HP T1936AA, Digital Sending Software V4 Technical Reference
HP Digital Sending Software V4
Software Technical Reference (Public)
HP Digital Sending Software V4
Software Technical Reference
Copyright and License
©2005 Copyright Hewlett-Packard
Development Company, L.P.
Reproduction, adaptation or translation
without prior written permission is
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The information contained herein is subject
to change without notice.
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services are set forth in the express
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should be construed as constituting an
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for technical or editorial errors or omissions
contained herein.
Edition 2, 7/2005
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Table of contents
1 Purpose and scope
Introduction..............................................................................................................................................1
HP Digital Sending Software...................................................................................................................1
2 Software description
Technology overview...............................................................................................................................4
Software capabilities................................................................................................................................7
Functions available through HP DSS.....................................................................................7
Control-panel features............................................................................................................9
HP MFP Digital Sending Software Configuration Utility.........................................................9
Remote Configuration Utility..................................................................................9
Authentication.......................................................................................................................10
E-mail capabilities.................................................................................................................10
Secure e-mail.......................................................................................................10
Fax capabilities.....................................................................................................................11
Send-to-folder capabilities....................................................................................................11
Send-to-workflow capabilities...............................................................................................11
HP DSS components.............................................................................................................................12
Windows interface.................................................................................................................13
Licensing................................................................................................................................................13
Node Locking........................................................................................................................14
Licenses from prior versions.................................................................................................14
Hewlett-Packard limited warranty statement........................................................................14
HP software license terms....................................................................................................15
License grant........................................................................................................15
Ownership............................................................................................................15
Copies and adaptations.......................................................................................16
No disassembly or decryption..............................................................................16
Transfer................................................................................................................16
Termination..........................................................................................................16
Export requirements.............................................................................................16
U.S. government restricted rights........................................................................16
Part 2.....................................................................................................................................16
License grant........................................................................................................17
Ownership............................................................................................................17
Copies and adaptations.......................................................................................17
No disassembly or decryption..............................................................................17
Transfer................................................................................................................17
Termination..........................................................................................................17
ENWW iii
Export requirements.............................................................................................17
U.S. government restricted rights........................................................................17
3 Software features
Finding documentation and other supporting information.....................................................................20
Using Internet support...........................................................................................................................20
Understanding support tools..................................................................................................................21
Using the e-mail feature........................................................................................................................22
Using HP DSS to send e-mail from an MFP.........................................................................22
Configuring the e-mail feature..............................................................................................24
E-mail servers that function as SMTP gateways.................................................25
Exchange 5.5.......................................................................................25
Exchange 2000....................................................................................25
Sendmail..............................................................................................26
Qmail...................................................................................................26
Lotus Domino (Notes).........................................................................26
Verifying the SMTP gateway................................................................................26
Using the secondary e-mail feature.......................................................................................................27
Using HP DSS to send secure e-mail...................................................................................28
Configuring secondary e-mail...............................................................................................28
Using the fax feature.............................................................................................................................30
Internet fax............................................................................................................................30
Windows 2000/XP fax...........................................................................................................30
LAN fax.................................................................................................................................30
Using LAN Fax to send a fax...............................................................................31
LAN Fax notification ............................................................................................32
Configuring LAN fax notification..........................................................32
Timeout ................................................................................................................................32
Configuring the fax feature...................................................................................................32
To configure Analog (embedded) fax...................................................................36
Using the send-to-folder feature............................................................................................................36
Using HP DSS to send a document to a folder....................................................................37
Changing the settings..........................................................................................38
Configuring the send-to-folder feature..................................................................................38
Using the send-to-workflow feature.......................................................................................................40
Configuring the send-to-workflow feature.............................................................................40
Configuring a workflow group..............................................................................42
Configuring a workflow menu...............................................................................42
Configuring a workflow form................................................................................43
Creating a workflow form for an FTP site............................................................48
Creating a workflow form for a printer..................................................................49
Using authentication..............................................................................................................................51
LDAP bind methods..............................................................................................................51
Methods of authentication.....................................................................................................52
Windows Active Directory authentication method................................................52
Determining the LDAP server bind method for Windows...................53
To configure Active Directory Services for an
anonymous LDAP query.....................................................53
Novell authentication methods.............................................................................54
Novell NDS configuration....................................................................55
iv ENWW
Novell Bindery configuration................................................................55
LDAP authentication............................................................................................55
Configuring Authentication....................................................................................................57
LDAP Configuration.............................................................................................58
Troubleshooting authentication.............................................................................................59
Determining the LDAP server hostname or TCP/IP address..............................59
Determining the search root.................................................................................60
To determine the search root using the Microsoft LDAP
Administration tool (LDP.EXE)............................................................60
To determine the search root using the Microsoft Management
Console with ADSIEDIT.MSC.............................................................60
Determining access rights....................................................................................61
To determine access rights using the Microsoft LDAP
Administration tool (LDP.EXE)............................................................61
To determine access rights using Active Directory Users and
Computers...........................................................................................61
Determining the correct LDAP attributes.............................................................62
To determine LDAP attributes using LDP.EXE...................................62
To determine LDAP attributes using the Microsoft Management
Console with ADSIEDIT.MSC.............................................................63
Other authentication configuration issues............................................................63
First name, last name out of order......................................................63
LDAP performance with dynamic LDAP addressing...........................63
Only one name appears in the Address Book....................................63
Using address books.............................................................................................................................64
Adding addresses.................................................................................................................64
Clearing addresses...............................................................................................................64
The effect of authentication on address book availability.....................................................64
Personal address books.......................................................................................................64
Types of address books........................................................................................................65
Private..................................................................................................................65
Personal...............................................................................................................65
Personal distribution list.......................................................................................65
Guest....................................................................................................................66
Global (Replicated LDAP/ABM)...........................................................................66
Public distribution list............................................................................................66
Using the Address Book Manager........................................................................................66
Importing addresses into the ABM.......................................................................67
Configuring address books...................................................................................................67
Configuring LDAP directory replication................................................................68
To set up automatic replication of the LDAP address book................69
Configuring personal address books...................................................................69
Configuring DSS address books..........................................................................70
Configuring individual devices...............................................................................................................70
To add a new device.............................................................................................................70
The MFP list..........................................................................................................................71
Configuring a device.............................................................................................................71
Send to Email tab..................................................................................................................73
Advanced e-mail settings.....................................................................................75
Send to Fax tab.....................................................................................................................76
ENWW v
Configuring the HP DSS send-to-fax feature.......................................................77
Configuring the MFP analog send-to-fax feature.................................................78
Addressing tab .....................................................................................................................78
Advanced addressing settings ............................................................................81
Log tab..................................................................................................................................83
Preferences tab ....................................................................................................................84
Properties tab........................................................................................................................85
4 Troubleshooting tools
Using the Activity Log in the Configuration Utility .................................................................................88
Using the log for an individual device....................................................................................................89
Understanding critical error notifications...............................................................................................91
5 Installation and removal
System requirements ............................................................................................................................94
Requirements for installing HP DSS.....................................................................................94
Supported platforms..............................................................................................................94
Network operating systems..................................................................................94
Client operating systems (for the Address Book Manager only) ........................95
Novell NetWare support.......................................................................................95
MFP firmware requirements.................................................................................................95
Ports......................................................................................................................................96
HP DSS CD contents............................................................................................................96
Upgrading from previous versions of HP DSS.....................................................................96
Uninstalling HP DSS..............................................................................................................................97
6 Appendix
Image processing................................................................................................................................100
Workflow image file settings...............................................................................................100
E-mail file settings...............................................................................................................101
Supported third-party fax programs ....................................................................................................102
Index....................................................................................................................................................................105
vi ENWW
1 Purpose and scope
Introduction
This technical reference provides information about, and troubleshooting tips for, the HP Digital
Sending Software (HP DSS) program. This reference is also presented in an electronic format to
serve as a quick reference tool for Customer Care Center (CCC) agents, support engineers, system
administrators, and management information system (MIS) personnel.
The following information is included in this technical reference:
●
Overview of the components and features of the software
●
Procedures for installing and removing software components
●
Procedures for configuring and using the features of the software
HP Digital Sending Software
HP DSS is a software program that, in conjunction with firmware, enables HP multifunctional
peripherals (MFPs) and digital senders to send scanned documents directly to electronic mailboxes
(e-mail), secure e-mail, network folders, fax destinations, or workflow destinations, transforming
paper-based information into digital images that can be shared, stored, or edited. Documents are
initially scanned at the MFP or digital sender, and then are transmitted to a network-connected
computer where HP DSS is installed. HP DSS can also be configured to require user authentication,
ensuring that only authorized persons use the Digital Sending features of the MFP.
HP DSS provides services to newer HP MFPs and to the HP 9200c Digital Sender. This document
details the interaction between the software and the devices that support this solution, including the
HP LaserJet 4100mfp, HP LaserJet 4345mfp, HP LaserJet 9000 Series MFPs (HP LaserJet
9000mfp, 9040mfp, and 9050mfp), HP Color LaserJet 9500mfp, and the HP 9200c Digital Sender.
With version 4.0 of the HP DSS program, the new send-to-folder and send-to-workflow features were
added. Customers running earlier versions of HP DSS can upgrade to this new version and take
advantage of the new features.
ENWW Introduction 1
Purpose and scope
2 Chapter 1 Purpose and scope ENWW
Purpose and scope
2 Software description
This chapter contains information about the following topics:
●
Technology overview
●
Software capabilities
●
HP DSS components
●
Licensing
ENWW 3
Software description
Technology overview
HP DSS is an optional software program for the HP LaserJet multifunction peripheral (MFP)
products. When using HP DSS for digital sending, settings are configured by using the HP MFP DSS
Configuration Utility rather than the device control panel.
Two methods are available for configuring an HP MFP to send documents digitally:
●
Embedded digital sending: Embedded digital sending can be configured on the HP LaserJet
4100mfp, HP LaserJet 4345mfp, HP LaserJet 9000 Series MFPs, and the HP 9200c Digital
Sender “out of the box.” These embedded digital-sending features include send-to-e-mail and
dynamic LDAP (lightweight directory access protocol) addressing. These features are either
configured from the control panel of the MFP or from the HP Embedded Web Server interface,
and do not require HP DSS to be installed.
●
Service-based digital sending: Service-based digital sending requires HP DSS to be installed
on a digital sending server. The digital sending server then controls all of the digital sending
tasks. Performing service-based digital sending by using HP DSS 4.0 and later also adds the
ability to send to secure e-mail, network folder, and workflow destinations.
After installing HP DSS, the administrator can choose to either continue to route send-to-e-mail jobs
from the device directly to the simple mail transfer protocol (SMTP) gateway or to route send-toe-mail jobs first to HP DSS. Each method has distinct advantages, depending on the network
environment.
Sending e-mail directly from the device offers the following advantages:
●
The device can route the e-mail to an SMTP gateway that is “closer” to the device than the
service is.
●
The administrator can configure different devices to use different SMTP gateways.
Using HP DSS to send e-mail offers the following advantages:
●
HP DSS supports multiple SMTP gateways for redundancy.
●
If the SMTP gateway does not support anonymous access, only one transmission protocol/
internet protocol (TCP/IP) address needs to be specified in the exception table.
NOTE The HP DSS program V4.3 added support for authenticated SMTP.
Figure 2-1 Embedded and service-based e-mail illustrates the differences between embedded and
service-based e-mail.
4 Chapter 2 Software description ENWW
Software description
HP DSS server
SMTP gateway
SMTP gateway
Embedded e-mail
E-mail with HP DSS
2. E-mail job (SMTP)
1. E-mail job (SMTP)
1. E-mail job (DSMP)
3. SMTP relay
2. SMTP relay
Figure 2-1 Embedded and service-based e-mail
When using embedded send-to-e-mail, the MFP sends e-mail by using SMTP/MIME to transfer an
e-mail with the scanned image attached as a separate file to the pre-configured SMTP gateway. By
default, SMTP uses the TCP/IP port 25.
NOTE This port cannot be changed in HP DSS versions earlier than 4.3. A custom port can
be configured in V4.3 of the software. Contact HP Customer Support for assistance with
changing the port.
If the SMTP gateway is configured to relay e-mail, the e-mail with the attachment is relayed to the
destination address(es). The MFP uses an “anonymous” connection to the SMTP gateway. If the
SMTP gateway is not configured to accept anonymous connection, the SMTP administrator must
add the TCP/IP address or hostname of each MFP configured for the SMTP gateway into an
“exception list” for this specific SMTP gateway.
When the MFP is configured to use HP DSS to send e-mail, the send-to-e-mail jobs are routed to the
HP DSS server over TCP/IP by using DSMP (Digital Sender Module Protocol–an encrypted HPproprietary protocol). The HP DSS server then uses SMTP/MIME to transfer these send-to-e-mail
jobs to the SMTP gateway that is specified in the HP DSS configuration. Beginning with version 4.3
of the HP DSS program, authenticated SMTP is supported for sending e-mail using HP DSS.
ENWW Technology overview 5
Software description
SMTP gateway
Firewall
LDAP directory
Domain controller/Novell NDS
LANFax server
File server
FTP server
Printer
Fax
T30
HP DSS
server
Replicated address book
LDAP (port 389)
LDAP authentication
Simple (port 389) SSL (port 636)
Windows/Novell Authentication
(Windows/Novell API)
Send-to-workflow
Send-to-folder
Send-to-FTP (workflow)
Send-to-printer (workflow)
LANFAX
DSS send-to-email
SMTP (port 25)
*The LDAP Port can be changed to support
different LDAP configurations.
Internet
DSMP
Embedded send-to-email SMTP (port 25)
Embedded addressing LDAP (port 389)
Figure 2-2 Embedded and service-based digital sending
In addition to selecting the method for sending e-mail, the administrator can also either choose to
continue to use dynamic LDAP addressing (the embedded feature), or to connect the MFP to the
replicated LDAP address book that resides on the server on which HP DSS is installed. Each method
has distinct advantages.
Using the embedded dynamic LDAP feature has the following advantages:
●
The address book data is always up to date.
●
Replication is not required.
●
Different devices can be configured to use different LDAP directories.
6 Chapter 2 Software description ENWW
Software description
Using the replicated LDAP address book through HP DSS has the following advantages:
●
The Simple and Protected GSS-API Negotiation (SPNEGO) bind method is supported. With
Dynamic LDAP, only simple bind and anonymous bind are supported. The SPNEGO bind
method provides encryption for the username and password that are used to bind to the LDAP
server. With simple bind, the username and password are passed over the network as clear text.
●
Administrators can use the HP Address Book Manager utility to manage the guest address book
addresses that users add at each device.
●
Administrators can choose to either replicate the LDAP directory or use other methods to import
address-book data.
●
The replicated address book is stored only in the DB directory in the \PROGRAM FILES
\HEWLETT-PACKARD\HP MFP DIGITAL SENDING SOFTWARE folder, and not on the device
hard drive.
Software capabilities
This section includes the following topics:
●
Functions available through HP DSS
●
Control-panel features
●
HP MFP Digital Sending Software Configuration Utility
●
Authentication
●
E-mail capabilities
●
Fax capabilities
●
Send-to-folder capabilities
●
Send-to-workflow capabilities
Functions available through HP DSS
The following table outlines the features that are available with the HP DSS V4.x program.
Table 2-1 Functions available through HP DSS
Function Detail Compatibility
E-mail enhancements for newer MFPs
●
Public addresses, distribution lists
through LDAP
●
Local address book
●
Personal address book from
Outlook contacts
HP LaserJet 9040mfp
HP LaserJet 9050mfp
HP LaserJet 4345mfp
HP LaserJet 9500mfp
HP 9200c Digital Sender
E-mail enhancements for older MFPs
●
Public addresses, distribution lists
through LDAP
HP LaserJet 4100mfp
HP LaserJet 9000mfp
ENWW Software capabilities 7
Software description
Function Detail Compatibility
Authentication
●
Windows® network authentication
●
Novell authentication
HP LaserJet 9040mfp
HP LaserJet 9050mfp
HP LaserJet 4345mfp
HP LaserJet 9500mfp
HP LaserJet 4100mfp
HP LaserJet 9000mfp
HP 9200c Digital Sender
Fax
●
Send-to-local area network (LAN)
fax
●
Send-to-Internet fax
● Send-to-Windows 2000 fax or
Windows XP fax
●
Ability to configure embedded fax
using the HP MFP DSS
Configuration Utility
Note: HP DSS supports third-party fax
solutions.
HP LaserJet 9040mfp
HP LaserJet 9050mfp
HP LaserJet 4345mfp
HP LaserJet 9500mfp
HP LaserJet 4100mfp
HP LaserJet 9000mfp
HP 9200c Digital Sender
Secure e-mail
●
Send a document by using a
secure third-party e-mail solution.
HP LaserJet 9040mfp
HP LaserJet 9050mfp
HP LaserJet 4345mfp
HP LaserJet 9500mfp
HP 9200c Digital Sender
Send to Folder
●
Scan a document and send it to a
folder on the network.
HP LaserJet 9040mfp
HP LaserJet 9050mfp
HP LaserJet 4345mfp
HP LaserJet 9500mfp
HP 9200c Digital Sender
Send to Workflow
●
Send a document to a network
folder or file transfer protocol
(FTP) site along with additional
information about the document
(metadata). A third-party software
program can then retrieve and
decipher the information, and
perform the appropriate operation
on the scanned image.
HP LaserJet 9040mfp
HP LaserJet 9050mfp
HP LaserJet 4345mfp
HP LaserJet 9500mfp
HP 9200c Digital Sender
Table 2-1 Functions available through HP DSS (continued)
8 Chapter 2 Software description ENWW
Software description
Control-panel features
All basic HP DSS tasks can be initiated at the device control panel.
●
When prompted on the control panel, the user types the username and password for
authentication, using the control-panel keyboard.
●
The user then selects an HP DSS task such as send-to-e-mail, send-to-folder, or send-to-fax.
●
The control-panel keyboard is used to type the address and subject information (for example,
the To: and Subject: lines) for e-mails. For faxes, the destination fax number is typed or
selected on the control panel. For sending to a folder, a predefined folder path is selected, or, if
the user is authenticated, the user can type a folder path into the Other text box. Users can also
control duplex scanning, the paper size, and the e-mail attachment format at the control panel.
● If the address-book feature is enabled, the user can also select names and addresses for e-mail
or fax from the available address book(s).
HP MFP Digital Sending Software Configuration Utility
The HP MFP Digital Sending Software Configuration Utility is a software program that provides an
interface between the device digital-sending functions and the HP DSS server. To use the HP MFP
DSS Configuration Utility, go to the server where HP DSS has been installed and click Start, click
Programs, click Hewlett- Packard, click HP MFP Digital Sending Software, and then click
Configuration Utility. In the HP Digital Sending Software Configuration dialog box that appears,
select This computer and then click OK.
From this utility, the user can perform the following tasks:
●
Set the administrator contact information
●
Add licenses for HP DSS
●
Configure and test the SMTP settings
●
Configure and test the LDAP settings
●
Configure the fax method
●
Set the default From: address and the default subject for e-mail
●
Create a custom message to be used with each e-mail
●
Set the default file format, default color preference, default resolution, and maximum file size for
scanned images
●
Make available address books that are located on the network
● Configure custom workflow destinations and workflow prompts
●
Set up a list of network folders to be used for the send-to-folder feature
Remote Configuration Utility
The HP DSS Remote Configuration Utility can be installed separately from the HP DSS program and
used to administer HP DSS servers across the network. The Remote Configuration Utility directory
on the HP DSS CD contains the setup program for the Remote Configuration Utility. When launching
the Remote Configuration Utility, enter the network address of the HP DSS server to administer.
ENWW Software capabilities 9
Software description
Authentication
The authentication feature requires device users to log in by using their network username and
password before they can gain access to the digital-sending features. When a device is configured to
require authentication, Authentication Required appears on the control panel when a user selects a
digital-sending task. The user is prompted for username, password, and domain. After these fields
are completed and the user presses or touches OK, the authentication process begins.
Three different methods are supported to authenticate users at the device: Windows authentication
(SPNEGO), LDAP authentication, and Novell authentication (NDS or Bindery). After HP DSS
authentication is configured, the HP DSS administrator might choose to require authentication for
any or all of the individual digital-sending options. Each of these options can be configured differently
for different devices. Note that the username and password of the authenticating user are encrypted
between the device and HP DSS. In addition, the username and password are encrypted from the
HP DSS server to the authenticating server by the Windows or Novell API that the HP DSS program
uses.
For more information see
Using authentication.
E-mail capabilities
HP DSS can send e-mail messages that use multiple Internet mail extensions (MIME-compliant
e-mail messages) to Internet addresses. It uses SMTP/MIME to deliver these messages. SMTP is
independent of the network operating system on which the e-mail server is running.
E-mail addresses are specified at the device control panel. Users can specify e-mail destinations by
using the following actions:
●
Selecting e-mail addresses or distribution lists that are already loaded in HP DSS
●
Typing e-mail addresses
The document that the user scans at the device becomes an attachment to their e-mail message.
The attachment can be sent as a .PDF, .TIFF, .MTIFF, or .JPEG file.
The .PDF format is most often used for the attachments because recipients can easily view and print
the e-mail attachment. Adobe® Acrobat® Reader is used to view the PDF files. A free copy can be
obtained from the Adobe Systems, Incorporated, Web site (
www.adobe.com).
NOTE One or more of the links in this document take you outside the Hewlett-Packard Web
site. Hewlett-Packard does not control and is not responsible for information outside the
HP Web site.
If the .TIFF file format is selected, the e-mail has one attachment for each page of the scanned
document. If the .MTIFF format is selected, all of the pages are in one attachment. However, some
programs cannot read .MTIFF documents, and they might display only the first page.
If the SMTP size limit is exceeded, the e-mail is distributed as multiple e-mails. This is based on the
limit that is selected on the SMTP server page in the HP MFP DSS Configuration Utility.
Secure e-mail
A secure or “secondary” e-mail option is also available. Secondary e-mail is designed for solutions
that require an extra measure of data security. Secondary e-mail differs from the regular e-mail
feature in that a secure third-party software program is used to deliver the e-mail message. An
rfc822-compliant e-mail message that includes the scanned data as an attachment is created in a
10 Chapter 2 Software description ENWW
Software description
folder on the HP DSS server. A third-party secure e-mail program monitors this folder, processes the
e-mail message, and sends it out in a secure manner. From the user's point of view, the process of
sending an e-mail message by using the secure e-mail option is exactly the same as it is for normal
e-mail.
The HP DSS secure e-mail feature is compatible with the following third-party software programs:
●
Zixit
●
Omtool Genidocs
●
Authentica
For more information about e-mail and secure e-mail, see
Using the e-mail feature and Using the
secondary e-mail feature.
Fax capabilities
Users can send faxes directly from the device. They can select destinations from a speed-dial list on
the device or type them at the device control panel. The same document can be sent to multiple fax
numbers.
To support this service, HP DSS supports Internet fax, Windows 2000 fax, and a number of thirdparty LAN fax products. This functionality requires an already-installed fax product, and the LAN fax
products also require a shared folder for the fax work area.
Documents can be sent in TIFF, MTIFF, PCL 5 (uncompressed), or PCL 5 (packbits) format. The
document file format is predetermined by the third-party fax product specification.
For more information about the fax feature, see
Using the fax feature.
Send-to-folder capabilities
Users can send documents directly to any folder on the network. Supported operating systems for
folder destinations are Windows 98, Windows NT®, Windows 2000, Windows XP, Windows 2003,
and Novell NetWare. Users can either select from a list of folders on the control-panel interface or
type their own folder path.
For more information about the send-to-folder feature, see
Using the send-to-folder feature.
Send-to-workflow capabilities
With the send-to-workflow feature, users can scan a document and send it to a custom workflow
destination. They can use the workflow feature to send additional information in the form of a
metadata file that is saved with the scanned document in a specified network or FTP location.
Prompts at the control panel solicit specific information for the metadata file. A third-party software
program that monitors the network folder or FTP site can then retrieve and decipher the information,
performing the specified operation on the scanned image. A printer can also be set up as a workflow
destination, which allows users to scan a document and then send it directly to any network printer to
be printed.
For more information about the send-to-workflow feature, see
Using the send-to-workflow feature.
ENWW Software capabilities 11
Software description
HP DSS components
The following table describes the network components that are required for digital sending.
Table 2-2 HP DSS network requirements
Component Description
Network server running Windows 2000 Professional, Server,
or Advanced Server; Windows XP Professional; or Windows
Server 2003 Standard or Enterprise Server
The server contains the following components:
●
HP DSS service
●
HP MFP DSS Configuration Utility—used to configure
and monitor digital-sending features after the HP DSS
program has been installed
●
Windows 2000 Fax service—required only when the
Windows 2000 Fax service is the method of fax
transport
Network Fast Ethernet 100Base-TX or Ethernet 10Base-T
MFPs or digital senders An HP DSS server can support up to 250 MFPs or
HP 9200C Digital Senders on the same network. Each
device can be individually configured to support any or all of
the digital-sending options.
NOTE HP DSS does not support the HP 9100C
Digital Sender or 8100C Digital Sender.
SMTP gateway This gateway facilitates the e-mail and Internet-fax digital-
sending options.
LAN fax server A LAN fax server is a network device that centrally handles
the sending and receiving of fax jobs. HP DSS can be used
to configure devices to route outgoing faxes to a LAN fax
server.
LDAP server An LDAP server is a directory server that contains
recipients' names and e-mail addresses and supports LDAP.
HP DSS uses the LDAP server to obtain addresses for
device users, and can also use it for user authentication.
FTP server An FTP server can be used as a destination for documents
that have been scanned.
Domain controller/Novell directory server HP DSS can use a domain controller or Novell directory
server to support user authentication and to validate the
user's login information.
Network printer A network printer can be set up as a destination for
documents that have been scanned.
Figure 2-3 HP DSS architecture depicts the HP DSS components.
12 Chapter 2 Software description ENWW
Software description
TCP/IP network
Web
browser
SMTP
gateway
LAN fax
server
LDAP
server
FTP
server
Network
folders
Remote printers
Windows administrator
computer
Figure 2-3 HP DSS architecture
Windows interface
HP DSS is installed on a network server that is running Windows 2000 Professional, Server, or
Advanced Server; Windows XP Professional; or Windows 2003 Standard or Enterprise Server. The
following Windows tools are used in conjunction with HP DSS:
●
Windows Services interface
●
Windows Event Viewer
●
HP MFP Digital Sending Software Configuration Utility
● Fatal errors are registered in the event log.
●
The Configuration Utility Log tab contains functional entries.
Licensing
When HP Digital Sending Software is installed for the first time, you have the option of entering a
license number or using the software on a 60-day evaluation basis. During the evaluation period, the
software can support up to 50 MFPs or digital senders. When the trial period expires, the software
becomes inactive until a license is installed. The Licenses section of the HP MFP DSS Configuration
Utility General tab contains a Trial License entry where new licenses must be added. The remaining
trial period also appears on that tab.
HP DSS is available in five different seat configurations.
Seats Part Number
1 T1936AA#UA0
5 T1936AA#0AD
10 T1936AA#0A9
50 T1936AA#0AA
250 T1936AA#UD6
Each seat enables digital-sending features on one device. As many licenses as needed can be
installed to in order to accumulate seats, but 250 is the maximum number of devices that a single
server can support.
ENWW Licensing 13
Software description
Click Add on the General tab to type a new license key code for the HP Digital Sending Software.
Node Locking
Purchased licenses can be applied only to a specific HP DSS 4.x server. The node-locking process
combines the license certificate with a unique ID from the HP DSS server. The unique ID appears on
the About tab of the HP MFP DSS Configuration Utility as the MAC Address. This ID appears
during and after the trial period. To activate the license certificate, record the MAC Address that
appears on the About tab of the HP MFP DSS Configuration Utility and proceed to the HP Software
License Manager Web site at
licensing.hp.com. At this Web site, type the license certificate number
and the MAC address. The Software License Manager activates licenses based on information
located on the purchased license certificate(s) and the server ID of the HP DSS server. After this
information is entered into the Software License Manager, the generated licenses are delivered by
fax or e-mail.
Figure 2-4 License Node Locking
Licenses from prior versions
The Secure Access and Communications license types found in earlier versions of HP DSS have
been replaced with a single Workflow Process and Document Management license in HP DSS V4.0
and later. Secure Access and Communications licenses are automatically converted to a Workflow
Process and Document Management license when the 4.x software is installed. Each legacy device
uses one seat in the new Workflow Process and Document Management license. Although this
provides full HP DSS functionality for current MFP models, older models support only their original
digital-sending features. Use the General tab of the HP MFP DSS Configuration Utility to add and
remove licenses.
See
Upgrading from previous versions of HP DSS for more information about upgrading older
licenses.
Hewlett-Packard limited warranty statement
The following licensing terms apply to the HP Digital Sending Software.
14 Chapter 2 Software description ENWW
Software description
HP PRODUCT
HP MFP DIGITAL SENDING SOFTWARE v. 4.0
DURATION OF WARRANTY
90 days
1. HP warrants to you that the HP SOFTWARE PRODUCT will not fail to execute its programming
instructions for 90 days after the date of purchase due to defects in material and workmanship
when properly installed and used. If HP receives notice of such defects during the warranty
period, HP will replace SOFTWARE PRODUCT media, which does not execute its
programming instructions due to such defects.
2. HP does not warrant that the operation of HP products will be uninterrupted or error free. If HP
is unable, within a reasonable time, to replace the SOFTWARE PRODUCT to a condition as
warranted, HP may request that you uninstall the SOFTWARE PRODUCT and return it to HP
for a refund.
3. ANY IMPLIED WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR
PURPOSE IS LIMITED TO THE DURATION OF THE EXPRESS WARRANTY SET FORTH
ABOVE. Some states or provinces do not allow limitations on the duration of an implied
warranty, so the above limitation or exclusion might not apply to you. This warranty gives you
specific legal rights and you might also have other rights that vary from state to state, or
province to province.
4. THE REMEDIES IN THIS WARRANTY STATEMENT ARE YOUR SOLE AND EXCLUSIVE
REMEDIES. EXCEPT AS INDICATED ABOVE, IN NO EVENT WILL HP BE LIABLE FOR
LOSS OF DATA OR FOR DIRECT, SPECIAL, INCIDENTAL, CONSEQUENTIAL (INCLUDING
LOST PROFIT), OR OTHER DAMAGE, WHETHER BASED IN CONTRACT, TORT, OR
OTHERWISE. Some states or provinces do not allow the exclusion or limitation of incidental or
consequential damages, so the above limitation or exclusion may not apply to you.
Note: The limited warranty for this product and accompanying software is located in the product
documentation that your received with this product. Please review it at this time.
ATTENTION: USE OF THE SOFTWARE IS SUBJECT TO THE HP SOFTWARE LICENSE TERMS
SET FORTH BELOW. USING THE SOFTWARE INDICATES YOUR ACCEPTANCE OF THESE
LICENSE TERMS. IF YOU DO NOT ACCEPT THESE LICENSE TERMS, YOU MUST RETURN
THE SOFTWARE FOR A FULL REFUND. IF THE SOFTWARE IS SUPPLIED WITH ANOTHER
PRODUCT, YOU MAY RETURN THE ENTIRE UNUSED PRODUCT FOR A FULL REFUND.
HP software license terms
The following License Terms govern your use of the accompanying Software unless you have a
separate written agreement with HP.
License grant
HP grants you a license to Use one copy of the Software. "Use" means storing, loading, installing,
executing or displaying the Software. You may not modify the Software or disable any licensing or
control features of the Software. If the Software is licensed for "concurrent use", you may not allow
more than the maximum number of authorized users to Use the Software concurrently.
Ownership
The Software is owned and copyrighted by HP or its third party suppliers. Your license confers no
title or ownership in the Software and is not a sale of any rights in the Software. HP's third party
suppliers may protect their rights in the event of any violation of these License Terms.
ENWW Licensing 15
Software description
Copies and adaptations
You may only make copies or adaptations of the Software for archival purposes or when copying or
adaptation is an essential step in the authorized Use of the Software. You must reproduce all
copyright notices in the original Software on all copies or adaptations. You may not copy the
Software onto any bulletin board or similar system.
No disassembly or decryption
You may not disassemble or decompile the Software unless HP's prior written consent is obtained. In
some jurisdictions, HP's consent may not be required for disassembly or decompilation. Upon
request, you will provide HP with reasonably detailed information regarding any disassembly or
decompilation. You may not decrypt the Software unless decryption is a necessary part of the
operation of the Software.
Transfer
Your license will automatically terminate upon any transfer of the Software. Upon transfer, you must
deliver the Software, including any copies and related documentation, to the transferee. The
transferee must accept these License Terms as a condition to the transfer.
Termination
HP may terminate your license upon notice for failure to comply with any of these License Terms.
Upon termination, you must immediately destroy the Software, together with all copies, adaptations
and merged portions in any form.
Export requirements
You may not export or re-export the Software or any copy or adaptation in violation of any applicable
laws or regulations.
U.S. government restricted rights
The software and documentation have been developed entirely at private expense and are provided
as "Commercial Computer Software" or "Restricted Computer Software". They have been delivered
and licensed as "Commercial Computer Software" as defined in DFARS 252.227-7013 (Oct 1988),
DFARS 252.211-7015 (May 1991) or DFARS 252.227-7014 (Jun 1995), as a "Commercial Item" as
defined in FAR 2.101 (a), or as "Restricted Computer Software" as defined in FAR 52.227-19 (Jun
1987) (or any equivalent agency regulation or contract clause), whichever is applicable. You have
only those rights provided for such software and documentation by the applicable FAR or DFARS
clause or the HP standard software agreement for the product.
Part 2
LICENSE OBTAINED BY USE OF KEY CODE(S)
ATTENTION: THIS SOFTWARE INCLUDES FUNCTIONS THAT MUST BE ENABLED BY
PURCHASING A KEY CODE(S). USE OF A KEY CODE WILL PROVIDE YOU ADDITIONAL
RIGHTS TO USE THIS SOFTWARE. A KEY CODE ENTITLES YOU TO USE ONE OR MORE
FUNCTIONS FOR A SINGLE HP LASERJET MULTIFUNCTION PERIPHERAL (MFP).
USING THE KEY CODE INDICATES YOUR ACCEPTANCE OF THESE LICENSE TERMS. IF YOU
DO NOT ACCEPT THESE LICENSE TERMS, DO NOT ORDER OR USE THE KEY CODE.
16 Chapter 2 Software description ENWW
Software description
The following License Terms govern your use of the SOFTWARE once you have legally obtained the
KEY CODE.
License grant
HP grants you a license to Use the KEY CODE to access the SOFTWARE PRODUCT for use with a
single HP LaserJet MFP product. "Use" means storing, loading, installing, executing or displaying the
SOFTWARE PRODUCT with a single HP LaserJet MFP. You may not modify the SOFTWARE
PRODUCT or disable any licensing or control features of the KEY CODE. If additional licenses are
desired you must purchase a KEY CODE for each HP LaserJet MFP.
Ownership
The SOFTWARE PRODUCT is owned and copyrighted by HP or its HP authorized third party
suppliers. Your license confers no title or ownership in the KEY CODE and is not a sale of any rights
in the SOFTWARE PRODUCT.
Copies and adaptations
You must reproduce all copyright notices in the original SOFTWARE PRODUCT. You may not copy
the KEY CODE or SOFTWARE PRODUCT onto any bulletin board or similar system.
No disassembly or decryption
You may not disassemble, reverse engineer or decompile the SOFTWARE PRODUCT unless HP's
prior written consent is obtained.
Transfer
Your license will automatically terminate upon any transfer of the SOFTWARE PRODUCT. Upon
transfer, you must deliver the SOFTWARE PRODUCT and all information regarding the Key Code,
provided you retain no copies, and related documentation, to the transferee. The transferee must
accept these License Terms as a condition to the transfer.
Termination
HP may terminate your license upon notice for failure to comply with any of these License Terms.
Upon termination, you must immediately destroy the KEY CODE and SOFTWARE PRODUCT,
together with all copies.
Export requirements
You may not export or re-export the SOFTWARE PRODUCT or any copy or adaptation in violation of
any applicable laws or regulations.
U.S. government restricted rights
The SOFTWARE PRODUCT and documentation have been developed entirely at private expense
and are provided as a "Commercial Computer SOFTWARE PRODUCT" or "Restricted Computer
SOFTWARE PRODUCT". They are delivered and licensed as "Commercial Computer SOFTWARE
PRODUCT" as defined in DFARS 252.227-7013 (Oct 1988), DFARS 252.211-7015 (May 1991) or
DFARS 252.227-7014 (Jun 1995), as a "Commercial Item" as defined in FAR 2.101 (a), or as a
"Restricted Computer SOFTWARE PRODUCT" as defined in FAR 52.227-19 (Jun 1987) (or any
equivalent agency regulation or contract clause), whichever is applicable.
ENWW Licensing 17
Software description
18 Chapter 2 Software description ENWW
Software description
3 Software features
This chapter contains information about the following topics:
●
Finding documentation and other supporting information
●
Using Internet support
●
Understanding support tools
●
Using the e-mail feature
●
Using the secondary e-mail feature
●
Using the fax feature
●
Using the send-to-folder feature
●
Using the send-to-workflow feature
●
Using authentication
●
Using address books
●
Configuring individual devices
ENWW 19
Software features
Finding documentation and other supporting information
The following table outlines the source for, and description of, the information that is available about
issues that can arise when using HP DSS.
Table 3-1 Sources of information
Source Description
HP MFP DSS Support Guide This guide is located on the HP DSS CD and installed with Version 3.5.45 or later.
HP MFP DSS User Guide This guide is located on the HP DSS CD. It provides basic information about how
to use the digital-sending features.
MFP online Help system MFPs feature an online Help system that provides instructions for resolving
common problems. To use Help, press ? on the control panel.
Activity-log messages The activity log is a record of digital sending and is probably the best tool for
troubleshooting. It contains information, warning, and error messages that can
help resolve problems. It also provides access to the embedded Web server
event log for MFPs.
Two logs can be viewed:
●
The HP MFP DSS Configuration Utility Log tab shows general log
messages for HP DSS.
●
In the MFP Configuration section of the Configuration Utility, a second Log
tab shows log messages that are specific to the selected MFP device.
See
Using the Activity Log in the Configuration Utility and Using the log for an
individual device for more information. In addition, see the Help file for the
HP MFP Digital Sending Software Configuration Utility for a list of messages and
recommended actions.
Windows Event Viewer messages The Event Viewer shows a record of the startup procedure for the HP DSS that is
running on the Windows server.
Control-panel messages Messages appear on the device control panel to report digital-sending problems.
HP MFP DSS Configuration Utility
messages
Messages appear in the HP MFP DSS Configuration Utility when problems occur.
Alert notifications E-mail alert notifications can be sent when digital sending problems occur. The
Help file for the HP MFP DSS Configuration Utility explains how to do this. See
Understanding critical error notifications for more information.
Using Internet support
Information about the software and all documentation can be found at the following Web site:
www.hp.com/support/dss
20 Chapter 3 Software features ENWW
Software features
Understanding support tools
The following table lists support tools that are available for HP DSS.
Table 3-2 Support tools
Tool Purpose
Windows Services Stop and start HP DSS.
Software and device activity logs View messages for HP DSS and the devices. See Using the Activity Log in the
Configuration Utility and Using the log for an individual device.
Windows Event Viewer View messages that the Windows XP or Windows 2000/2003 operating system
generates about digital sending.
HP MFP DSS Configuration Utility Configure the devices:
●
Enable or disable authentication and set the method.
● Enable or disable digital sending for e-mail, fax, folder, and workflow, and
configure all send options.
●
Change the folder that holds temporary files.
●
Find the software version number.
●
Set the administrator information and e-mail alerts.
●
Set the addressing options
HP Address Book Manager (ABM) Change the ABM administrator password.
Configure the destinations in the public address book.
ENWW Understanding support tools 21
Software features
Using the e-mail feature
Devices can be configured to send e-mail directly to an e-mail gateway or through HP DSS. All
e-mail-creation activities, including image processing, SMTP message creation, and addressing, are
performed in the device firmware. This section describes how completed e-mail jobs are routed to
the SMTP gateway through HP DSS.
HP DSS server
SMTP gateway
SMTP gateway
Embedded e-mail
E-mail with HP DSS
2. E-mail job (SMTP)
1. E-mail job (SMTP)
1. E-mail job (DSMP)
3. SMTP relay
2. SMTP relay
Figure 3-1 Embedded and service-based e-mail processes
Communications between the device and HP DSS are always done through the DSMP protocol.
If an error occurs during job completion, an entry is created in both the HP MFP DSS Configuration
Utility log and the MFP device log, and the job is aborted.
The device can send SMTP e-mail messages to Internet addresses. It uses SMTP-MIME to deliver
these messages. It is highly recommended that the SMTP gateway be located on the local area
network. However, the product can be configured for e-mail functionality even if mail services are
provided by an outside Internet service provider (ISP) over a digital subscription line (DSL).
If the server supports it, ESMTP (Extended SMTP) can be used to send e-mail. This capability is
automatically detected and no specific configuration steps are necessary. The e-mail service is also
compatible with the DSN (Delivery Status Notification) standard.
The document that the user scans at the device becomes an attachment to their e-mail message.
The .PDF file format is most often used for the attachments, which gives recipients the ability to both
view and print the attachments.
Using HP DSS to send e-mail from an MFP
The following steps outline what happens when a user sends e-mail from an MFP by using HP DSS.
1. The user selects the E-mail option on the device control panel.
2. If authentication is turned on, the user must use the control-panel keyboard interface to type
their username and password. (See the
Authentication section for more information about the
authentication feature.)
22 Chapter 3 Software features ENWW
Software features
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