Lexmark MX6500E User Manual
Scan to SharePoint
Administrator's Guide
Important: This guide is intended for MX6500e.
March 2013 www.lexmark.com
Contents 2
Contents
Overview.....................................................................................................3
Configuring Scan to SharePoint....................................................................4
Accessing application configuration settings using the Embedded Web Server.......................................4
Adding or editing a profile.........................................................................................................................4
Configuring user authentication settings..................................................................................................5
Configuring SharePoint settings................................................................................................................5
Configuring scanning options....................................................................................................................6
Configuring confirmation options.............................................................................................................7
Deleting a profile.......................................................................................................................................7
Customizing the display icon.....................................................................................................................8
Configuring PKI Authentication....................................................................9
Using Scan to SharePoint............................................................................10
Scanning documents using Scan to SharePoint.......................................................................................10
Printing documents saved on SharePoint...............................................................................................11
Troubleshooting.........................................................................................12
An application error has occurred...........................................................................................................12
Application cannot authenticate user.....................................................................................................12
Application cannot connect to SharePoint server...................................................................................13
Users cannot access a site or site does not appear on the list................................................................14
Cannot scan or print documents.............................................................................................................14
Documents are not scanning in color......................................................................................................15
Appendix....................................................................................................16
Notices.......................................................................................................17
Index..........................................................................................................26
Overview 3
Overview
Scan to SharePoint lets you securely scan documents to sites housed on SharePoint servers. Saved in SharePoint sites,
it also allows site navigation and folder creation from the scanner and printing of documents from the printer.
Using the application, you can also scan documents to a Lexmark Document Distributor (LDD) server. LDD captures and
converts paper documents into digital format, or captures existing digital documents and then processes and routes
these documents according to your business processes. For more information on LDD, see the Lexmark Document
Distributor Administrator’s Guide.
A working knowledge of SharePoint is required for the effective use of this guide. This document does not include
information pertaining to the installation and use of the SharePoint software. For more information, see your SharePoint
documentation.
Configuring Scan to SharePoint 4
Configuring Scan to SharePoint
Accessing application configuration settings using the Embedded Web Server
1 Obtain the scanner IP address:
• From the scanner home screen
• From the TCP/IP section in the Network/Ports menu
• By printing a network setup page or menu settings page, and then finding the TCP/IP section
Note: An IP address appears as four sets of numbers separated by periods, such as 123.123.123.123.
2 Open a Web browser, and then type the scanner IP address in the address field.
The Embedded Web Server appears.
3 From the navigation menu on the left, click Settings > Apps > Apps Management.
4 From the list of installed applications, click the application you want to configure, and then click Configure.
Adding or editing a profile
1 Access the application configuration settings from the Embedded Web Server.
2 Add or edit a profile:
Adding a profile
From the Configure page, click Add.
Editing a profile
From the Configure page, select a profile to edit, and then click Edit.
3 Change the settings if necessary.
• To customize the display text and icons, see “Customizing the display icon” on page 8.
• To set user authentication, see “Configuring user authentication settings” on page 5.
• To configure SharePoint settings, see “Configuring SharePoint settings” on page 5.
• To customize scan settings, see “Configuring scanning options” on page 6.
• To enable confirmation options, see “Configuring confirmation options” on page 7.
4 If necessary, configure the proxy settings for the scanner. Type the proxy host name and port number used to
connect to the server.
5 Save or discard your changes.
Configuring Scan to SharePoint 5
Configuring user authentication settings
1 Access the application configuration settings from the Embedded Web Server.
2 From the Configure page, add or edit a profile, and then customize the user authentication options.
• Authentication Type—Select how users will be authenticated against the SharePoint server.
Note: Windows Server 2008 does not support NTLM Authentication. If your SharePoint server is running on
Windows Server 2008, then select only NTLMv2 credentials or Use MFP credentials as the authentication
type.
• Default NTLM User Name—Type the default user name.
• Default NTLM Password—Type the default password.
• Show NTLM User Name and Password—Select this option to allow the user to change the default user name
and password. If this option is not selected, then the user name and password authentication prompts will not
be shown.
3 Save or discard your changes.
Configuring SharePoint settings
1 Access the application configuration settings from the Embedded Web Server.
2 From the Configure page, add or edit a profile, and then customize the SharePoint options.
• Hostname—Type the host name of the SharePoint server.
• Domain—Type the Windows domain of the SharePoint server.
• SharePoint URL—Type the URL of the SharePoint site where scanned documents are saved.
Notes:
– Do not include the default page or file name of the site when typing the URL. For example, to add the
SharePoint URL http://abcde/Docs/default.aspx, type only http://abcde/Docs/ in the
SharePoint URL field.
– Do not include document libraries or folders when typing the URL.
• URL scheme for My Site—Customize the URL of the “My Site” site on your SharePoint server. By default, the
URL is %s/personal/%u, where %s is the SharePoint server address and %u is the authenticated user name.
• Filtered URLs—Type a list of URLs of SharePoint sites or folders that are accessible to users from the scanner
control panel.
Note: Do not include the default page or file name of the site when typing the URLs. For example, to
prevent users from navigating to the site with the URL http://abcde/Admin/default.aspx, type
only http://abcde/Admin/ in the Filtered URLs field.
• Default Start Location—Type the URL of the SharePoint site or folder that you want users to start navigating
from when using the application on the scanner.
• Ask for check‑in comment—Select the check box to prompt users to type a comment when scanning documents
to SharePoint.
• Prompt for optional data—Select the file information for which users will enter values after scanning documents
to SharePoint.
• Apply a timestamp to imported file name—Select the check box to add a time signature to the file name of a
scanned document.
Configuring Scan to SharePoint 6
• Include User Name In File Name—Select the check box to automatically add the user name at the beginning of
the file name when saving the scan job.
• Timestamp format—Select the format of the time stamp to be added to the file name. This can be set if the
“Apply a timestamp to imported file name” option is enabled.
• Date Prompt Entry—Select the method for entering the date and time information. If you select Numeric
Format, then users will be asked to manually enter the date from the scanner control panel.
• Date Prompt Format—Select the date format. This applies only if the Numeric Format option is selected from
the Date Prompt Entry menu.
• Time Preference—Select the time format. This applies only if the Numeric Format option is selected from the
Date Prompt Entry menu.
• Personal Site Use—Select how users can access personal sites on SharePoint.
• Enable Print—Select the check box to let users print documents saved on SharePoint.
• Enable Scan—Select the check box to let users scan documents to sites on SharePoint.
• Enable Forward to—Select the destination for the scanned document.
• LDD Forwarding—If you chose to send scanned documents to LDD, then configure the following settings:
– Primary Server Address—Type the IP address or host name of the primary LDD server that processes the
scanned documents.
– Secondary Server Address—Type the IP address or host name of the secondary LDD server that processes
the scanned documents.
– Profile Name—Type the name of the profile or the workflow solution to apply to the scanned documents
sent to LDD.
– Username—Type the user name needed to access the LDD server.
– Password—Type the password needed to access the LDD server
3 Save or discard your changes.
Configuring scanning options
1 Access the application configuration settings from the Embedded Web Server.
2 From the Configure page, add or edit a profile, and then customize the default scan options.
• Show Scan Settings—Select to allow users to change the settings from the scanner control panel when scanning
a document. Clear the check box to prevent users from changing the default settings when scanning a document.
• Show Scan Preview—Select the check box to show the first page of the scanned document on the scanner
display.
• Allow user to enter filename—Select the check box to allow users to change the file name of their scan job
before saving to SharePoint.
• Default Scan Filename—Enter a default file name for every scan job.
• Scan Sides (Duplex)—Allow users to scan one-sided or two-sided documents. Select 1 Sided to scan only one
side of the document. Select 2 Sided to scan both sides.
• Enable Custom Job—Select the check box to combine single or multiple scans from the automatic document
feeder (ADF) and the scanner glass into a single job. Enabling this setting will prompt users whether to scan
their documents from the ADF or the scanner glass.
Configuring Scan to SharePoint 7
• Scan Resolution—Adjust the default quality of the scanned document. If users will be scanning photographs,
drawings with fine lines, or documents with very small text, then increase the resolution setting. Higher
resolution settings result in larger file sizes and longer time needed to scan the original document.
• Scan Color—Determine whether the document will be scanned in color or in black and white. Select this option
to scan in color, or clear it to scan in black and white.
• Scan Contrast—Specify a setting to increase or decrease the difference between lights and darks in a scanned
image. Select Best for Content if you want the scanner to adjust the contrast automatically, or select a value
from 0 (least contrast) to 5 (most contrast).
• Scan File Format—Specify the output format for scanned images saved on the SharePoint server.
Note: The JPEG file format does not support multiple pages. If users will be scanning documents containing
more than one page, then select either TIFF or PDF as the scan file format.
• Content Type—Select the default type that best represents the scanned document.
• Background Removal—Specify the degree of background to remove from the scan job. Type values from 1 to
10, with 10 for maximum background removal.
• Shadow Detail—Specify the degree of shadow detail to apply to the scan job. Type values from 1 to 10, with
10 for maximum shadow detail.
3 Save or discard your changes.
Configuring confirmation options
1 Access the application configuration settings from the Embedded Web Server.
2 From the Configure page, add or edit a profile, and then customize the confirmation options.
• Display Confirmation Page—Select this option to specify that users will see a confirmation page on the scanner
control panel after scanning documents to the SharePoint server.
• Print Confirmation Page—Select this option to specify that the printer will print a confirmation page after users
scan documents to the SharePoint server.
• Email Confirmation Page—Select this option to specify that the scanner will send a confirmation e-mail after
users scan documents to the SharePoint server. Addresses for recipients must be specified in the “Email To”
field.
• Email To—If you select the Email Confirmation Page option, then you must specify at least one recipient's
e‑mail address in this field. Multiple addresses should be separated by commas.
3 Save or discard your changes.
Deleting a profile
1 Access the application configuration settings from the Embedded Web Server.
2 From the Configure page, select a profile from the list, and then click Delete.
3 Click Delete to confirm.
Configuring Scan to SharePoint 8
Customizing the display icon
1 Access the application configuration settings from the Embedded Web Server.
2 From the Configure page, add or edit a profile, and then change the settings if necessary:
• Button Text or Text—Type up to 20 characters that will appear above the profile button on the scanner home
screen. This field is optional.
• Button Icon or Icon—Browse to a new image file that represents the profile on the scanner home screen. This
field is optional.
• Button Icon when pressed or Icon when pressed—Browse to a new image file that will appear while the profile
icon is being pressed. This field is optional.
3 Save or discard your changes.
Loading...