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

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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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3. Entry Registration Details

Adding entry

When [+] inside the entry list is clicked, the add entry screen shown below is displayed.

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3. Entry Registration Details

Entry name (Step 1)

Input the entry name to register. The entry name is displayed on the operator panel as the job macro name. Enter a character string up to 30 UTF-8 string characters.

Sending settings (Step 2)

Set transmission protocol, transmission path, lename, etc. The destinations to transmit the metadata les and image les can be set separately. They

can be sent to different servers.

In the case of saving metadata le to a different location, place a check in the [Sets display

and META-DATA individually.] checkbox at the top of the [Display sending settings] screen. When a check is placed, the settings of protocol, save destination server, and sub-folder are displayed in the "META-DATA sending settings" screen in the same way as the "Display sending settings" screen.

Note

The file with the same file name stored in the metadata file transmission

destination is overwitten with the matadata le transmitted later unconditionally.

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Transmission protocol settings

The transmission protocols that can be used by this MFP are as follows.

•

CIF

•

FTP

•

FTPS

•

http(WebDAV)

•

https(WebDAV)

Port number settings

Enter the port number used. Set the port number using a numeric value of 1-65535.

Settings required for each protocol

Settings are different for each protocol. Set up as needed.

User name and password settings

3. Entry Registration Details

Set when the access privilege is set up for a shared folder. Set the User Name and password of the account used to login to the transmission destination

server. User name and password can be a maximum of 32 alphanumeric characters, and double-byte

characters cannot be used.

Target URL settings

Enter the path for the shared folder set up on the server in the Target URL.

Subfolder name settings

A subfolder can be created in the location specied using the transmission destination path

and used as the save destination. In addition to a uniquely specified string, "Existing Attributes" defined using "Attribute

Selection and Setup" at entry registration can be used as the subfolder name. "Existing Attributes" can be used after inputting the attribute ID (attribute ID of Existing Attributes are described in "Selecting Existing Attributes" (p. 18) for subfolder name. There are two input methods; method of direct text input and the method of selecting [Structure Elements] using a pull down menu and pressing the [Add] button.

If a serial number or date/time that is different for each MFP is used in the subfolder name,

this enables avoiding conict even if entries with the same content are executed on multiple MFPs. If there is conict with a lename, the MFP overwrites using the new le.

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3. Entry Registration Details

Filename settings

Similar to subfolders, Existing Attributes can be used instead of unique string for the lename.

The method using Existing Attributes is described in "Subfolder name settings" (p. 13).

The MFP will automatically add the extension of the image le based on the format of the image le to save.

In addition, if SinglePage save format is selected for le segmentation, "-xxx" is automatically added between the specied lename and the extension. (Example: Page 1 scan data name →

"SINGLETIFF-001.tif", Page 2 scan data name → "SINGLETIFF-002.tif")

Image File Extension

Save format File Segmentation Extension

Single-TIFF SinglePage .tif

Multi-TIFF MultiPage .tif

Single-PDF SinglePage .pdf

Multi-PDF MultiPage .pdf

Single-HC-PDF SinglePage .pdf

Multi-HC-PDF MultiPage .pdf

Multi-PDF/A MultiPage .pdf

XPS MultiPage .xps

JPEG SinglePage .jpg

Target URL conrmation

The transmission destination is created by combining the Target URL, subfolder name, and

lename.

The displayed URL may not be accurate, because it includes information before the Existing

Attributes are xed.

The maximum length of the transmission destination is 260 characters for alphanumeric

characters. This restriction is based on the le system specication for Windows Server. The

check for exceeding the maximum number of characters is performed at entry execution timing. If the maximum number of characters is exceeded, an error is displayed on the operator panel and the entry execution request is canceled.

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3. Entry Registration Details

Scanning settings (Step 3)

This performs various settings for image les sent to the server such as scan size, color mode,

and image format to save.

Setting Value Description

Scan Size Species read size.

Mixed Scan Scans documents that are different sizes.

Duplex Species reading both sides.

Set this for reading both front and back of documents.

Direction Species the direction of images to be scanned.

Continuous Scan Reads multiple documents as one job.

Preview Species display of scan image preview.

Density Can be set in range of -3 to +3.

Higher values lead to darker reading of images.

Document type Select the suitable document type from selection shown below.

Text: Documents with a lot of text Text/picture: Documents with mixture of text and pictures Picture: Documents of pictures or graphics Glossy picture: Documents that are glossy pictures or printed using glossy ink jet paper

Background removal Reads documents with ground color easier to view.

Background removal settings are as follows; Auto adjustment: MFP automatically performs adjustment. 6 Step Adjustment: Enables manual adjustment of background removal stronger background Off: Background removal not performed

Resolution Species resolution for reading.

The following values can be set in this MFP: 75dpi, 100dpi, 150dpi, 200dpi, 300dpi, 400dpi, and 600dpi

Contrast Adjusts contrast.

Can be set between -3 and +3. Larger values lead to stronger contrast being read.

Hue Adjusts tint.

Can be set between -3 and +3. Smaller values lead to stronger emphasis of red color. Higher values lead to stronger emphasis of green color.

settings in range of 1 through 6. Larger numbers lead to

removal.

Saturation Adjusts color brilliance.

Can be set between -3 and +3. Higher values lead to greater brilliance for reading.

RGB Adjusts the strength of each color red, green, blue.

Adjusts the strength of reading each of the colors. Can be set between -3 and +3. Higher set values lead to higher concentration reading.

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Setting Value Description

Color mode Sets color mode.

Automatic (color/monochrome): color documents scanned using color, black and white documents scanned using monochrome Automatic (color/gray scale): color documents scanned using color, black and white documents scanned using gray scale Color: scanned using color Gray scale: scanned using gray scale Monochrome: scanned using monochrome

Memo

The judgment criteria between color documents and black and white documents can be changed in [Device Settings] of the M F P.

File format Sets the format of les to be saved.

The selections are as follows. Single-PDF, Multi-PDF, Single-HC-PDF, Multi-HC-PDF, Multi-PDF/A, Single-TIFF, Multi-TIFF, and XPS

The le format that can be selected differs depending on the

color mode selected. Automatic (Color/Monochrome): Single-PDF, Multi-PDF, Multi-PDF/ A, Single-TIFF, Multi-TIFF, and XPS Automatic (Color/Gray scale): Single-PDF, Multi-PDF, Single-HCPDF, Multi-HC-PDF, Multi-PDF/A, Single-TIFF, Multi-TIFF, JPEG, and XPS Color: Single-PDF, Multi-PDF, Single-HC-PDF, Multi-HC-PDF, MultiPDF/A, Single-TIFF, Multi-TIFF, JPEG, and XPS Gray scale: Single-PDF, Multi-PDF, Single-HC-PDF, Multi-HC-PDF, Multi-PDF/A, Single-TIFF, Multi-TIFF, JPEG, and XPS Monochrome: Single-PDF, Multi-PDF, Multi-PDF/A, Single-TIFF, Multi-TIFF, and XPS

3. Entry Registration Details

Encrypted PDF When selecting the le formats as Single-PDF, Multi-PDF, Single-

HC-PDF, or Multi-HC-PDF, options are displayed. If encryption is desired, the encryption level and password etc. have to be input.

The password used for encryption is xed for each entry.

Compression Rate Sets the compression level respectively for color, monochrome

(gray scale), and monochrome (2 value).

Edge Erase Setting for removing dark shadow and frame border that occurs

at the edge. If needed set this to on. The erase width setting can be set in the range of 5 mm to 50 mm at 1 mm increments.

Center Erase Setting for erasing dark shadow in center.

If needed set this to on. The erase width setting can be set in the range of 1 mm to 50 mm at 1 mm increments.

White Page Skip Setting for removal of white pages when scanning.

When the document includes white pages, this enables removal of the white pages from the scan results.

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3. Entry Registration Details

Default values of access privileges (Step 4)

Sets the initial setting values of entry access privileges added. Here, whether or not to permit entry of all users can be decided. Once registered, the

information of this setting cannot be changed later.

Note

The access privilege for entry can be edited using the edit role screen at user

management/access control settings. The permission with the same name is displayed in the permission list on the the edit role screen. The access privilege for entry can be edited for each role after the entry is registered.

Selection and setting of attributes (Step 5)

There are two types of attributes to embed in metadata; Existing Attributes and User Dened

Attributes.

An ID called attribute ID is allocated to attributes as an identier. When attribute values are embedded in metadata, the attribute ID is an identier for showing the embed destination in

the metadata template. Since the attribute IDs are created and allocated by the MFP itself, the

attribute ID must be xed by completing "Selection and setting of attributes" before metadata

template is created.

Click [Next Step] on the rst entry list screen to show the "Selection and setting of attributes"

screen (shown below).

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3. Entry Registration Details

Selecting Existing Attributes

Existing Attributes are attributes that are prepared in the MFP beforehand. This is the collection of information retained in the MFP and does not include information that can be

input using the operator panel during work ow execution.

When Existing Attributes are used to embed in metadata, the Existing Attributes must be added to the usage attribute list inside entry. The following is a method to add a default attribute to the usage attribute list.

Click [Attributes prepared in advance in device] at "Selection of existing attributes" of STEP5

"Selection and setting of attributes".

The "Selection of attributes" screen will appear. Select the attributes to be embedded in

metadata from the "List of attributes" on the left of the screen and click [Add] to add them to "Previously selected attributes" on the right of the screen.

After nishing selection of attributes, click [OK] at the bottom of the screen to close the

select attributes screen.

Make sure the Existing Attributes added to the entry list are displayed.

All the Existing Attributes that exist in the MFP can be used for entry registration. In addition, there are Exisitng Attributes whose format can be changed when embedding in

metadata, such as date and time. The items in blue characters on the entry list are Existing Attributes that can be changed.

The embed format is changed by clicking the Existing Attribute name in blue characters to display the following screen.

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The following table shows examples of Existing Attributes. Existing Attributes Examples

No Attribute ID Name

1 %%PRT_PRINTERNAME%% Printer name

2 %%PRT_SERIAL%% Printer serial number

3 %%PRT_MANUFACT%% Manufacturer name

3. Entry Registration Details

4 %%PRT_FWVER%% Firmware version

5 %%PRT_IPADDRESS%% IP address

6 %%PRT_LOCATION%% Location

7 %%PRT_CONTACT%% Contact address information

8 %%PRT_FQDN%% FQDN

9 %%PRT_DEPTNAME%% Department name

10 %%PRT_ENTRYNAME%% Entry name

11 %%PRT_JOBMACRONAME%% Job macro name

12 %%PRT_METATEMPNAME%% META-DATA template name

13 %%PRT_NUMATTRIBUTE%% Number of registered attributes

14 %%PRT_PICTURL%% Transmission destination path (image)

15 %%PRT_PICTPROTOCOL%% Transmission protocol (image)

16 %%PRT_PICTPORT%% Port number (image)

17 %%PRT_PICTUSER%% User ID (image)

18 %%PRT_PICTFILENAME%% Filename (image)

19 %%PRT_METAURL%% Transmission destination path (META-DATA)

20 %%PRT_METAPROTOCOL%% Transmission protocol (META-DATA)

21 %%PRT_METAPORT%% Port number (META-DATA)

22 %%PRT_METAUSER%% User ID (META-DATA)

23 %%PRT_METAFILENAME%% Filename (META-DATA)

24 %%PRT_COLORMODE%% Color mode

25 %%PRT_RESOLUTION%% Resolution

26 %%PRT_FILEFORMAT%% File format

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3. Entry Registration Details

No Attribute ID Name

27 %%PRT_USERNAME%% User name

28 %%PRT_STARTTIME%% Workow execution start time

29 %%PRT_COMPTIME%% Workow execution end time

30 %%PRT_RESULT%% Workow process results

31 %%PRT_NUMFILE%% Multipage information

32 %%PRT_PAGES%% Number of scanned pages

33 %%PRT_DATE%% Date

34 %%PRT_YEAR%% Year

35 %%PRT_MONTH%% Month

36 %%PRT_DAY%% Day

37 %%PRT_RANDOM%% Random Number

Setting User Dened Attributes

User Dened Attributes are the attributes to dene the information that users want to embed

in metadata. Unlike exisitng attributes, User Defined Attributes require the person who

execute workow to input through the operator panel.

The number of attributes that can be registered in entry is 300 aggregating Existing Attributes

and User Dened Attributes. The denition of User Dened Attributes is performed at "User dened attribute settings" of

STEP 5 "Selection and setting of attributes". There are 8 types of input method of input information and there is a settings start button

prepared for each input method.

The attribute ID allocated to each User Dened Attribute will be of the form "%%USERXXXX%%".

A number allocated to the User Defined Attribute is included at XXXX. The attribute ID is

created by the MFP so the user cannot set this. Attribute IDs assigned to the User Dened

Attribute can be checked in the entry list in the example in "Selection and setting of attributes (Step 5)" (p. 17).

Note

• User Dened Attributes are items that are independently dened for each entry and cannot be shared across entries.

•

The number of attributes that can be registered in the entire MFP is 900. If the

number of attributes for the entire MFP is exceeded, the registration fails even if the the number of attributes used in entries is less than 300.

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3. Entry Registration Details

Input method 1: Text string

This requests input of a string from the person executing workflow on the operator panel.

Following settings are required for dening a User Dened Attribute in the text string format.

Type Description

Name Set the attribute name using maximum 30 characters. The attribute

name is used as a text string displayed on the operator screen.

Panel display Sets whether to display or not display the attribute value settings

screen. The standard text string is unconditionally applied if the screen is set to not display.

Changes from panel Sets whether or not to permit input using the panel. This setting is

not valid if the panel display is set to not display. If this setting is set to forbidden, the operator screen displays the screen that shows the standard text string and only the set button is enabled.

Allow space Permits or forbids setting a null value. An error occurs if a person

executing workow attempts to set a null value using the operator

panel when this setting is set to forbidden.

Text string length Sets the upper and lower limit of the text string length. If values are

set out of the range, an error occurs.

Standard text string Sets the initial text string of the setting value.

Help display content Denes the help string using a maximum of 300 characters.

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3. Entry Registration Details

Input method 2: Integer value

This requests input of an integer value from the person executing workflow on the operator

panel. Following settings are required for dening a User Dened Attribute in integer value.

Type Description

Name Set the attribute name using maximum 30 characters. The attribute

name is used as a text string displayed on the operator screen.

Panel display Sets whether to display or not display the attribute value settings

screen. The standard value is unconditionally applied if the screen is set to not display.

Changes from panel Sets whether or not to permit input using the panel. This setting is

not valid if the panel display is set to not display. If this setting is set to forbidden, the operator screen displays the screen that shows the standard value and only the set button is enabled.

Allow space Permits or forbids setting a null value. An error occurs if a person

executing workow attempts to set a null value using the operator

panel when this setting is set to forbidden.

Value range Sets the upper and lower limit of the values that can be set. If val-

ues are set out of the range, an error occurs. The values can be set from -999,999,999,999 to 999,999,999,999.

Stride Sets the step size of the set value in the range from 1 to the maxi-

mum value. Value range and standard value must be set as a multiple of the stride. Re-entry is requested if the set value is not a multiple of the stride when executing entry.

Standard value Sets the initial value of the set value.

Help display content Denes the help string using a maximum of 300 characters.

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3. Entry Registration Details

Input method 3: Decimal value

This requests input of a decimal number from the person executing workow on the operator panel. The following settings are required for dening a User Dened Attribute in decimal value.

Type Description

Name Set the attribute name using maximum 30 characters. The attribute

name is used as a text string displayed on the operator screen.

Panel display Sets whether to display or not display the attribute value settings

screen. The standard value is unconditionally applied if the screen is set to not display.

Changes from panel

Allow space Permits or forbids setting a null value. An error occurs if a person

Value range Sets the upper and lower limit of the values that can be set. If val-

Stride

Sets whether or not to permit input using the panel. This setting is not valid if the panel display is set to not display. If this setting is set to forbidden, the operator screen displays the screen that shows the standard value and only the set button is enabled.

executing workow attempts to set a null value using the operator

panel when this setting is set to forbidden

ues are set out of the range, an error occurs. The values can be set from -999,999,999,999 to 999,999,999,999.

Sets the step size of the set value in the range from 0.000001 to the maximum value. Value range and standard value must be set as a multiple of the stride. Re-entry is requested if the set value is not a multiple of the stride when executing entry.

Standard value Sets the initial value of the setting value.

Help display content Denes the help string using a maximum of 300 characters.

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3. Entry Registration Details

Input method 4: List

This requests information input by selecting an item in the item list from the person executing

workow on the operator panel. The following settings are required for dening a User Dened

Attribute in list input format.

Type Description

Name Set the attribute name using maximum 30 characters. The attribute

name is used as a text string displayed on the operator screen.

Panel display Sets whether to display or not display the attribute value settings

screen. The standard value is unconditionally applied if the screen is set to not display.

Changes from panel

Allow space Permits or forbids setting a null value. An error occurs if a person

list items Sets the list item used for list input. List items consist of the follow-

executing workow attempts to set a null value using the operator

panel when this setting is set to forbidden. When using list input, a null value is input when you select an item whose transmission text string is null.

ing 3 elements of information. Up to 20 items can be set. S

tandard: Selects the initial value of the list selection. The initial screen

of the list selection displays the selected item as an initial value.

Display text strings: Denes the text string that is displayed when

an item is selected using maximum 30 characters. Sent text strings: Sets the text string that is actually embedded in metadata using maximum 80 characters.

Help display content Denes the help string using a maximum of 300 characters.

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3. Entry Registration Details

Input method 5: Date

This requests input of a date to the person executing workflow on the operator panel. The

following settings are required for dening a User Dened Attribute in date format.

Type Description

Name Set the attribute name using maximum 30 characters. The attribute

name is used as a text string displayed on the operator screen.

Panel display Sets whether to display or not display the attribute value settings

screen. The default value is unconditionally applied if the screen is set to not display.

Changes from panel Sets whether or not to permit input using the panel. This setting is

not valid if the panel display is set to not display. If this setting is set to forbidden, the operator screen displays the screen that shows the default value and only the set button is enabled.

Allow space Permits or forbids setting a null value. An error occurs if a person

executing workow attempts to set a null value using the operator

panel when this setting is set to forbidden.

Date display type

Sets the format applied when embedding in metadata. Select from twelve types.

● YYYYMMDD

● MMDDYYYY

● DDMMYYYY

● YYYY/MM/DD

● MM/DD/YYYY

● DD/MM/YYYY

● YYYY.MM.DD

● MM.DD.YYYY

● DD.MM.YYYY

● YYYY-MM-DD

● MM-DD-YYYY

● DD-MM-YYYY

Default value Sets the initial value of the set value. When the panel display is set

to not display or the setting of the changes from panel is set to forbidden, this value is embedded to metadata.

Help display content Denes the help string using a maximum of 300 characters.

- 25 -

3. Entry Registration Details

Input method 6: Password

This requests input of a password to the person executing workow on the operator panel. The

input string is concealed by asterisks. The following settings are required for defining a User

Dened Attribute in password format.

Type Description

Name Set the attribute name using maximum 30 characters. The attribute

name is used as a text string displayed on the operator screen.

Panel display Sets whether to display or not display the attribute value settings

screen. The default password is unconditionally applied if the screen is set to not display.

Changes from panel Sets whether or not to permit input using the panel. This setting is

not valid if the panel display is set to not display. If this setting is set to forbidden, the operator screen displays the screen that shows the default password and only the set button is enabled.

Allow space Permits or forbids setting a null value. An error occurs if a person

executing workow attempts to set a null value using the operator

panel when this setting is set to forbidden.

Length of Password Sets the length of the password string in a numeric value from 1 to

30.

Default Password Sets the initial value of the set value. When the panel display is set

to not display or the setting of the changes from panel is set to forbidden, this value is embedded to metadata.

Help display content Denes the help string using a maximum of 300 characters.

- 26 -

3. Entry Registration Details

Input method 7: ON/OFF

This displays an ON/OFF selection screen and requests input to the person executing workow on the operator panel. The following settings are required for dening a User Dened Attribute in

ON/OFF format.

Type Description

Name Set the attribute name using maximum 30 characters. The attribute

name is used as a text string displayed on the operator screen.

Panel display Sets whether to display or not display the attribute value settings

screen. The default value of attributes is unconditionally applied if the screen is set to not display.

Changes from panel Sets whether or not to permit input using the panel. This setting is

not valid if the panel display is set to not display. If this setting is set to forbidden, the operator screen displays the screen that shows the default value of attributes and only the set button is enabled.

Text string sent when ON is selected

Text string sent when OFF is selected

Help display content Denes the help string using a maximum of 300 characters.

Denes the text string embedded to metadata when ON is selected

using maximum 80 characters.

Denes the text string embedded to metadata when OFF is selected

using maximum 80 characters.

- 27 -

3. Entry Registration Details

Input method 8: Address book type input

This displays a screen on the operator panel to prompt the person exexuting workow to select a

telephone number or e-mail address from a telephone book. The following settings are required

for dening a User Dened Attribute in address book type input format.

Type Description

Name Set the attribute name using maximum 30 characters. The attribute

name is used as a text string displayed on the operator screen.

Panel display Sets whether to display or not display the attribute value settings

screen. If the screen is set not display, a null value is embedded in metadata for this information has no standard value.

Changes from panel Sets whether or not to permit input using the panel. This setting is

not valid if the panel display is set to not display. If this setting is set to forbidden, the operator screen displays the screen that shows a null value and only the set button is enabled.

Allow space Permits or forbids setting a null value. An error occurs if a person

executing workow attempts to set a null value using the operator

panel when this setting is set to forbidden.

Address book type Selects from address book and E-mail address.

Help display content Denes the help string using a maximum of 300 characters.

- 28 -

3. Entry Registration Details

Changing the order of display in panel

The the input screens of the User Dened Attributes shown on the operator panel are basically displayed in an order of the timing of denition completion. However, the order can be changed after denition is complete.

Change of the order displayed on the panel is performed using "Change order of display in panel" in STEP5 "Selection and setting of attributes". When "Change order of display in panel"

is clicked, the following screen appears. Select the User Dened Attribute of that you want to

change the order and move it to your desired place by clicking [Move Up] or [Move Down]. The higher up in the order, the more quickly it is displayed on the operator panel.

Selecting metadata template (Step 6)

This uploads a metadata template to the MFP.

This species a metadata template and executes upload. When this operation is executed, the

metadata template is associated with the entry. If a metadata template had been previously uploaded, the old metadata template in the MFP

is deleted and replaced with the new metadata template. The metadata template must be created before uploading. For information on creating

metadata templates, see "4. Editing a Metadata Template" (p. 30). The entry can be saved before editing is complete. If the metadata template has not yet been

created in this step, save the entry to create the metadata template, and then edit the entry again and upload the metadata template.

- 29 -

4. Editing a Metadata Template

After obtaining a metadata template specied by a system such as the electronic workow

that the MFP cooperates with, edit the template file to insert the attribute ID text string

dened in the entry. The maximum size of a metadata template is 10 kbytes.

When an entry is deleted, a metadata template uploaded to the MFP will be deleted simultaneously.

When an attribute ID is not added to the usage attribute list and you add it to a metadata template, that attribute ID will not be replaced with the actual value, and the attribute ID itself will be output to the metadata.

The following is an example of a metadata template.

In metadata, the section written as the attribute ID is replaced with the actual value.

--User Dened Attributes--

NUM=%%USER0001%% DEC=%%USER0002%% CHAR=%%USER0003%% LIST=%%USER0004%% ONOFF=%%USER0005%% DATE=%%USER0006%% ADDRS=%%USER0007%% PSWD=%%USER0008%%

--Existing Attributes-PRINTERNAME =%%PRT_PRINTERNAME%% SERIAL =%%PRT_SERIAL%% MANUFACT =%%PRT_MANUFACT%% FWVER =%%PRT_FWVER%% IPADDRESS =%%PRT_IPADDRESS%% PICTFILENAME =%%PRT_PICTFILENAME%%

- 30 -

5. Entry List Batch Operation

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

This enables saving the entry list registered on the MFP to a local disk on a personal computer.

A destination folder and lename can be specied to use this le as a backup for the entry

list.

All the setting contents of the entry and metadata templates uploaded to the MFP are saved.

Settings values of the Indexed Scan temporarily saved

on the personal

This updates the entry list on the MFP using an entry list saved on a personal computer.

The entry lists on the MFP to be updated are all deleted.

Entry access privileges become the same as when setting entry registration ("Allow all users" or "Prohibits all users"). Access privileges that are changed individually per roles using user management/access control are not saved.

computer are set on the MFP.

- 31 -

Appendix

Metadata Template Sample

<printer_name>%%PRT_PRINTERNAME%%</printer_name>

<printer_serial_number>%%PRT_SERIAL%%</printer_serial_number>

<manufacturer>%%PRT_MANUFACT%%</manufacturer>

<rmware_version>%%PRT_FWVER%%</rmware_version>

<ip_address>%%PRT_IPADDRESS%%</ip_address>

<location>%%PRT_LOCATION%%</location>

<contact>%%PRT_CONTACT%%</contact>

<domain_name>%%PRT_FQDN%%</domain_name>

<department_name>%%PRT_DEPTNAME%%</department_name>

<entry_name>%%PRT_ENTRYNAME%%</entry_name>

<meta_template_name>%%PRT_METATEMPNAME%%</meta_template_name>

<attribute_number>%%PRT_NUMATTRIBUTE%%</attribute_number>

<picture_targeturl>%%PRT_PICTURL%%</picture_targeturl>

<picture_protocol>%%PRT_PICTPROTOCOL%%</picture_protocol>

<picture_port>%%PRT_PICTPORT%%</picture_port>

<picture_userid>%%PRT_PICTUSER%%</picture_userid>

<picture_lename>%%PRT_PICTFILENAME%%</picture_lename>

<meta_targeturl>%%PRT_METAURL%%</meta_targeturl>

<meta_protocol>%%PRT_METAPROTOCOL%%</meta_protocol>

<meta_port>%%PRT_METAPORT%%</meta_port>

<meta_userid>%%PRT_METAUSER%%</meta_userid>

<meta_lename>%%PRT_METAFILENAME%%</meta_lename>

<colormode>%%PRT_COLORMODE%%</colormode>

<resolution>%%PRT_RESOLUTION%%</resolution>

<leformat>%%PRT_FILEFORMAT%%</leformat>

<user_name>%%PRT_USERNAME%%</user_name>

<start_time>%%PRT_STARTTIME%%</start_time>

<complete_time>%%PRT_COMPTIME%%</complete_time>

<result>%%PRT_RESULT%%</result>

<le_number>%%PRT_NUMFILE%%</le_number>

<pages>%%PRT_PAGES%%</pages>

<month>%%PRT_MONTH%%</month>

<random>%%PRT_RANDOM%%</random>

</Dokument>

</Documente>

Appendix

- 32 -

Metadata Sample

<printer_name>MC873</printer_name>

<printer_serial_number>AA00000000</printer_serial_number>

<rmware_version>A06.02_0_6</rmware_version>

<ip_address>192.168.100.100</ip_address>

<domain_name></domain_name>

<department_name></department_name>

<entry_name>Entry_PrintAttr</entry_name>

<meta_template_name>METATEMP_printattr.txt</meta_template_name>

<attribute_number>42</attribute_number>

<picture_targeturl>//192.168.100.150/picture</picture_targeturl>

<picture_protocol>FTP</picture_protocol>

<picture_port>21</picture_port>

<picture_userid>sample</picture_userid>

<picture_lename>image.pdf</picture_lename>

<meta_targeturl>//192.168.100.150/metadata</meta_targeturl>

<meta_protocol>FTP</meta_protocol>

<meta_port>21</meta_port>

<meta_userid>sample2</meta_userid>

<meta_lename>meta.xml</meta_lename>

<colormode>AUTOCOLOR</colormode>

<leformat>MultiplePDF</leformat>

<user_name>default</user_name>

<start_time>12:19:16</start_time>

<complete_time>12:19:24</complete_time>

<result>completed</result>

<le_number>1</le_number>

</Dokument>

</Dokumente>

Appendix

- 33 -

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

Specifications and Main Features

Frequently Asked Questions

User Manual