Konica Minolta eCopy User Manual

eCopy ShareScan® OP

Version 4.0

Installation and Setup Guide

for Konica Minolta devices

Part Number: 73-00147 (6/2006)

Licensing, Copyright, and Trademark Information

The information in this document is subject to change and does not represent a commitment on the part of eCopy, Inc. The software described in this document is furnished under a license agreement. The software may be used or copied only in accordance with the terms of the agreement. It is against the law to copy the software on any medium except as specified in the license agreement. No part of this document may be reproduced, transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or information storage and retrieval systems, or translated into any language for any purpose other than the purchaser’s personal use, without the written permission of eCopy, Inc.

The eCopy logo, eCopyFax, the Simplify logo, the MailRoom logo, eCopy ShareScan, eCopy ShareScan OP, eCopy ScanStation, eCopy ScanStation OP, eCopy Desktop, eCopy Quick Connect, eCopy Xpert Compression, UniDoc, SpeedFax, and SpeedPrint are trademarks of eCopy, Inc. ShareScan, Simplify, and MailRoom are registered trademarks of eCopy, Inc.

Captaris and RightFax are trademarks of Captaris, Inc.

IBM, Lotus, and Lotus Notes are trademarks and/or registered trademarks of Lotus Development Corporation and/or IBM Corporation in the United States, other countries or both.

Intel and Pentium are registered trademarks of Intel Corporation.

Microsoft, Windows, Windows NT, Outlook, and MS-DOS are registered trademarks and Windows Server is a trademark of Microsoft Corporation in the USA and in other countries.

The software in this product was in part provided by Genivia Inc and any express or implied warranties, including, but not limited to, the implied warranties of merchantability and fitness for a particular purpose are disclaimed. in no event shall the author be liable for any direct, indirect, incidental, special, exemplary, or consequential damages (including, but not limited to, procurement of substitute goods or services; loss of use, data, or profits; or business interruption) however caused and on any theory of liability, whether in contract, strict liability, or tort (including negligence or otherwise) arising in any way out of the use of this software, even if advised of the possibility of such damage.

All other terms and products are trademarks or registered trademarks of their respective owners and are hereby acknowledged.

Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

About this guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Further information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Technical support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

What’s new in ShareScan OP v4.0 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3

Things to know if you are using ShareScan OP v3.x add-on connectors . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Quick Start: Installing and setting up eCopy ShareScan OP . . . 11

Product overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11

Installation overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12

Installing a TWAIN driver . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13

Installing the Konica Minolta TWAIN driver . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Installing the UPDD driver . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14

Configuring the touch screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Installing eCopy ShareScan OP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16

Licensing scanning devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18

Configuring and activating connector profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22

Starting the ScanStation OP client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .34

What’s next? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Quick Start: Setting up MFP devices to use with Send to eCopy 39

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39

Translation Convention . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Creating a network shared folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39

Supported scan settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .40

Configuring a Konica Minolta MFP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .40

Configuring Send to eCopy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42

Sending to the scan destination . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Using scanned documents with the ScanStation client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

iv | Table of Contents

Reference: Configuring the system . . . . . . . . . . . . . . . . . . . . . . . . 45

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Starting and stopping the Services Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Configuring system properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Specifying general properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46

Specifying advanced properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47

Configuring keyboard settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48

Configuring Session Logon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49

Configuring system tracing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51

About licensing devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51

Adding product keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .52

Deleting product keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .53

Adding a device with an embedded client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .54

Activating licenses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .55

Monitoring activity on the Services Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Reporting scanning activity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .56

Backing up or sharing configuration files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Remote administration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .58

Configuring connectors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Installing connectors and services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .60

Removing add-on connectors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .60

About connector profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .60

Creating and saving connector profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .61

Activating connector profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .62

About configuring general Properties settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Configuring the Display settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .63

Configuring the Content settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .64

Configuring Express . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .66

Configuring Search while typing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .68

About the Field Editor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .69

Configuring the fax address format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .70

About configuring MSDE for address book support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .71

About configuring connector Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .75

Document Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

Configuring Scanner Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Configuring Tracing settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

Connector-specific configuration information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .80

Copy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

eCopy Connector for Microsoft Exchange . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .81

eCopy Connector for Fax via Microsoft Exchange . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

eCopy Connector for Fax via Print . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .88

eCopy Connector for Lotus Notes Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

eCopy Connector for Fax via Lotus Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92

eCopy Connector for SMTP using LDAP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96

eCopy Connector for Fax via SMTP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .107

Quick Connect . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .111

eCopy Connector for Captaris RightFax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124

Scan to eCopy Desktop . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127

Scan to Printer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135

| v

Configuring eCopy Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137

Configuring Bates Numbering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .137

Bates Numbering format window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .140

About Bates page numbering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141

Using the Cost Recovery Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .142

Managing eCopy-enabled devices . . . . . . . . . . . . . . . . . . . . . . . 143

Specifying the default device . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .143

Specifying default scanner settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .144

Configuring activity tracking for devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .145

Configuring additional activity tracking fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .147

Using the Field Editor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .148

Configuring Document Tracking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .149

Publishing connector profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .150

Publishing prerequisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .150

The publishing process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .150

Managing groups of connector profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .155

vi | Table of Contents

Managing and using the client application . . . . . . . . . . . . . . . . 157

Managing embedded clients . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .157

Managing ScanStation OP clients . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .157

Selecting a different TWAIN driver for the ScanStation client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158

Configuring the client to use the TWAIN driver’s user interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158

Starting and stopping the ScanStation client from the console . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159

Specifying an exit password for the ScanStation client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160

Configuring the keyboard for the ScanStation client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161

Configuring ScanStation logon settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162

Configuring advanced ScanStation settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163

Using ShareScan OP connectors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .164

Quick reference to using a ShareScan OP connector . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166

Copy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174

eCopy Connector for Microsoft Exchange . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175

eCopy Connector for Fax via Microsoft Exchange . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178

eCopy Connector for Lotus Notes Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180

eCopy Connector for Fax via Lotus Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182

eCopy Connector for SMTP using LDAP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184

eCopy Connector for Fax via SMTP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186

Quick Connect . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188

eCopy Connector for Captaris™ RightFax™ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192

Scan to eCopy Desktop . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196

Scan to Printer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200

Fax via Print . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202

| vii

Installation Environment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203

Network environment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .203

Hardware configuration guidelines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .204

ShareScan OP Services Manager PC worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .205

Device worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .206

Firewall and switch worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .207

Network infrastructure worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .208

DNS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .209

Configuring the HOSTS file . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209

Novell support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .210

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211

eCopy ShareScan OP Installation and Setup Guide | 1

Getting Started

About this guide

This guide is intended for administrators responsible for installing and configuring eCopy ShareScan® OP. It provides a product overview and describes system requirements and installation procedures.

Further information

The documentation set consists of the following documents:

■ eCopy ScanStand™ Assembly Instructions: Provides information about assembling the

ScanStand that is used with eCopy ScanStation.

■ ShareScan OP Installation and Setup Guide: The Quick Start section of this document guides

you through the initial installation and setup process. The Reference section provides more detailed information about configuring the system, the eCopy connectors included with the software, and the add-on eCopy Services. It also describes how to manage the client application and use the ShareScan OP connectors.

■ ShareScan OP Help: The Help files contain information about configuring the system, the

connectors, and the scanning devices. You can easily access the Help from the console.

To access the ShareScan OP Administration console help, in the console tree, select a node, such as “ShareScan OP” and then click the Help button. The Help opens in the Microsoft Management Console.

To access help for a specific connector, in the console tree, select the connector and then click the Connector Help button, or right-click the connector name and select Connector Help from the menu.

2 | Getting Started

Technical support

Technical support is available to registered users of eCopy software during the warranty period or for the duration of your software support and maintenance agreement. Contact your supplier for details.

The maintenance agreement identifies the service provider. In most cases the dealer or distributor who provided the eCopy product to your organization also provides support. The dealer or distributor provides information about getting assistance for product installation, implementation, and usage. The eCopy Technical Support, Quality Assurance, and Development organizations provide backup support to the network of dealers and distributors. Policies established with each distributor of eCopy products determine how customer inquiries are escalated.

When you open a Technical Support case, your service provider will tell you what identification information you need to provide to validate the status of your support contract.

In addition to support provided by your dealer or distributor, the eCopy Technical Support Web site — www.ecopy.com/support — provides access to a knowledge base that includes Frequently Asked Questions (FAQs), product support matrices, product information, and Technical Support contact information.

eCopy ShareScan OP Installation and Setup Guide | 3

What’s new in ShareScan OP v4.0

ShareScan OP v4.0 includes new features and enhancements.

■ Session Logon: When you enable Session Logon, users only need to log on a single time to the

ShareScan OP client; their logon information is effective for the entire session. The users do not have to enter their logon information each time they select a connector during the current session; the Services Manager passes the session logon information to the connector. You can configure this feature, on the System Properties pane, for use with Windows Active Directory or Novell Directory Services (NDS).

■ Connector profiles: You can now activate multiple profiles per connector, on a single scanning

device. For example, you can create two unique profiles for the eCopy Connector for Microsoft Exchange and activate both profiles on Device X:

Profile name Profile description Device

Expense Reports Scans and sends expense reports to a Payroll

inbox

Resumes Scans and sends resumes to a Human Resources

inbox

Note: Prior to v4.0, you could create multiple profiles for a connector, but you could not

activate more than one profile per connector on the same device.

Device X

You can activate up to nine connector profiles on a single device. For example, you can activate the following collection of profiles on a single device:

2 Exchange profiles

1 Fax via Exchange profile

3 Quick Connect profiles

2 Scan to Printer profiles

1 Scan to Desktop Profile

4 | Getting Started

■ Connector services: The new Services node contains all the services that used to be on the

Advanced and Tracing tabs. The following table illustrates the services and options available on each tab, if the connector supports the service.

Document Settings tab Scanner Settings tab Traci n g t a b

Encryption Input Paper Size File

Searchable Text Output Paper Size Location

File Formats Scaling (20 - 100%)

Document Name Resolution

Blank Page Removal Two-Sided

Bates Numbering Color Depth (Pixel)

Batching

Document Tracking

The following services, and their enhancements, are now available to many connectors:

Encryption: This service now enables you to set Document and Permissions passwords for

documents scanned using the PDF or eCopy format. You can create a connector profile that requires assignment of a user password to the scanned document; the recipient must enter the user password before opening the document. You can also set permissions that restrict printing and editing of the scanned document, and changes to the document’s security settings.

Advanced File Naming: This service, which was previously available only in Quick Connect,

enables you to create a connector profile that generates a file name composed of one or more fields. If you enable Session Logon, you can include an “Authenticated User Name” field in the file name.

Blank Page Removal: This service enables you to create a connector profile that removes

blank pages from a scanned black and white document before sending the scanned document.

Batching: This service enables you to create a connector profile that splits a stack of pages

into separate documents. The connector creates a new document after a fixed number of pages, when the file reaches a specified size, or when it finds a blank page. This service is now available to all the mail connectors as well as to Quick Connect.

Bates Numbering: This service now enables you to create a Bates format that endorses a

scanned document with date and time information. In addition, when the user enables Bates Numbering, the service displays the format information on the current page in the scan preview window.

eCopy ShareScan OP Installation and Setup Guide | 5

> Document Tracking: This service enables you to create a connector profile that saves a copy

of every scanned document, as a PDF file, in a secure network location (in the same domain as the ShareScan OP Services Manager computer). It also adds the name of the PDF file to the Activity Tracking log.

Even if you use the batching service, the document tracking service will only create a single large document.

This service does not save a copy of fax cover pages.

Scanner Settings: This service enables you to create a connector profile that uses the same

settings for every scan job. When you create this type of profile, the user does not have to change scanner settings at the device.

■ Zoom preview: The scan preview screen on the client now includes a Zoom button so that

users can enlarge the preview image.

■ Proxy server support: Version 4.0 detects any proxy server configuration on the computer

where you are installing the software. It uses that information to access the eCopy activation server on the Web.

■ Express: This feature enables you to create a connector profile that makes it easy for a user to

quickly scan and send a document without having to enter additional information at the device. For example, you can create multiple Exchange connector profiles. Then, on the Express tab for

each profile, you can specify unique subject and recipient information for the scanned

documents. The user will not even see the Send screen at the device.

■ Quick Connect: The connector now supports relational databases for accessing and saving

index field values, and for saving scanned documents.

New type of index field: The Database field tells the connector to read a list of values from

a database and display them in a drop-down list on the screen where users enter index field values.

New index file format: The Database format saves the index file in the specified database.

New destination: The Database destination saves scanned documents in the specified

database.

The connector now supports the TSV (tab-separated-values) format for the index file.

6 | Getting Started

■ Send to self: This option, which is available for all the mail connectors, enables you to create a

connector profile that sends scanned documents only to the logged on user. The user will not see the Send screen at the device. (You can use the file name variable in the Subject line or the Notes line to distinguish between the scanned documents.)

■ Content tab: You can use three new variables to specify available subject lines (in mail or fax

connectors) and available notes (in fax connectors). You use these variables to include file size, file name, and number of pages information. The variables are:

$$FILESIZE$$

$$FILENAME$$

$$PAGECOUNT$$

■ eCopy Connector for SMTP using LDAP: This connector provides many new enhancements

and features:

> You can create a connector profile using a wizard. You enter a few settings and the wizard

fills in the remaining settings.

> The Advanced LDAP tab enables you to create a connector profile that uses the LDAP

attributes you specify to search for senders and recipients in the selected directory service. You can specify the Class, User ID, email, First Name, Last Name, and Common Name attributes. For example, if you configure the profile to search Microsoft Active Directory by User ID, then, on the Advanced LDAP tab, you select SAMAccountName as the attribute in the User ID field. The ShareScan OP client will then display the SAMAccountName attribute.

The Advanced LDAP tab also enables you to display custom LDAP attributes with the sender and recipient names. This feature is useful if you need to include additional attributes next to the name, for example, to distinguish among users with similar names. For example, if there are two recipients named “John Smith”, you could include an attribute named “title” to distinguish between “John Smith” (Principal Engineer) and “John Smith” (Vice-President of Marketing).

> You can specify the scope of a search.

> You can now configure the LDAP server to use the Secure Sockets Layer (SSL) protocol for

communication.

> This connector provides additional security options for performing authentication on the

SMTP server.

eCopy ShareScan OP Installation and Setup Guide | 7

■ Cc: The Cc: (carbon copy) feature, which is available for all the mail connectors, allows users to

send a copy of a message to one or more recipients who are not the primary recipients.

■ Scan to eCopy Desktop: This connector now works with eCopy Desktop version 9.0.

Things to know if you are using ShareScan OP v3.x add-on connectors

The following list describes what you need to know if you are using a v3.x add-on connector, purchased from eCopy or from other companies, with ShareScan OP v4.0:

Note: This information does not apply to the eCopy connectors supplied with the ShareScan OP

v4.0 product. Those connectors have been upgraded to v4.0.

■ In version 3.x, all the tabs used to configure a connector were on the connector’s Properties

pane.

v3.1 Properties pane

Version 4.0 introduces a Services pane with three tabs: Document Settings, Scanner Settings, and Tracing. The new Document Settings tab contains the options, such as Encryption, that were on the Advanced tab on the v3.1 Properties pane (shown in the preceding screen).

8 | Getting Started

v4.0 Services pane

■ However, the v3.x Advanced and Tracing tabs still appear on the v4.0 Properties pane, as

shown in the following WorkSite Properties screen.

v4.0 Properties pane with v3.x Advanced and Tracing tabs

eCopy ShareScan OP Installation and Setup Guide | 9

■ The v3.x connectors will use the “Advanced” settings that you specify on the Document

Settings tab (which is on the 4.0 Services pane)

■ Whatever file naming scheme you specify on the v3.x Advanced tab must match the scheme

except for the File Naming option.

you specify on the v4.0 Document Settings tab. For example, if you specify a name using the Advanced File Naming option on the Document Settings tab, you must then set the File Name option to Specify Name on the Advanced tab.

v4.0 Document Settings tab

(Services pane)

v3.x Advanced tab (Properties

pane)

■ The connectors will use the settings that you specify on the Tracing tab (v4.0 Properties pane).

They will not use any settings that you specify on the Tracing tab that is on the v4.0 Services pane.

eCopy ShareScan OP Installation and Setup Guide | 11

Quick Start: Installing and setting up eCopy ShareScan OP

Product overview

eCopy ShareScan OP (Open Platform) extends the capabilities of digital copiers and scanners. A complete system includes the following components:

Client (ScanStation)

Administration console

Network computer running

eCopy ShareScan OP Services

Manager and one or more

connectors (applications

connected to enterprise

applications, such as e-mail and

fax).

12 | Quick Start: Installing and setting up eCopy ShareScan OP

The ShareScan OP client is installed on your ScanStation. It displays the user interface and handles user input. It passes all information, including the raw scanned image file, to the Services Manager for processing.

The

ShareScan OP Services Manager resides on a network computer running Microsoft®

Windows® 2000, Windows 2003, or Windows XP. ShareScan OP does not require any special server hardware. The Services Manager handles requests from the client, returns user interface forms and thumbnail images to the client, and creates the master image file according to the selected options (file type, searchable text, encryption, etc.).

The

connectors, which reside on the same computer as the Services Manager, provide connectivity

to back-end applications. For example, the eCopy Connector for Microsoft Exchange enables users to scan documents and e-mail them using Microsoft Exchange. The eCopy Connector for Fax via Lotus Notes enables users to scan documents and fax them using Lotus Notes.

The

Administration console is a Microsoft Management Console (MMC) snap-in that enables

system administrators to configure and administer the Services Managers, connectors, services, and scanning devices.

Installation overview

To install and configure ShareScan OP, you perform the following tasks:

■ Install a TWAIN driver.

Note: You use a single product key to license a ScanStation for use with a TWAIN-enabled

device or with Send to eCopy. If you are using the ScanStation only with Send to eCopy, you do not need to install a TWAIN driver.

■ Install the Universal Pointer Device Driver (UPDD), which is also called the touch screen driver,

on the ScanStation. However, you do not need to install this driver if you have an existing ScanStation on which the driver was pre-loaded.

■ Install the ShareScan OP software (Services Manager, Administration console, connectors, and

client application) on the ScanStation.

■ License and configure the ScanStation device.

■ Configure and activate connector profiles.

eCopy ShareScan OP Installation and Setup Guide | 13

Installing a TWAIN driver

The eCopy ScanStation uses a TWAIN driver to get input from the scanning device. You must install and configure the driver before licensing the scanning device.

Installing the Konica Minolta TWAIN driver

You can use Konica Minolta’s TWAIN driver Ver. 2 with ScanStations.

To install the driver:

Insert the eCopy ShareScan OP CD (Disk 2) in your drive.

2 Open the Konica Minolta folder, then navigate to the location where the driver is stored.

3 Double-click Setup.exe, then follow the installation instructions.

4 When the installation is complete, click Finish.

14 | Quick Start: Installing and setting up eCopy ShareScan OP

Installing the UPDD driver

The Universal Pointing Device Driver (UPDD) is used to configure the touch screen. If you are using a new ScanStation, you must calibrate the touch screen. If you are using an existing ScanStation, you probably do not need to calibrate the touch screen.

To install the driver:

Insert the eCopy ShareScan OP CD (Disk 1) in the drive.

2 When the Launch window opens, click Drivers.

3 Click Explore Touchscreen Drivers.

4 Run Setup.exe.

5 When the Welcome window opens, click Next.

6 When the License Agreement window opens, read the agreement, then click Accept. The

Select folder window opens.

7 Follow the prompts on subsequent screens, using the following information to specify the

driver settings:

Window name Field Value

Number of devices Number of devices 1

Desktop segment Logical desktop segment Whole Desktop

Select controller Controller type

Port Port COM1

Do not select any controller type other than “DynaPro, SC3, Serial”

DynaPro, SC3, Serial

8 When the Ready to install window opens, click Next to finish the installation.

9 When the installation is complete, click Finish.

eCopy ShareScan OP Installation and Setup Guide | 15

Configuring the touch screen

The UPDD program enables you to configure the touch screen, which includes setting the correct baud rate and calibrating the screen. The program sets the default baud rate to 19200, which is required on a new ScanStation.

Important! Older ScanStations use a baud rate of 2400. If you are installing ShareScan OP on an

older ScanStation, do not change the baud rate. You have an older ScanStation if the model number on the outside of the ScanStation PC is “D530S” or “D510”.

To calibrate the touch screen:

Click Start > Programs > UPDD > Settings. (You can also access the program by selecting

Pointer Devices in Control Panel.) The Pointer Device Properties window opens.

2 Select the Calibration tab, then set the number of calibration points to 9. (The default is 5.)

3 Click Calibrate.

4 Follow the calibration instructions on the touch screen.

16 | Quick Start: Installing and setting up eCopy ShareScan OP

Installing eCopy ShareScan OP

Use the eCopy ShareScan OP Setup program to install the following components on a network computer:

■ Client

■ ShareScan OP Services Manager

■ ShareScan OP Administration console

■ One or more connectors

To install the software:

Insert the eCopy ShareScan OP CD (Disk 1) in the computer’s drive. When the launch window

opens, click

2 Select the language for the installation, then click OK.

3 When the wizard’s Welcome window opens, click Next.

If your computer does not meet the minimum requirements, Setup displays a system requirements message. Read the message, then click

4 When the Welcome window opens again, click Next.

5 In the Components window, click Next.

Install ShareScan OP.

Install to proceed.

6 In the Connectors window, select the connectors you want to install.

Installing connectors is not the same as activating them. You can install all the connectors suitable to your environment now and activate them when you need to use them. For example, if you are in a Windows environment, you do not need to install the Lotus Notes Mail and Fax connectors. (If you want to install a connector later, you must go through the installation process again.)

Note: You can use Copy only on an eCopy-enabled device with some embedded clients. If you

try to activate a Copy profile on an unsupported device, the system will display an error message. You can use Fax via Print only on an eCopy ScanStation.

eCopy ShareScan OP Installation and Setup Guide | 17

7 When you have selected the connectors you want to install, click Next.

If you selected a Lotus Notes e-mail or fax connector and the Lotus Notes client is

not installed

on the computer, Setup displays a message, reminding you that you must install the Lotus Notes client before you can use it, and that you must specify the path to its executable file in the Path environment variable. Click

Note: When you install the Lotus Notes client, make sure that you select the Only for me

(Single User Install) option.

OK to continue the installation.

If you selected an e-mail or fax connector, the Internet Address Book Support window opens. ShareScan OP uses Microsoft SQL Server Desktop Engine (MSDE 2000) to store manually entered addresses and fax numbers in a database (see “About configuring MSDE for address book support” on page 71).

If you do not plan to install the address book database on this computer, select

Next. If you plan to install the address book database, select Ye s, then click Next to check for

No, then click

the required components. After reading the message about the required components, click

8 When the Ready to Install window opens, click Install.

9 When the installation is complete, click Finish.

OK.

18 | Quick Start: Installing and setting up eCopy ShareScan OP

Licensing scanning devices

You license the product from the ShareScan OP Administration console. To do this, you perform the following tasks:

■ Start eCopy ShareScan OP Administration and select your ShareScan OP Services Manager.

■ License a ScanStation by performing the following tasks:

> Add the product key to the local license database.

> Activate the product key.

■ Set up a supported multifunction product (MFP) device that you plan to use with the

ScanStation’s Send to eCopy feature.

To select a Services Manager:

1 Click Start > Programs > eCopy Applications > ShareScan OP Administration.

The

Select ShareScan OP Manager window opens. The first Services Manager in the list is

most often the local computer, the one that you typically want to administer.

2 In the list, select the Services Manager.

If the Services Manager you want is not listed, click

Discover to refresh the list.

If the Services Manager is still not listed, enter the machine name and IP address in the edit field, for example,

ECOPY1 (10.10.10.10).

eCopy ShareScan OP Installation and Setup Guide | 19

3 Click OK. The Administration console opens.

To license a scanning device:

In the console tree, double-click System Information, then click Licensing.

2 Enter the product key using either of the following methods. (If you received your key in

electronic form, you may want to copy and paste it.)

>Click

New Key and enter the key (manually or by pasting a copied key).

<ENTER PRODUCT KEY> to make the edit box active, enter the key, and then press

NTER.

20 | Quick Start: Installing and setting up eCopy ShareScan OP

When you have added the product key, the Product Key Information window opens. You use the same Send to eCopy key to license TWAIN-enabled devices.

3 Click Activate Now to activate the license through the Internet; the activation process only

takes a couple of minutes. Read the registration message, click

Note: If you cannot activate a license immediately, you have 30 days in which to activate it.

4 As soon as you activate your licenses, generate a license report by clicking Report on the

Licensing pane.

OK, then click Done.

eCopy ShareScan OP Installation and Setup Guide | 21

5 In the console tree, click Devices > <device_name> > Manage > Status, then select the Enable

TWAIN

check box.

To s elec t the driver:

> Click (Browse). The Services Manager prompts you to select the source (the TWAIN

driver).

> Select the Konica Minolta TWAIN driver.

> In the Manage ScanStation OP Client pane, click

6 In the console tree, click Devices. The device is listed in the right pane. (To change the view,

right-click in the right pane, click

View, then select the desired view.)

Save.

22 | Quick Start: Installing and setting up eCopy ShareScan OP

Configuring and activating connector profiles

After licensing a scanning device, you configure profiles for each connector that you want to use, and then activate them on the device.

When you create a connector profile, you associate it with a button that appears in the ShareScan OP client application. When a user presses a button, such as the Exchange Example button, the connector uses the properties and services specified in the connector profile, such as “exchange_express”, associated with the button.

You can create multiple profiles for each connector, and you can display up to nine buttons in the client application.

This section describes the basic process of creating and activating a connector profile, using the eCopy Connector Microsoft Exchange as an example. For detailed information about each

connector and its settings, refer to the Help.

Note: Make sure that Microsoft Outlook is the default mail package. You must configure Microsoft

Outlook 2000 to work with your Exchange server prior to using the ScanStation client. eCopy also recommends that you configure Microsoft Outlook 2002 and 2003 to work with the Exchange server. You must install Outlook on the same computer as the eCopy ShareScan OP Services Manager so that the two applications can share common DLLs.

Before configuring this connector, you should create a generic Microsoft Exchange account for ShareScan OP to use. The connector uses the ShareScan OP User Account information to log on to the Exchange server and retrieve the global address list.

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