Oki smart Extendable Platform2 smart Extendable Platform2 Indexed Scan User's Manual

smart Extendable Platform2

Indexed Scan

User's Manual

2015. October 46219502EE Rev1

Table of Contents

1. About this Document ............................................................ 3

Introduction .................................................................................................3

2. Overview ............................................................................ 4

Basic structure ..............................................................................................4

Conguration and function image ...................................................................................4

Initial conguration tool ................................................................................................4

Conguration for use ....................................................................................................5

Basic usage models .......................................................................................6

Entry registration (settings) ........................................................................................... 6

Obtaining and editing a metadata template .....................................................................7

Information embedded in metadata le ........................................................................... 7

Setting access privilege to entry ..................................................................................... 7

Use of Indexed Scan (Operation) ....................................................................................7

3. Entry Registration Details ...................................................... 8

Displaying the entry registration screen on the web page of this MFP .....................8

Adding entry .............................................................................................. 11

Entry name (Step 1) ................................................................................................... 12

Sending settings (Step 2) ............................................................................................ 12

Scanning settings (Step 3) .......................................................................................... 15

Default values of access privileges (Step 4) ................................................................... 17

Selection and setting of attributes (Step 5) .................................................................... 17

Selecting metadata template (Step 6) ........................................................................... 29

4. Editing a Metadata Template ............................................... 30

5. Entry List Batch Operation .................................................. 31

All entries displayed in entry list are temporarily saved in personal computer. ........ 31

Settings values of the Indexed Scan temporarily saved on the personal

are set on the MFP. ...................................................................................... 31

computer

Appendix .............................................................................. 32

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1. About this Document

Introduction

Indexed Scan is a built-in feature that allows to manage paper documents in a document management system or to use them in an electronic workflow by digitizing the paper documents.

When digitizing paper documents, a file containing attribute information (such as the document type, contract number, etc.) for the digitized paper document is generated along

with the scanned image. This attribute information is called metadata. A le with metadata

is called a metadata file. If your system can import the image and metadata file pair, a

multifunction printer (MFP) will be able to cooperate with your system. By conguring an MFP

as described in this document, the user can specify and enter metadata on the operator panel when scanning paper documents.

Normally, the metadata le format is specied in a certain format specic to your system. With Indexed Scan, metadata les are generated in a format that can be read by your system

by importing this format to an MFP as a metadata template.

This enables an MFP to cooperate with your system without making any changes.

This document is for people who have experience deploying document management systems in companies and the sales support staff of companies that build such systems.

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2. Overview

Basic structure

Conguration and function image

The overall function conguration of Indexed Scan is as follows.

Administrator

Initial settings

2. Overview

Metadata le & Scan

Use

General user

MFP

data transmission

Initial conguration tool

Indexed Scan settings are performed entirely from a web browser. Details of the initial settings are described in "3. Entry Registration Details" (p. 8).

Indexed Scan Settings Conguration

HTTP

Web browser

MFP

http://<IP address of this MFP>/

Electronic workow

server

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2. Overview

Conguration for use

Indexed Scan operation is made up of an MFP and electronic workow server combination.

Indexed Scan is displayed as a job macro on an MFP. Job macro is a function that creates a macro for settings of functions used frequently and registers a shortcut for this.

Supported protocols between the MFP and the electronic workow server are SMB, FTP, FTPS,

http, and https.

Indexed Scan Operation Conguration

SMB, FTP, FTPS,

http, https

MFP

Supported browser is as follows.

Windows

• Internet Explorer 7.0 or higher

• Firefox 3.5 or higher

Macintosh

• Safari 4.0 or higher

UNIX

• Firefox 3.5 or higher

Electronic workow server

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2. Overview

Basic usage models

To use the Indexed Scan functions, it is necessary to perform entry registration to the MFP

and register a metadata le template. The procedure and rules for registration are described

here.

Obtain the metadata le template specied in a system that the MFP cooperates with, such as an electronic workow system.

Entry registration (settings)

An entry is an aggregation that collects the operation settings for Indexed Scan. Normally, the document to be scanned differs depending on your work and the content of the metadata that needs to be generated also differs, so entries are to be created per individual work.

Up to 30 entries can be registered. Setting items can be broadly categorized into 6 categories (see "List of Entry Registration

Items" shown below). Writing entry registration to the MFP is feasible even if not all settings are complete. Entries can be edited any number of times.

List of Entry Registration Items

Setting Item Description

Entry name Provide a name for an entry created.

After registering the entry, assign it a name referring to the

digitization of paper documents for identication purposes.

(Example: Contract archive management) The entry name is used as the JobMacro name because, to use the entry, it is registered to the entry and executed from the JobMacro.

Transmission settings This is for transmission settings for the images and the

metadata. This is for various settings needed for communication such as communication protocol, subfolder, and filename. The

transmission destination for the image le and metadata can be

set separately, so it is possible to send each of them to different servers.

Scan settings This is for various settings needed to scan images such as scan

size, document type, quality, and le format.

Initial value settings for access privileges

This is for settings for entry usage authorization. This sets usage to permitted or prohibited for all users in the entry registration screen. Detailed access control for each user can be performed at user management access control settings.

Attribute selection and settings

Metadata Template selection

This is for selecting and setting attributes to embed in the metadata. There are two types of attributes [Existing Attributes] and [User Defined Attributes]. Existing Attributes are stored in the MFP and users are not requested to input. User Defined Attributes are those that users are requested to input through the input screen on the operator panel.

The input order of User Dened Attributes can be changed.

This is for uploading a metadata template to the MFP and associating this with an entry.

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2. Overview

Obtaining and editing a metadata template

A metadata template is a text le to register the format of the generated metadata.

A metadata template can be obtained from the system that the MFP cooperates with, such as

the electronic workow. By inserting attributes dened according to the procedure "Selection and setting of attributes

(Step 5)" (p. 17) in the metadata template, unique information of the MFP and information

input by the user with the operator panel can be embedded in metadata les.

Information embedded in metadata le

There are two types of information embedded in metadata le: Existing Attributes and User Dened Attributes.

Existing Attributes are information referred to when information held in the MFP is used as metadata. Examples are the printer name or serial number.

User Dened Attributes are information input or selected by the user from the operator panel

according to your work.

User Dened Attributes can be freely dened by adding and editing them. Dened attributes

are displayed on the operator panel as items that must be input when executing entry on the MFP.

Individual attribute information has an attribute ID in a format where it is surrounded by %%. Attribute IDs play a role like a variable, so by embedding attribute IDs in metadata templates,

the text string part of the attribute ID is replaced with information input by the user and

generated by the MFP as a metadata le.

Setting access privilege to entry

If the access control of the MFP is enabled, it is possible to perform access control for each entry.

If the access control is disabled, all users can execute all entries. Initial value settings are performed for access privileges when entries are registered. If

registered as [Allow all users], entry usage privileges are provided to all users upon enabling access control. If the initial value is set to [Prohibits all users], nobody can execute entry if access control is enabled.

Access privilege settings can be performed at user management access control settings.

Note

Execution of Indexed Scan requires ScanToServer access permission in addition to

entry access permission.

Use of Indexed Scan (Operation)

The registered entry will appear on the job macro screen as a job macro. Select the job macro for the entry and start execution of the entry.

The screen for input of information that is to be embedded in the metadata le is displayed on

the operator panel. Upon completion of all inputs, the paper document is scanned and then the image data and

metadata le are transmitted to the server set up beforehand.

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3. Entry Registration Details

Entry registration is performed using the MFP's web page. The procedure for entry registration on the web page is described below.

Displaying the entry registration screen on the web page of this MFP

Open a web browser, enter the URL "http://(IP address for this MFP)" and press the Enter

key.

Click [Administrator Login].

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3. Entry Registration Details

Enter "admin" in "User name" and the administrator password of this MFP in "Password"

and click [OK].

Click [SKIP].

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Click [Indexed Scan] at the top of the screen.

The entry registration screen is displayed.

3. Entry Registration Details

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