HP MOPIER 320 User Manual

HP Digital Sender Module

Administrator’s Guide

English

HP Digital Sender Module

Administrator’s Guide ________

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First Edition, July 2000

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1 The HP Digital Sender Module

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Architectural overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Environments and protocols . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Network operating systems. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Client operating systems (ABM only) . . . . . . . . . . . . . . . . . . . . . 8

Novell NetWare support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

E-mail distribution services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Fax distribution services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

2 Administrating

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

HP Digital Sender Module setup. . . . . . . . . . . . . . . . . . . . . . . . 14

HP Digital Sender Module tasks . . . . . . . . . . . . . . . . . . . . . . . . 15

Controlling notifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Working with address books . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Using the LDAP export tool. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Using the activity log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

To view the activity log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

3 Troubleshooting

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Sources for information about problems . . . . . . . . . . . . . . . . . . . . . 26

Troubleshooting the HP Digital Sender Module . . . . . . . . . . . . . . . 27

General HP Digital Sender Module Troubleshoo ting . . . . . . . . 27

Checking the address book database. . . . . . . . . . . . . . . . . . . . 32

Event log messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Control panel messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Troubleshooting network problems. . . . . . . . . . . . . . . . . . . . . . . . . 40

General network troubleshooting . . . . . . . . . . . . . . . . . . . . . . . 40

E-mail service troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . 40

Fax service troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Activity log messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Troubleshooting the software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

General software troubleshooting. . . . . . . . . . . . . . . . . . . . . . . 55

HP Address Book Manager messages. . . . . . . . . . . . . . . . . . . 56

4 Warranty information

Hewlett-Packard limited warranty statement . . . . . . . . . . . . . . . . . 61

Index

The HP Digital Sender

Module

Introduction

The HP Digital Sender Module is a software application that enables HP Multi-Functional Peripherals (MFPs) to send scanned documents directly to electronic mailboxes (e-mail) or to fax destinations, transforming paper-based information into digital images that can be shared, stored, or edited. Documents ar e initially scanned at the MFP then transmitted to a network-connected PC where th e HP D igita l Sender Module software is installed. This saves users from having to create an electronic copy of a hard-copy document. The HP Digital Sender Module can also be set up to require user authentication, ensuring that only authorized persons use the Digital Sending features of the MFP.

At the MFP control panel, users can

● Select Scan to E-mail or Scan to Fax.

●

Input To:/From:/CC:/Subject: information using a soft keyboard on

the control panel. Users can also control duplex scanning, paper

size, and e-mail attachment format from the control panel.

●

Select names from an address book(s) the net w ork administr ator

has downloaded.

Introduction 5

The HP Digital Sender Module software

● Manages the simultaneous transmission of scanned images from

multiple MFPs on the network

●

Performs any image decompression, page decomposition, and

image format conversion necessary to transmit the document as

an e-mail attachment or fax

● Adds addressing information

●

Encodes the message

●

Communicates with an SMTP server that a network administr ator

has configured

●

Maintains each address book and transmits a copy to every

licensed MFP

6 Chapter 1 - The HP Digital Sender Module

Architectural overview

A flow chart of the HP Digital Sender module components is included below:

Scanner Module

MFP Firmware

NT/2000 Workstation

-Installer

-Configuration Utility

Administrator/ Client PC

-Address Book Manager

-LDAP Export Tool

LAN fax Server

SMTP Gateway

The HP Digital Sender Module firmware components include:

●

Control panel firmware: manages the user interface and

general job control

●

Copy processor firmware: generates the desired data file

formats

●

Scanner Service Agent

●

Digital Service Provider (JetSend) The HP Digital Sender Module software components include:

●

Job Management/E-mail Server

●

Image Pipeline (IP)

●

Multipurpose Internet Mail Extensions (MIME) encoder

●

Simple Mail Transfer Protocol (SMTP)

●

Installer

●

HP Configuration Utility: Once the software is installed, the user

configures the HP Digital Sender Module software using this

utility. The software cannot be used until it has been configured.

●

Address Book Manager: The Network Administrator can use

this software to set up address books.

●

LDAP Export Tool: Used to update address books from an

LDAP server automatically

Architectural overview 7

Environments and protocols

Network operating systems

The HP Digital Sender Module is directly connected to TCP/IP networks via a Windows NT

/Windows® 2000 server or workstation. It operates independently within the network operating environments listed below:

●

Windows 2000/Windows NT 4.0 ( or high er) w o rkstation or server (TCP/IP only)

●

Fast Et hernet 100Base-TX, Ethernet 10Base-T, or 10Base-2 (BNC)

Note Ethernet connections are provided by the HPJetDirect Print Server

that comes installed in the HP MFP.

Client operating systems (ABM only)

The following client op erating systems are supported:

●

Windows NT 4.0 (or higher) PC (TCP/IP only)

● Windows 2000 (TCP/IP only)

●

Windows 9x (TCP/IP only)

The HP Digital Sender Module works with the Microsoft TCP/IP protocol provided as part of these operating systems.

Note The ABM may not run correctly on some early versions of Windows 95.

An updated Common Control Library is needed and can be obtained by running 50comupd.exe, which is included with the Digital Sender Module CD, or by installing Microsoft Internet Explorer 4.0 (or higher).

8 Chapter 1 - The HP Digital Sender Module

Novell NetWare support

In order to support access to Novell NetWare resources, the HP Digital Sender Module requires

● Novell NetWare version 3.12, 3.2, 4.11, 4.2 or 5 running on the

Novell NetWare server and

●

Novell NetWare Client version 4.6 (or greater) running on the Windows NT/Windows 2000 PC running the HP Digital Sender Module software.

Note HP recommends that Novell print queues are not used as the print path

for HP Digital Sender-enabled MFPs. Instead, HP recommends that you use a JetDirect IP connection.

Environments and protocols 9

E-mail distribution services

The HP Digital Sender Module can send MIME-compliant e-mail messages to Internet addresses. It uses SMTP-MIME to d eliver these messages. SMTP is independent of the n etw ork oper atin g system on which your e-mail server is running.

E-mail addresses are selected at the MFP control panel. Users can specify e-mail destinations by:

●

selecting e-mail addresses from the addre ss book loaded at the MFP.

●

typing e-mail addresses manually

The document that you scan at the HP Digital Sender becomes an attachment to your e-mail message. The attachment can be sent as one of the following file types:

●

Portable Document Format (.PDF)

●

Tagged Image File Format (.TIF)

●

Multipage Tagged Image File Format (.TIF)

Portable Document F o rmat (.pdf) is the file f ormat most often used f or the attachmentsand gives recipients the ability to both view and print the e-mail attachment. You can obtain a free copy of the Adobe Acrobat (http://www.adobe.com).

Reader from the Adobe Systems, Incorporated Website

If the attachment contains se v eral pages and is sent using th e Tagged Image File Format, the e-mail will have one attachment f or each page. This file format will generate single-page attachments and may be used for scanning invoices for electronic archival, for example. Using multiple pages allows the user to send multiple page images as one file attachment.

Note Sending pages as photo quality and in either Tagged Image File F ormat

may result in attachments that cannot be read in some applications. You can view .TIF files using the Windows Imaging application. This application can be foun d under the Programs, Accessories menu.

If your SMTP size limit is exceeded, the e-mail will be distributed as multiple e-mail attachments. This is ba sed on the limit selected on the SMTP server page in the HP Configuration Utility. See page 14

for

more information.

10 Chapter 1 - The HP Digital Sender Module

Fax distribu tion services

Users can send fax es directly from the MFP. To support this service, a LAN fax product and a shared folder for the fax workarea are required.

Users can specify fax destinations at the control panel in two ways:

●

Type fax numbers manually.

●

Select fax numbers from the address book loaded at the MFP.

Note The same document can be sent to multiple fax numbers.

Document can be sent to the LAN fax serve r in one of the following file types:

●

Tagged Image Format (.TIF)

●

Multiple page Tagged Image Format (.TIF)

●

Printer Control Language 5 (PCL5) (uncompressed)

●

PCL5 (packbits)

Select these formats in the HP Configuration Utility.

Fax distribution services 11

12 Chapter 1 - The HP Digital Sender Module

Administrating

Introduction

System administrators can use a variety of tools to monitor an d control the HP Digital Sender Module. The following is a list of tools and their functions that can be used by the system administrator to maintain the HP Digital Sender Module:

●

HP Address Book Manager (ABM)

Used to maintain public address books and view the activity log messages

●

HP Configuration Utility

Used to configure the HP Digital Sender Module software

●

Windows NT/Windows 2000 Event Viewer

Used to view the event log messages. To use the Windows NT/ Windows 2000 Event Viewer click on Start, Programs, Administrative Tools, and Event Viewer

●

LDAP Export Tool

Used to update address books from an LDAP server automatically

Introduction 13

HP Digital Sender Module setup

Before the HP Digital Sender Module can be used, some settings in the HP Configuration Utility need to be set. The following table lists the activities necessary for setting up the HP Digital Sender Module.

See the online help for more information regarding the HP Configuration Utility.

Note To support HP Digital Sender Module features, the MFP must ap pear

in the Windows Printers folder. To add an MFP to the Printers folder, select Add Printers in the Windows control panel.

HP Digital Sender setup activity

Add licenses In the HP Configuration Utility, Use the License tab to enter new

licenses. Licenses are required to enable HP Digital Sender Module features on an MFP.

E-mail service setup activities

Set the SMTP server location

Set the document size generated

In the HP Configuration Utility, select the E-mail Settings tab and click Add to add a ne w SMT P server.

In the HP Configuration Utility, select the E-mail Settings tab. When you add or edit an SMTP server, use the Maximum File Size drop down menu to indicate the maximum file size allowed by the HP Digital Sender Module. This value should not exceed the size limit allowed by your SMTP server. Note: If you specify multiple SMTP servers with different maximum file size settings, the HP Digital Sender Module software will always use the smallest of these settings, regardless of which server is being used.

Fax service setup activities

Set Faxing Method In the HP Configuration Utility, select the Fax Settings tab. Select

the method you will use for sending a fax. Currently, only LAN fax is supported.

14 Chapter 2 - Administrating

LAN fax service setup activities

Set product name In the HP Configuration Utility, select the Fax Settings tab. Select

the LAN fax vendor using the drop-down menu.

Set common folder In the HP Configuration Utility, select the Fax Settings tab. Enter

the folder that will be used as a common, working folder for communication between the LAN fax Server software and the HP Digital Sender Module software.

Set login properties In the HP Configuration Utility, select the Fax Settings tab. Click

Set user log on settings In the HP Configuration Utility, select the Fax Settings tab. Click

Set fax format In the HP Configuration Utility, select the Fax Settings tab. Click

the Advanced button to set the file format. This setting depends on the LAN fax vendor’s capabilities, and you may not be able to configure this setting.

Set transmission options In the HP Configuration Utility, select the Fax Settings tab. Click

the Advanced button to set the transmission options. Select maximum speed, number of retries, and the interval (in minutes) between retries. You can also enable or disable error correction mode.

HP Digital Sender Module tasks

The following tables list some common HP Digital Sender Module tasks and where you can accomplish the tasks.

Shutdown and restart activities

Shut the Digital Sender Module down

Restart the Digital Sender Module

Stop the HP Digital Sender Module software using the Service icon found in the Control Panel Programs group.

Stop and start the HP Digital Sender Module software using the Service icon found in the Control Panel Programs group.

Introduction 15

Security activities

Change ABM password administrator

In the ABM, select the Digital Sender menu/Security

Address book activities

Maintain the e-mail address book

Maintain the e-mail distribution lists address book

Maintain the fax address book

Maintain the fax distribution lists address book

Import addresses from another program

In the ABM, select Main menu/Public Email

In the ABM, select Main menu/Public Distribution Lists

In the ABM, select Main menu/Public Fax

In the ABM, select Main menu/Public Fax Distribu tion Lists

In the ABM, select Tools menu/Address Book Import

Check address books Shutdown and restart Windows NT/Windows 2000 PC and use

the ABM activity log to check the results.

Clear address books In the ABM, select Edit menu/Clear Address Books

E-mail service activities

Destinations in the public e-mail address book

Change Enable/Disable Send-to-E-mail Feature

Change default e-mail attachment format

16 Chapter 2 - Administrating

In the ABM, select Main menu/Public Email

In the HP Configuration Utility, select the Configure Features tab/ Configure button/Send to E-mail tab/Disabled or Licensed

In the HP Configuration Utility, select the Configure Features tab/ Configure button/Send to E-mail tab/Advanced button/File Format

E-mail service activities

Change default subject In the HP Configuration Utility, select the Configure Features tab/

Configure button/Send to E-mail tab/Default subject

Change default message and default message language

Change default resolution In the HP Configuration Utility, select the Configure Features tab/

Change default file format In the HP Configuration Utility, select the Configure Features tab/

Change default From address

In the HP Configuration Utility, select the Configure Features tab/ Configure button/Send to E-mail tab/Advanced button/Message Text

Configure button/Send to E-mail tab/Advanced button/Resolution

Configure button/Send to E-mail tab/Advanced button/File Format

In the HP Configuration Utility, select the Configure Features tab/ Configure button/Send to E-mail tab/Default ‘From:’ Address

Fax service activities

Destinations in the public fax address book

Change Enable/Disable Send-to-Fax F eature

In the ABM, select the Main menu/Public Fax

In the HP Configuration Utility, select the Configure Features tab/ Configure button/Send to Fax tab/Disabled or Licensed

Change notification default action

Change notification report language

Change fax quality In the HP Configuration Utility, select the Configure Features tab/

Change billing code In the HP Configuration Utility, select the Configure Features tab/

Destinations in the public fax address book

In the HP Configuration Utility, select the Configure Features tab/ Configure button/Send to Fax tab/No notification or Print notification report at the MFP

In the HP Configuration Utility, select the Configure Features tab/ Configure button/Send to Fax tab/Notification Report Language

Configure button Send to Fax tab/ Resolution

Configure button/Send to Fax tab/Billing Code

In the HP Configuration Utility, select the Configure Features tab/ Configure button/Send to Fax tab/Disabled or Licensed

Introduction 17

Reset activities

Reset address books Delete all database files on Windows PC and restart the Windows

1 In a Typical Installation database files can be found in C:\Program

Files\Hewlett-Packard\HP Digital Sender Module\db subdirectory

Miscellaneous activities

Use the activity log Tools menu/View Log

Change default document size

Change default document type

Set two-sided (duplexed) document

In the HP Configuration Utility, select the Configure Features tab/ Configure button/MFP Settings tab/Document Size

In the HP Configuration Utility, select the Configure Features tab/ Configure button/MFP Settings tab/Document Type

In the HP Configuration Utility, select the Configure Features tab/ Configure button/MFP Settings tab/2-Sided Document

18 Chapter 2 - Administrating

Controlling notifications

The HP Digital Sender Module software notifies administrators of events in two ways:

●

Activity log entries

The activity log is a record of the HP Digital Sender Module and system activities. See “Activity log messages” on page 41 list and description of entries. See “Using the activity log” on

page 22 for information on how to access the activity log.

●

E-mail messages

The administrator can choose to receive e-mail messages for specific events that occur—for example, a critical error has occurred.

for a

Controlling notifications 19

+ 47 hidden pages