disabled: If the Server Status reads “Disabled,” click the “Enable Server” button to take the primary server back on line. Existing jobs on the secondary server will continue to process, but no new jobs will be accepted. The MFD will automatically connect to primary server once it’s back on line.

B. Failover Settings:

• Secondary Server IP Address – Enter the IP address or DNS name of the secondary server, whichever is appropriate for the network configuration in use. When entered, the following additional fields appear…

• Drop File2 Location (required) – Enter either the local path of your primary

server or the UNC path of the shared folder on your secondary server which will be used to store the drop file. If you’re using a shared folder on the secondary server, the Failover Service on the primary server must be run on a specific user account that has access rights to the drop file folder on the secondary server. For details, please see Appendix D: Change Failover/Data Service Property in this guide.

• Drop File Creation Interval (required) – This is how often you want a drop file to be created, in minutes, seconds, hours, days or weeks. Changes to this setting requires Failover Service restart.


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Manage Failover Cont’d Important: For system synchronization to occur automatically, the GlobalScan Failover Service Property must be configured, as outlined in Appendix D: Change Failover/Data Service Property. 1 While changes to the GlobalScan Server’s configuration can be made with jobs in queue, it is

recommended that you wait until after all jobs are completed or error-out. 2 The primary server can create the drop file based upon time (at “Drop File Creation Interval”) or on-

demand (via “Synchronize Now” button) Secondary Server When in Failover mode, all the active MFDs on the primary server will be automatically routed to the secondary server and jobs will continue to be processed by the secondary server. Note: When the secondary server receives the first MFD’s job, GlobalScan triggers an NT Event Log entry that indicates the pirmary server is off line, thus the secondary server has taken an active role.

On the secondary server, most GlobalScan Admin Module screens, e.g., System Parameters, Profiles and Projects, etc. are read-only, so no changes can be made. Manage Failover (Failover status/configuration screen), Manage Logs and Manage Jobs screens, however, can be accessed and updated. In addition, the secondary server will allow administrators to change configuration settings of GlobalScan Ver. 1.5 and Ver 2.0 Plug-ins, though this is not recommended; make changes at your own risk.

Important: Although you can change secondary server settings, the next synchroni-zation will override those changes, i.e., the secondary server reverts back to the settings of the primary server. To access the Failover status/configuration screen on the secondary GlobalScan Server, click the Manage Failover menu link. Display reads…

A

B

Additional fields only appear if an IP address is entered


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Manage Failover Cont’d Secondary Server Cont’d Important: The secondary server will not synchronize with the primary server if (1) the primary server is down, (2) there are active jobs still in the queue, or (3) any MFDs are currently connected. Thus, it is important to never update server information while jobs are in progress. This rule applies to on-demand or timer synchronization. A. Secondary Server Status Cont’d:

• Last Successful Synchronization – The date and time of the last successful

synchronization (sharing of system configuration and Plug-in data) between the primary and secondary servers.

• Last Attempted Synchronization – The date and time of the last attempted synchronization between the primary and secondary servers.

Note: If the secondary server is busy, i.e., jobs are in the queue, the server cannot complete the synchronization. The date/time stamp of that last attempt is shown here.

• Creation of Synchronization File – The date and time of the creation of a

synchronization file containing system configuration and Plug-in data.

• Synchronize Now - This button will initiate an on-demand (manual) synchroni-zation (sharing of system configuration and Plug-in data) between the secondary and primary server.

Important: For manual synchronization to occur, the GlobalScan Data Service Property must be configured within the Data Service Account, as outlined in Appendix D: Change Failover/Data Service Property.

• Override Max Attempt for Job Delivery – This value will override the setting

made on the primary server’s System Parameters screen. For example, if you encounter a configuration problem on the secondary server and jobs are stuck in the queue (i.e., you see failed jobs on the Manage Jobs screen), make the configuration changes, as needed, then increase the number to override the default, thus enabling GlobalScan to process the jobs.

Note: The default setting is zero (0), which means the value remains the same as the primary server.

• Override Verbose Mode – By checking this box, you override the setting made

in the System Parameters, e.g., you may want Verbose Mode enabled (on) when in Failover mode, but remain disabled (off) during normal GlobalScan operation. This allows for more indepth log data tracking/reporting during Failover operation.


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Manage Failover Cont’d B. Failover Settings:

• Primary Server IP Address – Enter the IP address of the primary server. When entered, the following additional fields appear…

• Primary Server’s Protocol (required) – Select the primary server’s protocol

method, HTTPS or HTTP.

• Synchronization File Pickup Location (required) – Enter either the UNC path of the shared folder on your primary server or the local folder of your secondary server, which will be used to store the drop file. If you’re using a shared folder on the primary server, the Failover Service on the secondary server must be run on a specific user account that has access rights to the job file folder on the primary server. For details, please see Appendix D: Change Failover Service Property in this guide. Note: The primary server can create the drop file based upon time (at “Drop File Creation Interval”) or on-demand (via “Synchronize Now” button).

• Synchronization Update Interval (required) – This is the interval (in minutes,

seconds, hours, days or weeks) at which the secondary server will update itself with the primary server’s system configuration and Plug-in data. Changes to this setting requires Failover Service restart.

Important: For system synchronization to occur automatically, the GlobalScan Failover Service Property must be configured, as outlined in Appendix D: Change Failover/Data Service Property.

• Primary Server Status Refresh Rate (required) – This is the interval (in

seconds) at which the secondary server checks the status of the primary server, i.e., whether the server is up, down or unknown. Changes to this setting requires Failover Service restart.

MFD Operation During Failover, the MFD has detected that the primary server is off line/down, thus will log out of the session (popup message is displayed on touch screen) and then switch over to the secondary server, but the user will need to log back in to GlobalScan.

Note: The secondary server will not allow new (unregistered) MFDs to participate in GlobalScan. The unregistered MFDs can only join GlobalScan when the primary server is back on line (or the secondary server is promoted to primary server status). For example, if you have five registered MFDs with the primary server and one or more new machines are added, the secondary server will only support Failover on the five registered machines.


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Manage Logs To view data regarding Failover operation on either the primary or secondary server, proceed as follows… 1. Click the Statistics shortcut or Manage Logs menu link to open the log. 2. Click Failover tab. Display reads, for example…

For additional information on logs, please refer to Step 7: Manage Logs

For additional information on jobs, please refer to Step 8: Manage Jobs.


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GlobalScan Configuration Checklist R The following checklist is designed to ensure that you have addressed each step in the GlobalScan configuration process. Should you need further information on a specific topic, simply click on the page number to link with the applicable section within this guide. Important: This checklist assumes that GlobalScan firmware has been properly installed in the MFD (by an authorized service technician) and that the pre-installation procedures and software installation (including Plug-ins, if applicable) have been completed. See GlobalScan Server Software Installation Guide for details.

Step Description Reference Pg.

? 1. Configure the MFD Via the MFD’s control panel, enter the GlobalScan Server IP address, communication protocol (HTTP/HTTPS), and proxy server settings.

MFD Configuration

14

? 2. Add a profile Set general information the MFD uses during scan operations (profile name, attachment file size limit, machine reset time), default scan settings, Novell and LDAP connectivity settings, etc.

Add/Edit a Profile

18

? 3. Enter/select e-mail settings within the profile

Choose one of four different mail systems and establish all email-related options, e.g., LDAP lookup settings, email body text, Cc, Bcc, Reply To settings, etc.

Email Tab 26

? 4. For Scan To Folder feature, create a public folder (local/network)

Select Scan To Home (if NT or LDAP [with Active Directory] authentication is selected) and/or Scan To Folder settings (public folder path/description).

Scan To Folder Tab

33

? 5. Create one or more projects within the profile

You must create one or more projects, i.e., identify default scan settings, primary authentication method and Services to run on the MFD, e.g., E-mail, Scan To Folder, Fax, etc.

Projects Tab 35

? 6. Configure Services on the profile level

Configuration of Plug-ins is only necessary if the RightFax and/or OCR options are installed.

Services Tab 43

? 7. If running MFDs with V1.5 firmware, enter settings

Select the authentication method and applicable default Services, etc. (Note: GlobalScan V2.0 is backward compatible with V1.5 only.)

Enter/Edit GlobalScan

V1.5 Settings

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? 8. Configure System Parameters

Enter settings such as storage and log folder paths, scan intervals, mail system, etc., via the GlobalScan Admin Module.

Enter/Edit System

Parameters

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? 9. Configure Services on the system level

This step is only necessary if an optional third-party Framework, e.g., Livelink, FileNET, etc., is installed.

Manage Services

55

? 10. Reboot MFD(s) This is necessary if GlobalScan Server or MFD configuration settings have been changed.

You are now ready to capture and distribute documents using the GlobalScan system. Please refer to the GlobalScan User’s Guide for details.


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AAppppeennddiixx


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IBM Compa t ib le

AAppppeennddiixx AA:: SSyysstteemm RReeqquuiirreemmeennttss aanndd SSppeecciiffiiccaattiioonnss The following GlobalScan Server and MFD requirements must be met prior to installation of the GlobalScan system: GlobalScan Server*: § Microsoft® Windows® 2000 Server with Service Pack 4 and IIS 5.0 installed or Windows® Server

2003, Standard Edition, with IIS 6 installed, and ASP extension and parent paths manually enabled; and all necessary security updates and patches installed Note: If Novell authentication or Scan to Novell shared folder is required, and server is running Windows Server 2003, Standard Edition, please refer to Appendix H: Novell with Windows 2003 Server for special configuration instructions § MSXML 3.0 (SP5 required)

§ ADSI 2.5 installed § Internet Explorer 6.0 or IE 6.0 with Service Pack 1

§ Intel Pentium class processor (CPU), 1GHz or faster § 1GB RAM or more (Important: If OCR is running on the same server as GlobalScan, it is

recommended that 2 gigabytes of RAM is installed) § 40GB hard drive or larger

§ 10/100 Mbps network card

§ TCP/IP network access § Access to Global Address Book via LDAP

§ E-mail capability through one or more of the following mail systems: - Lotus Notes 5 / 6.5 (Important: An additional procedure is required in order for GlobalScan to support

Lotus Notes 6.5. Please refer to Appendix G: Lotus Notes 6.5 Support for configuration instructions) - Microsoft Exchange 5.5, 2000, 2003 - Most SMTP Servers

§ CDO (Collaborative Data Objects) V1.1 (For Microsoft Exchange only, please refer to Appendix F: CDO.dll Install Procedures )

Compatible Multifunctional Devices: MFD Type* Engine Speed Memory

Black & White 22 – 45 cpm 96MB** Black & White 60 – 105 cpm 256MB Color/B&W 12 – 38 cpm 256MB

* GlobalScan firmware requires GW architecture-supported MFD with VAS installed. ** 96MB is minimal requirement for GlobalScan. 192MB or above is recommended for optimal performance.

192MB is minimal requirement when running an optional GlobalScan Framework, i.e., DMS application. Important: Please refer to the specific MFD model’s Firmware Release Notes for additional information. Compatible MFDs must be equipped with… n Network Interface Board (NIB) option n Local hard drive n TCP/IP network access

* Note:

- One GlobalScan Server can support up to 250 enabled MFDs. - GlobalScan requires a dedicated server PC. Running other applications on the server may cause

serious problems and service performance is not guaranteed.


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System Requirements and Specifications Cont’d * Note Cont’d:

- VMware / Virtual Server installation(s), e.g., Microsoft Virtual Server 2005 or VMware ESX, GSX, are NOT supported by GlobalScan.

- For complete GlobalScan Ver. 2.0 functionality, the MFD must have GlobalScan Ver. 2.0 firmware installed.

Protocols Supported / Used: § GlobalScan Server: TCP/IP; HTTP/HTTPS; LDAP/LDAPS; SMTP/SMTP-AUTH; SNMP; SSL

§ MFD: TCP/IP; HTTP/HTTPS; SNMP; SSL Authentication Methods Supported: § LDAP/LDAPS; Win NT/2000/2003 Active Directory; Novell

File Formats Supported: § Standard: TIFF (Single and Multi-page); PDF Image; JPEG (Color MFD) § Optional: XLS (Microsoft Excel); RTF (Microsoft Word); PDF Image Plus Text

Products and specifications subject to change without notice.


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AAppppeennddiixx BB:: OOppttiioonnaall PPlluugg--iinnss && FFrraammeewwoorrkk Below is an overview of optional Plug -ins and Framework available for integration with GlobalScan. Whether you are in need of document routing, storage or management of scanned documents, there is a solution to fit your needs and requirements – without changing your current workflow process. Should you need additional information about these GlobalScan options, please contact your sales representative.

Optional GlobalScan Plug-ins

Source Description

The Captaris RightFax Plug-in to GlobalScan provides an easy-to-use, easy-to-manage, reliable fax and e-mail delivery solution that seamlessly integrates with virtually all business applications across an enterprise. The RightFax Plug-in is a cost-effective, speedy, and reliable means to deliver documents. By delivering via fax, e-mail or the Internet companies are able to reduce the use of paper, postage, and time spent manually sending documents. • RightFax network faxing reduces costs, saves time and improves

productivity by enabling users to send and receive faxes directly from their desktop or e-mail application. Employees no longer walk to the fax machines and manually send a fax or wait for delivery to a fax machine.

• RightFax systems integrate with the most popular back-end applications to provide automated, real-time delivery and receipt of high-volume, business-critical documents.

RightFax helps companies reduce costs, improve user productivity and enhance internal and external communications every day. That’s why RightFax is the leading developer in enterprise fax, with over 35,000 installations across the globe and the largest share of the market at 24% (source: IDC). Today, RightFax is installed in more than 80% of the Fortune 500 companies and has won more awards than all our competitors combined.

The Ricoh OCR (File Conversion) Plug-in is available for archive scanning, OCR and PDF file conversion… all for must-keep paper documents. Ricoh’s file conversion software is designed for use with select digital copiers, providing the perfect “front end” for the GlobalScan system. Ricoh OCR File Conversion Plug-in provides several additional functions for users: § PDF Image/Text – Allows scanned documents to be delivered as PDF

text/image files from the GlobalScan Server, which are searchable. § Scan to XLS (Microsoft Excel) § Scan to RTF (Rich Text Format/Microsoft Word)


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Optional Framework* (Document Solutions)

Using the Ricoh MFD, along with GlobalScan Server software and the optional Framework to Documentum, paper-based documents can be easily scanned and delivered to the Documentum Repository. Documentum, an industry-leading Enterprise Content Management (ECM) platform, provides a universal repository capable of storing and managing multiple content types, including documents, scanned images, Web pages, XML, rich media, records, engineering drawings, and much more.

GlobalScan’s Hummingbird Framework is a secure and simple enterprise level document management tool that provides organizations with the power to control information assets. This scalable development platform creates an intuitive environment for the capture of scanned hardcopy, enabling users to better organize and share documents. Content is consolidated in a unified enterprise knowledge base (repository) for easy access and retrieval, eliminating the mounting inefficiencies caused by the inability to manage and locate business-critical documents.

Interwoven WorkSite Framework provides growing companies with a simple way to manage thousands of documents – and multiple versions of documents – over an extended period of time. Interwoven’s WorkSite solution, specifically, helps track and revise content throughout an organization, monitoring physical and electronic space constraints, and maintaining detailed records necessary to achieve regulatory compliance. Through a dynamic link with GlobalScan, Interwoven WorkSite enables enterprise-wide collaboration and access to business information. Additionally, Interwoven WorkSite is the leading software utilized in legal application environments, where reliability, flexibility and accuracy are crucial for every user and client.

FileNET’s Enterprise Content Management (ECM) Framework delivers a comprehensive set of capabilities that integrate with GlobalScan to enable organizations to automate and streamline business processes. As such, GlobalScan and FileNET can solve today’s key record management issues by approaching problems from a different angle – one that relies heavily on integrated content and process management. This approach allows for easy modification and optimization of business processes, enabling companies to address compliance issues as new regulations come into effect.

GlobalScan’s LiveLink Framework is designed to allow users to quickly and easily

introduce important paper-based documents from the MFD into LiveLink for storage and management. LiveLink, from OpenText, provides comprehensive, fully integrated collaboration and knowledge management for the global enterprise. LiveLink includes a complete set of sophisticated services, including access control, version control, compound documents, audit trails, work flows, etc.

Continued…


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Optional Framework* (Document Solutions) Cont’d

The Stellent Framework to GlobalScan allows organizations to maintain growing volumes of information from a wide variety of sources and makes this content accessible across the entire enterprise. Stellent Content Server, the core component of the Stellent Content Management System, is the main repository for the storage and management of enterprise content. This secure and scalable content repository provides Web-based management of all types of digital content. Robust conversion capabilities allow users to contribute files to the Content Server in native formats for automatic conversion to Web-ready formats, including HTML, XML, and PDF. The two technologies, GlobalScan and Stellent, combine to provide a complete end-to-end document management solution.

* GlobalScan Framework provides Application Developers (Independent Software Vendors, Systems

Integrators and Value-added Resellers (with in-house development capabilities) with sample code and resources needed to customize the GlobalScan document workflow to meet their customer’s specific Document/Content Management System requirements. For more information on GlobalScan Framework, please contact your sales representative. Also visit https://developersupport.ricohcorp.com.

Products and specifications subject to change without notice.


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AAppppeennddiixx CC:: CChhaannggee JJoobb MMoonniittoorr//DDaattaa SSeerrvviiccee PPrrooppeerrttyy In order to support scan to a network shared (public) folder, both GlobalScan Job Monitor and GlobalScan Data Service must be running as a user who has full access rights to the network shared folder. In addition, for Novell and Microsoft Exchange, the following procedures are prerequisites.

For Novell…

§ You must install Novell Client and Novell ActiveX Component in order for the GlobalScan Server to perform communication functions. Please refer to GlobalScan Server Software Installation Guide, Pre-installation Requirements, for details).

§ To scan to Novell shared network folders, you must create an account on the Novell server using the exact same user name and password as used to logon to the GlobalScan Server. Also, you must run the GlobalScan Job Monitor Service with this specific user account. Both operations are detailed below.

For Microsoft Exchange…

§ In order to use Microsoft Exchange as the mail delivery system, the user specified in GlobalScan Job Monitor Service properties MUST be the same user who is configured within the MS Exchange Mailbox on the GlobalScan Server (see Step 4: Enter/Edit System Parameters, if necessary).

To change the Job Monitor Property/Data Service Property, proceed as follows…

1. Click Start > Programs > Administrative Tools > Services.

2. Highlight then right-click GlobalScan Job Monitor Service or GlobalScan Data Service, as required.

Display reads…

3. Select Properties.


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4. Click the Log On tab.

Display reads…

5. Click This Account and then browse.

Display reads…

6. Click Look in: drop-down.


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7. Choose domain.


8. Enter the Connect as and Password fields with the account that allows you to connect to the domain.

Note: If possible, please use the domain administrative account.

9. Select the appropriate Name, as shown at right…

10. Click OK. Enter Password and Confirm password.

Display reads…

11. Click OK.


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Display reads…

12. Click OK.

Display reads…

13. Confirm settings.

14. In order to perform scan to a Novell shared network folder(s), you must repeat this process selecting the appropriate GlobalScan Data Service in step 2.


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AAppppeennddiixx DD:: CChhaannggee FFaaiilloovveerr//DDaattaa SSeerrvviiccee PPrrooppeerrttyy If the drop file location is a shared folder on the secondary server, the GlobalScan Failover Service of the primary server needs to run under a domain user that has sufficient access rights to that shared folder on the secondary server. The reverse is also true… if the pick up file location is a shared folder on the primary server, the GlobalScan Failover Service on the secondary server needs to run under a domain user that has sufficient access rights to that pick up shared folder on the primary server. To address either scenario, proceed as follows…

1. Click Start > Programs > Administrative Tools > Services.


2. Highlight, then right-click on the GlobalScan Failover Service or GlobalScan Data Service, whichever is applicable.

3. Select Properties.



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4. Click the Log On tab.

Display reads…

5. Select This Account and then browse.

Display reads…

6. Click Look in: drop-down.



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7. Choose domain.


8. Enter the Connect as and Password fields with the account credentials that allow you to connect to the domain.

Note: If possible, please use the domain administrative account.

9. Select the appropriate Name, as shown at right…

10. Click OK. Enter Password and Confirm password.

Display reads…

11. Click OK.

Display reads…

12. Click OK.


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Display reads…

13. Confirm settings.


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AAppppeennddiixx EE: OOCCRR EEnnggiinnee CCoonnffiigguurraattiioonn If you have not done so already, please run the OCR File Conversion program as outlined in the GlobalScan V2.0 Server Software Installation Guide, Appendix I: OCR Plug-in Setup, Step 1: Run OCR File Conversion Program.

Step 1: Configure OCR Monitor Program

1. For OCR processing, create a new folder on the local dri ve* of the GlobalScan Server,

e.g., c:\OCR.

*Note: If you install the OCR File Conversion program on a separate PC, you must “share” the OCR folder created in the GlobalScan Server locally. Also, the log-on user, on the PC that has OCR installed, must have permission to access and/or write files to this locally created folder (item #1 above). To share this OCR folder, proceed as follows:

A. Locate the folder on your hard drive.

B. Highlight and right-click folder. Display reads…

C. Click Sharing…

Display reads…


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D. Change the Permissions, if desired. E. Click OK.

2. Under the folder, created in item #1, create sub-folders, one for each OCR file format:

Excel, PDF, PDFImageText, PDFText and RTF (5 total).

3. Locate and open OFC.exe (either on the same PC as GlobalScan or on another PC), i.e.,

enter the path or Browse to, for example, c:\Program Files\OFC\OFC.exe. Note: The OFC.exe is a module that configures the OCR Service and works in conjunction with GlobalScan to control how and when files are processed, stored and logged.

Display reads…

4. Enter/select the following:

A. Watch Folder Settings

- Select Folder: Enter the folder or click

Browse and select the root directory you established in item #1 (previous page).

Note: • If the OCR program is installed on the

same PC as GlobalScan, go to the local drive.

• If the OCR program is installed on a separate PC, go to My Network Places > Entire Network and locate the computer and the folder created in item #1. As shown at right…


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Return to the OCR & File Conversion screen….

- Set monitoring time interval – Set how

often you want the OCR Service to check whether there are jobs waiting to be processed under the selected folder. Note: If necessary, select the Start with Windows check box in order to monitor the folder whenever you start the PC.

B. Heartbeat Settings

- Select Folder: Enter the path, e.g., c:\ocr,

that links GlobalScan to the OCR engine heartbeat folder or click Browse and select the folder. Note: The path entered here must point to the same folder (either local or network shared) as that entered in the profile Services tab.

- Set heartbeat interval: Enter how often the OCR engine is to create or update a heartbeat file. Note: The heartbeat interval set for the OCR engine, e.g., every 5 minutes, should be less than the heartbeat interval set within the profile, e.g., every 10 minutes.

What is a Heartbeat? A heartbeat is a file named “heartbeat.dat” located in the OCR heartbeat folder, e.g., c:\ocr, generated by the OCR engine (File Conversion Program) that GlobalScan’s Job Monitor Service examines in order to determine whether or not OCR is up and running. If GlobalScan does not see the updated time stamp of the “heartbeat.dat” file an error condition occurs, telling the administrator that OCR is down.

C. Page Settings

- Activation Server Page: Enter path.

Path Format:

In the above example, “IPADDRESS” is the GlobalScan Server IP. “GLOBALSCAN ROOT” is the extension Web server name in IIS. Note: Use http or https, as required. Example A: Local Host Path (GlobalScan and OCR on same PC): Example B: IP Address Path (GlobalScan and OCR on same or separate PC/s):

http://IPADDRESS/gs/api/APICheckOCRActivation.asp

http://63.74.225.120/gs/api/APICheckOCRActivation.asp

http://localhost/gs/api/APICheckOCRActivation.asp


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Important: The Activation Server Page path verifies whether your CD key was installed correctly. If the CD key purchased doesn’t include OCR (the optional Plug-in was not purchased), the OCR engine will not start. In addition, if the OCR Plug-in was purchased, but the path was typed incorrectly, the OCR engine will fail to start.

- Language Page: Enter the path exactly as shown. The localhost can be replaced by your DNS Name or IP address.

Important: The OCR Default Language list will now be displayed within the GlobalScan Admin Module, provided that the Language page was entered correctly. Please refer to the Step 2: Add/Edit a Profile, Service Tab/OCR Configuration for details.

5. Click on OCR Settings button.

Display reads…

6. Under Export, map the sub-folders (created in item #2 above) to each file format.

Note: If scanning in Excel format, and you wish all pages to be in one .xls file, deselect “One Sheet Per Excel File” check box.

6. Click OK.

7. Click Log Settings button.


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Display reads…

8. Enter/select the following:

- Log Folder: To locate a Log folder enter the path or Browse.

- Log Option: Select how often you

want a new log file created and the storage path.

- View Log File: Click to view contents of Log File. Click [X] to close window.

9. Click OK to close Log Settings screen.

10. Press Start to start the OCR engine.

11. If desired, minimize [ _ ] screen.

Important: n Starting the OCR engine is not complete until after performing Step 2: Enter OCR

Format Root Directory / Select OCR for Project, detailed in the next section. n For best OCR results, it is recommended that the user select 300 or 400 dpi from

GlobalScan’s Scan Settings screen (displayed on MFD touch screen). n Accuracy of OCR results will vary. For example, scanning a document to Excel may

shift columns of data and, therefore, does not result in an exact duplicate of the original (hard copy image). Users have two options, (1) edit the new file accordingly; (2) select another format, e.g., MS Word.

For more information on resolution, file format, and other scan settings, see GlobalScan User’s Guide, Step 3: Scan-to-Folder, About Scan Settings and Step 6: Select Scan Settings for details.

Note: If an error message appears, it may indicate the OCR Plug-in has not been purchased. In that event, the OCR File Conversion program will not run.


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Step 2: Enter OCR Format Root Directory / Select OCR for Project In order to perform OCR (Optical Character Recognition) from the MFD control panel, i.e., convert the image into one of many file formats (e.g., RTF, Excel, PDF, TIFF, JPEG, etc.), the profile’s Services tab (accessed via the GlobalScan Admin Module) must have the same OCR format root directory as that established on the OCR engine server (see previous section). In addition, any projects (within a profile) that are to support OCR must have OCR selected under the Render setting. To establish both of these parameters, proceed as follows… 1. Open Web Browser.

2. Enter GlobalScan Server IP Address or Computer Name, for example:

3. Press Enter or click Go . GlobalScan home page appears.

Note: If prompted to enter an Administrator Password, please do so and click Login button.

4. Click the Manage Profiles menu link.

http://IP Address/gs


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5. Click on the Profile Name

Display reads…

6. Click the Services Tab.

Display reads…

7. Click the Configure button for OCR Settings.


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Display reads…

8. Enter the OCR Format Root

Folder, e.g., c:\ocr.

9. Click Update.

10. Now go to the Projects tab.

Display reads….

11. Select OCR from Render drop-down.

12. Click Update.


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AAppppeennddiixx FF:: CCDDOO..ddllll IInnssttaallllaattiioonn PPrroocceedduurree When selecting Microsoft Exchange1 as the mail system to send profile data, CDO.dll (Collaborative Data Object file) must be present on the GlobalScan Server. Following the procedure outlined below will automatically place the required files on the GlobalScan Server. To install the CDO.dll file, proceed as follows… 1. Run Setup using Microsoft Outlook 2000

install CD. 2. Select Customize.

Display reads…

3. Select Microsoft office folder. If necessary, browse to folder.

4. Click Next .

Display reads…

5. Click Collaboration Data Objects.

1 Note: For details, please refer to GlobalScan Admin Module Configuration, Step 2: Add/Edit a Profile.


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Display reads…

6. Select Run all from My Computer.

7. Click Install Now.

Display reads…

8. Click OK.


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AAppppeennddiixx GG:: LLoottuuss NNootteess 66..55 SSuuppppoorrtt In order for GlobalScan Ver. 2.0 to support Lotus Notes client version 6.5, the nlsxbe.dll file must be manually run, because the standard 6.5 client installation did not register this dll correctly. 1. On the GlobalScan Server, go to the directory where Lotus Notes is installed. 2. Select (highlight) the nlsxbe.dll file.

3. Click Start > Run. 4. Type: regsvr32 in Run field. 5. Select nlsxbe.dll file and drag/drop file to Run field.

Display reads…

6. Click OK.

7. Click OK to close.


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AAppppeennddiixx HH:: NNoovveellll wwiitthh WWiinnddoowwss SSeerrvveerr 22000033 Since Novell has indicated their OCX component is not compatible with Windows Server 2003, for GlobalScan to support Novell authentication and scan to Novell shared folder in a Windows Server 2003 environment, the Internet Information Service has to be running in IIS 5.0 Isolation Mode. To do so, proceed as follows…

1. On the GlobalScan Server, click Start > All Programs > Administration Tools >

Computer Management.


2. Click on Services and Applications > Internet Information Services (IIS) Manager.

3. Right click on Web Site.


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4. Click on the Service tab.

Display reads….

5. Select the IIS 5.0 isolation mode check box. 6. Click Apply.

Display reads…

7. Click Yes to allow IIS to restart.


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AAppppeennddiixx II:: GGlloobbaallSSccaann BBaacckkuupp aanndd RReessttoorree UUttiilliittyy The GlobalScan Backup Utility is used to backup and restore data for GlobalScan Ver. 2.0 Servers. It can also be used as a migration tool to move data from a GlobalScan Ver. 1.5 Server to a GlobalScan Ver. 2.0 Server.

§ Backup Use this function to regularly backup GlobalScan system settings, particularly if modifications to Projects, Profiles and server/MFD-related data is common. This Backup utility enables you to easily migrate GlobalScan settings to a new server or quickly recover in the event of network/hardware failure.

§ Restore

After performing the Backup procedure, use the Restore procedure to apply saved registry data (on the same or different GlobalScan Ver. 2.0 Server).

Important

This Backup Utility is specifically for servers running GlobalScan Ver. 2.0, and, as such, supports both backup and restore functionality on all Ver. 2.0 installations. This utility can also migrate GlobalScan Ver. 1.5 data , for instance, to be restored on a Ver. 2.0 GlobalScan Server. In summary… § If the Backup and Restore Utility is executed on a GlobalScan Ver. 2.0

Server, the full backup/restore functionality is available , which means that both Backup and Restore command buttons appear.

§ If the Backup and Restore Utility is executed on a GlobalScan GlobalScan Ver. 1.5, only backup (migration) functionality is available, thus only the Backup command button appears.

§ If any other version of GlobalScan is running, a message indicating that GSBackup can only be run on Ver. 2.0 or 1.5 will be displayed. Neither backup nor restore functionality will be available. The screen reads: “This utility can only be used for GlobalScan version 1.5 or 2.0.” Follow screen prompt to close the window.

Backup GlobalScan Data 1. Locate the GSBackup.exe file on your GlobalScan CD.

2. Double-click GSBackup.exe.

Display reads…


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3. Choose the location in which to store the backup data.


4. Enter the file name to assign to the Backup File.


5. Click Backup.

6. Click OK to the pop-up message. Display reads…

7. Click Close.

All registry data (GlobalScan V1.5 or V2.0) has been saved to the selected directory.

If you wish to view this screen in another language, click the desired tab

The “.gs” extension is automatically appended to the file name


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Restore GlobalScan Data To restore registry data, proceed as follows… 1. Locate and double-click on the GSBackup.exe file on your GlobalScan CD.

2. Locate Backup File name.

Display reads…

3. Click Restore.

Display reads…

4. Click OK, then Close.

The registry data has been applied.

Verification Open GlobalScan Ver. 2.0 Admin Module (refer to GlobalScan V2.0 Administrator’s Guide, if necessary) and verify that the data has been successfully restored.


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Q. What does the GlobalScan Server do? A. The Server acts as a digital document routing system that accepts scanned documents

(from properly equipped multifunctional devices) and creates digital files for electronic transmission over your network as an attached e -mail, fax or file.

Q. What is required to connect a multifunctional device to a GlobalScan Server? A. You need to purchase a NIB (network Interface Board), 64MB additional memory and

the GlobalScan Option. Also see Appendix A: System Requirements and Specifications for additional information.

Q. How many multifunctional devices can a single GlobalScan Server service/

support? A. GlobalScan will support up to 250 enabled MFDs with a single GlobalScan Server

installed within your organization.

Q. Which e-mail systems will GlobalScan support? A. GlobalScan sends e-mail via Lotus Notes, Microsoft Exchange, or via MAPI or most

SMTP servers, with or wi thout authentication. Q. How does GlobalScan communicate with our mail server? A. GlobalScan uses LDAP or LDAPS (secure LDAP) to access all the Global Address

Books that reside on your mail server. Q. What is the advantage of LDAP and LDAPS? A. Since GlobalScan Server is installed on the same network as the Global Address Book,

GlobalScan is able to access stored directory information on your server, using LDAP. This means that the GlobalScan Server does not maintain its own Address Book, resulting in less administrative burden on the system and administrator. LDAPS adds another layer of security by encrypting the exchange of data between the GlobalScan Server and LDAP Directory Server. Note: The Directory Server must also support LDAPS, otherwise address lookup through LDAPS is not supported.

Q. What data exchange format is used? A. XML is the sole data exchange format for all data transfer between the multifunctional

device and GlobalScan Server. Q. Can GlobalScan reduce my overnight delivery costs? A. Yes! GlobalScan can significantly reduce your overnight package delivery expenses by

scanning your documents and sending them in a PDF format at a fraction of the cost. What’s more, the document is delivered to its destination within seconds, not one or more days.


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Q. Are the documents that I send secure? A. Yes, provided HTTPS is used. Each documents scanned to the GlobalScan Server can

be transmitted using SSL (Secure Sockets Layer) and is designed to protect passwords and content from prying eyes.

Q. Does GlobalScan Support Windows® XP? A. At the present time we have not tested GlobalScan with Windows ® XP.

Q. Can I name the document I am scanning? A. Yes. Each time you scan a document you have the ability to name the scanned image. Q. Can I attach a subject to the e -mail? A. Yes. You can type a subject for every e-mail you send. Q. Can I perform text searching on a scanned image? A. Yes. You can search by keyword within any document if you purchase the PDF

Image/Text Option. (See Appendix B for a description of this option, as well as others.)

Q. Can I e-mail a document to someone who is not in my Global or Personal e-mail address book?

A. Yes. This is also called “ad hoc e-mail address entry,” a feature that allows you to manually enter any valid e-mail address.

Q. Can I send a document to several people on a single scan? A. Yes. You can select any number of e-mail users from the touch-screen display of the

multifunctional device and it will be distributed to all the recipients (users/groups) you have entered/selected.

Q. The LCD panel has returned to copy mode. How do I return to scan mode? A. If no action is performed within 60 seconds (default setting), the system screen defaults

to copy mode. If this should occur, simply press the Scanner button again and the display will be restored.

Q. Can I scan a group of originals that are of different sizes, e.g., letter and legal-

sizes? A. Yes, from the document feeder. Scanning of different sizes from the platen glass is not

supported. Q. How does the Batch Scan function work? A. Batching allows you to scan a lengthy document in batches, and transmit the document as

one file. You scan the first “batch” of pages, then you are prompted to “Set the next original and press Start.” This process is repeated until all pages have been scanned. If the Batching is a frequently-used function, your GlobalScan Administrator can set the default to “ON,” so there is no need to access the Scan Settings screen, unless you wish to turn the function “OFF.”


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Also note that if the scanning process has been initiated from the platen glass, subsequent scans must also take place from the platen glass*. This also applies if scanning has been initiated from the ADF.

*Note: Scanning of half-letter size paper from the platen glass is not supported. Q. Can I search through the Global Address Book for an e-mail address? A. Yes. You can search using at least two characters of the user’s name. Lotus Notes

users, enter the first two characters of the recipient’s last name. Microsoft Exchange users, enter the first two characters of the recipient’s first name. Note: Actual search criteria will depend on LDAP or LDAPS settings.

Q. Does GlobalScan support color scanning? A. Yes. Using the a color network printer (with scanner option), documents can be

scanned in color and attached as a JPEG or color PDF file to any e-mail. Q. Can a user choose the scan resolution for a document? A. Yes. A default scan resolution (200-, 300- or 400-dpi) is set by the System

Administrator, though a user can reset the resolution via the MFD’s touch screen. The selected resolution is applied to all scans until the user logs out or the MFD times out.

Q. How do I retrieve a document that was created by the GlobalScan Server? A. The scanned document automatically appears as an attachment within your e-mail

inbox. Double-click the file name to open. Q. Are there different ways to view a scanned document? A. Yes. Using DeskTopBinder or any application that can view the document formats TIFF,

JPEG or PDF.

Q. Does GlobalScan integrate with RightFax? A. Yes, Ricoh offers a RightFax Plug-in to GlobalScan. GlobalScan will support RightFax Client

v8.0, v8.5, v8.7 and v9.0; the client must be installed on the GlobalScan Server, then GlobalScan can communicate with the RightFax Server.

Q. Does GlobalScan support OCR (Optical Character Recognition)? A. Yes, GlobalScan, with Ricoh’s optional OCR Plug-in installed, will convert hard copy

document into a variety of popular file formats…

MFD Type File Format Support Monochrome TIFF, PDF, Excel, PDFImageText, PDFText, RTF Color JPEG, PDF, Excel, PDFImageText, PDFText, RTF, TIFF*

*As a black & white image. Q. Does GlobalScan integrate with third party Document/Content Management

Systems? A. Yes, GlobalScan Framework is available to Application Developers that wish to integrate a

custom workflow within GlobalScan, thus enabling users to scan paper-based documents (with unique metadata applied) to a third-party Document/Content Management System,


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such as Documentum, Hummingbird, Interwoven, FileNET, Stellent and Livelink. If you would like additional information about GlobalScan Framework, please contact your sales representative. Also visit https://developersupport.ricohcorp.com.

Q. What is a GlobalScan Framework? A. GlobalScan Framework provides Application Developers (Independent Software Vendors,

System Integrators, Value-added Resellers (with in-house development capabilities) with sample code and resources needed to customize GlobalScan to meet their customers’ specific Document/Content Management System requirements. If you would like additional information about GlobalScan Framework, please contact your sales representative. Also visit https://developersupport.ricohcorp.com.

Q. Can the MFD scan double-sided documents to GlobalScan? A. Yes, GlobalScan’s Scan Settings screen enables the user to not only select resolution

(200-, 300- or 400-dpi) and file format, but also original type, i.e., single-sided or double-sided. When scanning double-sided documents the user can also select the text orientation (top-to-top or top-to-bottom) and identify page orientation (standard or 90-degree).

Q. What does the Scan to Me function within GlobalScan do? A. GlobalScan’s Scan to Me function adds the logon user’s e-mail address to the e-mail

recipient list, so each time he/she logs on, the scanned file is sent to their e -mail inbox, as well as to any other selected addresses.

Q. What does the Scan to Home function within GlobalScan do? A. GlobalScan’s Scan to Home function enables the logon user to select his/her home

directory as a target to deposit scanned documents. If enabled, this option, for example, “Jsmith – Home,” will automatically appear when the Folder List button (on the MFD’s touch screen) is pressed.

Q. Which Novell client versions does GlobalScan support? A. GlobalScan can run on both Novell client Ver. 4.83 (SP1) and Ver. 4.9. If you are

installing the Ver. 4.9 client, after completion, please remove NMAS (Novell Modular Authentication Services) component via Add/Remove programs, as this will be installed automatically.

Q. What new features does GlobalScan Ver. 2.0 support? A. New features introduced with the launch of GlobalScan Ver. 2.0 include: § Support for up to 250 enabled MFDs § Localization support for five languages (English [UK], French, German, Italian and Spanish) § Displays licensing type information through admin module § Backward compatibility to support GlobalScan Ver. 1.5 and existing Framework § Tab-style navigation via MFD’s touch screen with streamlined login operation § “Project” buttons for customizing workflow based on user requirements

Continued…


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New GlobalScan Ver. 2.0 Features Cont’d

§ “Clear Form” and “Reset” buttons erase information quickly from MFD touch screen § Add/remove Services on a project level (Email, Scan To Folder, etc.) § Support for multiple projects within a profile § Support for multiple authentication methods; one system per project § Establish default scan settings on project level; allowing multiple configurations § Search, display, select and scan to multiple folders/subfolders § Allow user to choose different language for OCR conversion (per job) § Allow user to enable/disable auto orientation for OCR conversion (per job) § Ability to support more than one optional third-party DMS (Framework) per MFD § Login synchronization; single set of credentials provide access to shared Services § Support for secure LDAP (LDAPS); sends user credentials using SSL encryption § Support for SMTP–AUTH (authentication); proxy user in admin or logged in user ID § Customize e-mail functionality (enable/disable Cc, Bcc, Reply to) § Create default e-mail body text; appended to each outgoing message § Enter default domain for fast manual address entry § Restrict manual e-mail address entry (LDAP lookup only) § Allow user to save black-and-white image to multiple single-page TIF files § Advanced log and error tracking § Support for Failover; two GlobalScan Servers with duplicate configurations § Support for Windows® Server 2003, Standard Edition; Lotus Notes 6.5 Server § Extensive GlobalScan SDK (Software Development Kit) enhancements


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AAppppeennddiixx KK: GGlloossssaarryy ooff TTeerrmmss Address Book, Global – In a mail system, a list of users with whom you communicate. Adobe PDF - Adobe Portable Document Format (PDF) is the open de facto standard for electronic document distribution worldwide. PDF is a universal file format that preserves all the fonts, formatting, graphics, and color of any source document, regardless of the application and platform used to create it. API (Application Program Interface) – Software that is used to translate the needs of one application to the features of another. Document/Content Management System – A category of software solutions that are designed to make the management of content (documents, XML, images, video, audio and other file types and formats) easier. Also called Enterprise Content Management (ECM), Integrated Document Management and Enterprise Document Management (EDM). E-mail (Electronic Mail) – A Service for sending messages over a computer network. Framework – See “Services.” GlobalScan Data Service – This is the Service which provides a public data interface for other components, as well as a private data interface for Job Monitor Service. Also see GlobalScan Job Monitor Service. GlobalScan Failover Service – This Service manages the synchronization between GlobalScan’s primary and secondary servers. GlobalScan Framework – GlobalScan Framework provide Application Developers (Independent Software Vendors, Systems Integrators, VARs, etc.) with sample code and resources needed to customize GlobalScan to meet their customers’ specific Document/Content Management System requirements. See Appendix B for details. GlobalScan Job Monitor Service – This is the Service that provides job monitoring and queuing within GlobalScan. Heartbeat – A heartbeat is a file named “heartbeat.dat” located in the OCR heartbeat folder, e.g., c:\ocr, generated by the “OFCMonitor” service that GlobalScan’s Job Monitor Service examines in order to determine whether or not OCR is up and running. HTTP/HTTPS (Hypertext Transfer Protocol/Secure) – The protocol used by the World Wide Web for sending HTML pages from a server computer to a client computer. Keep-alive Timer – The time in which a GlobalScan session remains open (max. 585 seconds). This number will define the time interval at which the MFDs will contact the server with a request to keep the server session alive.


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LDAP (Lightweight Directory Access Protocol) – A method of accessing directory information stored on a server. It permits an LDAP-enabled client to search for and view user information stored in an LDAP directory. LDAPS (Lightweight Directory Access Protocol – Secure) - GlobalScan Ver. 2.0 supports LDAPS, thus utilizes 128-bit SSL (Secure Sockets Layer) encryption to protect the exchange of data between the GlobalScan Server and LDAP Directory Server. The Directory Server must also support LDAPS, otherwise address lookup through LDAPS is not supported. Lotus Notes – A product of IBM, Lotus Notes enables management of many types of information including Dominos, Internet-based e-mail, calendar of appointments, personal contacts and to-dos, as well as Web pages, News Groups and intranet applications. MFD (Multifunctional Device) – A device that integrates two or more functions - copy, scan, print, fax, etc. OCR (Optical Character Recognition) – Enables hard copy documents to be converted to electronic image files that can be edited and searched. Plug-in – See “Services.” Profile – Each MFD is associated with a specific profile, i.e., parameters that define Novell and LDAP settings, e-mail, scan to folder, project, Services and scan settings. Though there is only one “Default Profile” for an MFD, that same profile can be applied to multiple MFDs. Once a profile is created, you then configure one or more projects. Project – Within each profile there are one or more projects, or collection of Services that are available to users, as viewed from the MFD display. Projects provide multiple ways of grouping Services based on the specific needs of a particular group. So each Project button on the MFD addresses unique application requirements. There is no limit on the number of projects per profile; the user simply scrolls through all available Projects buttons from the MFD touch screen. Services – Services in GlobalScan refers to optional Plug-ins and third party Document Management System Framework (FileNET, Hummingbird, Interwoven, Livelink, Stellent, Documentum, etc.) that run on GlobalScan. Consider Plug-ins and Framework as subsets of general GlobalScan Services. Plug-ins are Services developed and supported by Ricoh. Framework (sold as an SDK Toolkit) are available to Application Developers, allowing third-party customization of GlobalScan to meet unique document management application needs. Framework are supported by the Application Developer. SMTP (Simple Mail Transfer Protocol) – Designed to efficiently and reliably transfer mail across TCP/IP networks, including the Internet. SMTP defines the interaction between mail systems to facilitate the transfer of electronic mail even when the mail systems are on different types of computers or running different operating systems. SMTP is required to send or receive mail over the Internet. SMTP – AUTH – A method of authentication where the user is authenticated against the SMTP server, i.e., must enter a valid user name and password prior to sending e-mail. SSL (Secure Socket Layer) – Software used for communication between a Web browser and the server. SSL encrypts mail communications so they can be read only by the intended recipients. SSL


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is a protocol that uses “certificates” to authenticate the client and server and uses a public/private key “pair” to encrypt and decrypt communications. All of the major browsers are SSL enabled. Standalone – Standalone refers to a single GlobalScan Server, while primary and secondary reflect failover where two GlobalScan Servers are synchronized, allowing a secondary server to automatically take over should the primary server go down, maximizing uptime. VAS – Special firmware required within any MFD running GlobalScan. XML – The sole data exchange format for all data transferred between the multifunctional device and the GlobalScan Server.


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