HP Capture and Route Solution User Manual

HP Capture and Route (HP CR)

User Guide

HP Capture and Route (HP CR) User Guide

Reference number: 20120101 Edition: March 2012

Legal notices

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The information contained herein is subject to change without notice. The only warranties for HEWLETT-PACKARD products and services are set forth in the express warranty statements accompanying such products and services. Nothing herein should be construed as constituting an additional warranty. HEWLETT-PACKARD shall not be liable for technical or editorial errors or omissions contained herein.

Microsoft, Windows, and Windows NT are U.S. registered trademarks of Microsoft Corporation.

Printed in the US

Revision history

Table 1 Revisions

Date Edition Revision

March 2012 1 Version 1.1

Revision history ......................................................................................................................................................................4

Figures and Tables

Figures................................................................................................................................................................ 7

Tables................................................................................................................................................................. 7

1 What is HP Capture and Route?

1-1 Workflow....................................................................................................................................................... 8

1-2 HP CR access and features ......................................................................................................................... 9

1-2-1 HP CR Client .................................................................................................................................... 10

1-2-2 HP device display panel ................................................................................................................... 11

1-3 Microsoft SharePoint extensions................................................................................................................ 12

1-4 On-line help ................................................................................................................................................ 12

2 Organizing messages

2-1 Message lists.............................................................................................................................................. 13

2-2 Inbox........................................................................................................................................................... 13

2-3 Outbox........................................................................................................................................................ 14

2-4 Sent Items .................................................................................................................................................. 14

3 Sending messages

3-1 Sending a message from the HP CR Client ............................................................................................... 15

3-2 Sending a message from the HP device .................................................................................................... 16

4 Distributions

4-1 Personal distributions ................................................................................................................................. 19

4-1-1 Creating a personal distribution........................................................................................................ 19

4-1-2 Using the Personal Distributions option on the device .....................................................................20

4-2 Shared distributions.................................................................................................................................... 21

4-2-1 Creating a shared distribution........................................................................................................... 21

4-2-2 Subscribing to and using a shared distribution ................................................................................. 21

4-3 Public distributions ..................................................................................................................................... 21

4-3-1 Creating a public distribution ............................................................................................................ 21

4-3-2 Using the Public Distributions option on the device.......................................................................... 21

5 Using a Routing Sheet

5-1 Creating a Routing Sheet........................................................................................................................... 24

5-2 Using the Routing Sheet option on the device ........................................................................................... 24

6 Using My Files

6-1 Reviewing the My Files list ......................................................................................................................... 25

6-2 Using Scan to My Files on the device ........................................................................................................ 26

6-3 Opening and saving documents from My Files .......................................................................................... 26

6-4 Creating a My Files Routing Sheet............................................................................................................. 26

6-4-1 Using your Routing Sheet................................................................................................................. 27

7 Scanning to a fax or folder

7-1 Using the Fax Option on the device ........................................................................................................... 28

7-2 Using the Scan to Me option on the device................................................................................................ 29

7-3 Using the Scan to Folder option on the device........................................................................................... 30

8 More options and preferences

8-1 Using the More Options feature ................................................................................................................. 31

8-2 Setting preferences .................................................................................................................................... 32

9 Using extensions for Microsoft SharePoint

9-1 Using a Routing Sheet with Microsoft SharePoint...................................................................................... 33

9-2 Creating a Scan Reservation in Microsoft SharePoint ............................................................................... 34

9-3 Opening a document in the End User Interface ......................................................................................... 34

Contents

Figures and Tables

Figures

Figure 1-1 Scan and distribute from your PC .......................................................................................................... 8

Figure 1-2 Scan and distribute from the device ...................................................................................................... 9

Figure 1-3 Example of the HP CR Client with a list of messages ......................................................................... 10

Figure 1-4 Example of the HP CR Client with a message dialog .......................................................................... 10

Figure 1-5 Device display panel ............................................................................................................................ 11

Figure 3-1 Scan and distribute from your PC ........................................................................................................ 15

Figure 4-1 Scan and distribute using a distribution ............................................................................................... 18

Figure 5-1 Scan and route a document or multiple documents.............................................................................. 23

Figure 6-1 HP CR My Files process....................................................................................................................... 25

Figure 7-1 Using the Fax option............................................................................................................................. 28

Figure 7-2 Using the Scan to Me option................................................................................................................. 29

Figure 7-3 Using the Scan to Folder option ........................................................................................................... 30

Figure 9-1 Using a Routing Sheet with Microsoft SharePoint ................................................................................33

Tables

Table 1 Revision history ........................................................................................................................................... 4

1 What is HP Capture and Route?

The HP Capture and Route (HP CR) solution is a software application designed to work with HP multifunction peripherals (MFPs) as an integrated platform to:

z Capture (scan) paper documents, collect document-related metadata, validate information,

compress documents, and convert them into digital documents. During conversion, the system processes the document through optical character recognition (OCR) and/or converts to various fo rm ats (D OC, JP G, P DF, RTF, TI F, T XT, and XLS), some of which are text-searchable.

z Deliver to specified destinations and archive resulting documents into messaging, content

management, and other electronic information systems.

While the image need only be captured once, HP CR enables multiple processing tasks and delivery to a number of destinations based on a single scan. Destinations include your PC desktop, e-mail distribution list, fax number, printer, Microsoft

1-1 Workflow

The HP CR offers extensive flexibility. For example, you can scan and distribute documents directly from your PC, or work directly from the HP device.

SharePoint®, or designated network folders.

Figure 1-1 Scan and distribute from your PC

Figure 1-2 Scan and distribute from the device

What is HP Capture and Route?

Another option is to create a distribution list and/or a Routing Sheet on your PC, and then scan documents on the HP device.

1-2 HP CR access and features

Three clients are used to access HP CR features:

z HP CR Client – Use this PC application to conveniently create distributions, directly e-mail/fax

electronic documents, access inbound documents, and more. This provides easy access to HP CR features and functions using your intuitive PC interface.

z HP Device Display Panel – Use the device to scan hardcopy documents. The HP device display

panel provides scanning options, depending on your device configuration.

z HP CR for Microsoft SharePoint – Import hardcopy documents into SharePoint libraries. HP CR

converts scanned documents into text-searchable format (PDF or DOC), and then saves the resulting document into the proper SharePoint library, fully profiled and stored alongside other electronic content.

1-2-1 HP CR Client

The HP CR Client includes a menu bar, options, and a main area in which you will typically see a list of messages, message dialog, or supplementary options dialog.

Figure 1-3 Example of the HP CR Client with a list of messages

What is HP Capture and Route?

Figure 1-4 Example of the HP CR Client with a message dialog

What is HP Capture and Route?

Features available through the HP CR Client enable you to:

z Review your Inbox, Outbox, and list of Sent Items (Message lists, 13)

z Create personal or public distributions for scanning to a fax, e-mail, or folder (Distributions, 18)

z Create and send messages to a fax, e-mail, or folder (Sending messages, 15)

z Create Routing Sheets (Using a Routing Sheet, 23)

z Set message options and general preferences (More options and preferences, 31)

In addition, the My Files feature (Using My Files documents for your own purposes without distributing them to anyone else. My Files enables easy and secure document use, Routing Sheet creation, editing, storage, and retrieval.

1-2-2 HP device display panel

The HP device display panel is a touch screen used to access options and enter information.

Figure 1-5 Device display panel

The HP device display panel provides scanning options, depending on your device configuration:

z Routing Sheet uses a special page with a barcode and distribution instructions for your document.

(Using the Routing Sheet option on the device

, 25) provides unique options. You scan scan and convert

, 24)

z Personal Distributions are for use by an individual. You can have one distribution defined for

sending information to people within your company and another distribution for sending information outside the company. (Using the Personal Distributions option on the device

z Public Distributions are created by a system administrator for use by members of a group. For

, 20)

example, all members of the marketing group may have a distribution predefined specifically for their use. (Using the Public Distributions option on the device

z Fax provides simple send-to-fax capability. After entering a fax number at the device and scanning

the document, HP CR delivers it and issues a confirmation. (Using the Fax Option on the device

z Scan to Me scans and delivers a document to your PC for further review and routing. HP CR sends

, 21)

, 28)

the document to your e-mail address (the default) or to a Windows home folder defined by a system administrator. (Using the Scan to Me option on the device

z Scan to Folder scans a document to a folder predetermined by your system administrator. (Using

, 29)

the Scan to Folder option on the device, 30)

z Scan to My Files quickly routes an electronic file directly to your “My Files” folder on the HP CR

Client. This is used to scan and convert documents for personal use without distributing to anyone else. (Using Scan to My Files on the device

, 26)

Some features require that you authenticate yourself at the device (such as by logging in), either for security and tracking authorization or to access personal scanning features.

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