Ricoh sr-dtb-2 Modification Bulletin sr2 p

Management Guide

Preface

There are two types of ScanRouter V2, ScanRouter V2 Professional and ScanRouter V2 Lite.

The guide explains how to use ScanRouter V2. For information about setting up ScanRouter V2, see
the ScanRouter V2 Setup Guide. For information about using ScanRouter V2, see ScanRouter V2 Ad­ministration Utility Help.

Network devices used in the illustrations of this guide are examples. They may differ from actual net­work devices.

Trademarks

Microsoft, Windows, WindowsNT, Outlook, PowerPoint are registered trademarks of Microsoft Corpo­ration, in the United States and other countries.

Adobe, Acrobat are trademarks of Adobe Systems Incorporated.

Other company names and product names are trademarks or registered trademarks of their respective
companies. They are used for explanations in this guide and the right of their owner only. This use does
not infringe on the right of the owner.

®

• The proper name of Windows

98 is Microsoft® Windows® 98

• The proper name of Windows® 95 is Microsoft® Windows® 95

• The proper name of Windows NT® 4.0 are as follows:
Microsoft
Microsoft

• The proper name of Windows® 2000 are as follows:
Microsoft
Microsoft

®

Windows NT® Server 4.0

®

Windows NT® Workstation 4.0

®

Windows® 2000 Professional

®

Windows® 2000 Server

TABLE OF CONTENTS

1.Overview of ScanRouter V2 Lite

ScanRouter V2 Lite Delivery System....................................................... 1

Delivery System Layout ................................................................................ 1

Features of the Delivery System ................................................................... 2

2.Overview of ScanRouter V2 Professional

ScanRouter V2 Professional Delivery System........................................ 5

Delivery System Layout ................................................................................ 5

Features of the Delivery System ................................................................... 8

3.Using the Delivery System

Network Administrator Duties................................................................ 17

Before You Start.......................................................................................... 17

Launching/Quitting the Delivery Server....................................................... 19

Daily Operations.......................................................................................... 20

Other Operations......................................................................................... 21

4.Using ScanRouter V2 Administration Utility

ScanRouter V2 Administration Utility.................................................... 25

ScanRouter V2 Administration Utility Features ........................................... 25

Launching ScanRouter V2 Administration Utility......................................... 25

Using Help................................................................................................... 26

Screen Layout ............................................................................................. 27

Suspending and Resuming Service ...................................................... 28

Server Settings ........................................................................................ 29

Select Server............................................................................................... 29

Set Administrator......................................................................................... 29

Set Preferences .......................................................................................... 29

Set I/O Device ............................................................................................. 30

Set Delivery Feature Defaults ..................................................................... 31

Set Delivery Types (Only with ScanRouter V2 Professional)...................... 32

Delivery Table Settings........................................................................... 33

Destinations ................................................................................................ 33

Senders....................................................................................................... 35

Administering TSI Codes (Only with ScanRouter V2 Professional) ............ 37

Administering Mail Address Book (Only with ScanRouter V2 Professional)

Undelivered Data Tray ................................................................................ 38

... 38

Log Administration................................................................................. 40

Scan Delivery Log Administration ............................................................... 40

Fax Delivery Log Administration (Only with ScanRouter V2 Professional)... 41
Document Delivery Log Administration (Only with ScanRouter V2 Professional)

Error Log Administration ............................................................................. 42

... 42

i

Maintenance............................................................................................. 44

Backing Up and Restoring .......................................................................... 44

System Recovery ........................................................................................ 44

Returning to Installation Defaults ................................................................ 44

5.Appendix

ScanRouter V2 Functions....................................................................... 45

File Formats Used with ScanRouter V2................................................. 46

Troubleshooting ...................................................................................... 47

Error Log .................................................................................................. 49

Uninstalling ScanRouter V2 ................................................................... 51

Dial-up Connection.................................................................................. 52

Using Dial-up Router with ScanRouter V2 .................................................. 52

Using a Dial-up Network Computer............................................................. 52

INDEX........................................................................................................ 53

ii

1. Overview of ScanRouter V2
Lite

ScanRouter V2 Lite Delivery System

ScanRouter V2 Lite allows you to save scanned documents in remote folders or
to deliver documents to multiple destinations.

Delivery System Layout

The diagram below shows the layout of the ScanRouter V2 Lite delivery system.
Scanned documents are delivered to the destination with the selected delivery
method.

1

3

2

5

1. Network Device

Select a destination, and then scan.

2. Delivery Server

The server works with other devices on
the network to ensure document deliv­ery. The system administrator uses the
delivery table to configure delivery set­tings for each user.

Available delivery methods:

•In-Tray save

• Save as Windows file

Reference

⇒ P.2 “Available delivery methods”

4

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3. In-Tray

The ScanRouter V2 Administration Utili­ty configures an in-tray for each user.
When [In-Tray save] is selected, docu­ments are saved in the in-tray.

4. Client Computer

Install DeskTopBinder V2 and/or Scan­Router V2 Link on the client computers.

• DeskTopBinder V2 can read, copy
and/or delete documents in the in­tray.

• ScanRouter V2 Link can automatically
retrieve documents or notify users
that new documents have arrived.

1

Overview of ScanRouter V2 Lite

1

5. Shared Folder on the File Server

When [Save as Windows file] is selected,
you can send and save documents to a
shared folder of the file server.

Note

❒ For information about available net-

work devices, see the ScanRouter V2
Readme or Compatible Device List.

❒ Scanned documents are delivered to

the delivery server over the network.

❒ The scanner can display the pre-set

destinations on the operation panel,
but this requires appropriate opera­tion on the scanner.

❒ Undeliverable documents are saved

in the undelivered data tray.

❒ Do not use ScanRouter V2 Link or

ScanRouter V2 Administration Utility
installed on a client computer con­nected to WAN, as this may result in
system timeouts and incomplete de­livery.

❒ Be sure to correctly configure any

computers that use dial-up access.

Reference

⇒ P.52 “Dial-up Connection”

Features of the Delivery System

ScanRouter V2 Lite has the following functions to ensure that the right docu­ment reaches the right person efficiently.

Deliverable documents

The following type of document is deliverable:

• Scanned documents

Available delivery methods

The following delivery methods are available for each user.

• In-Tray save

• Save as Windows file

2

ScanRouter V2 Lite Delivery System

❖❖❖❖ In-Tray save

Documents can be saved in the in-tray on the delivery server. The in-tray
properties are set for individual users.

• You can read documents saved in the in-tray by DeskTopBinder V2.

• ScanRouter V2 Link can retrieve documents from the in-tray.

SCN

2

SCN

SCN SCN

13

SCN

1

1. The scanner sends scanned docu-

ments to the delivery server.

2. The delivery server saves scanned

documents in the in-tray.

3. A client computer installed with

ScanRouter V2 Link can retrieve
documents or notify users of docu­ment arrival. Retrieved documents
are deleted from the in-tray.

4

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4. A client computer installed with

DeskTopBinder V2 can read docu­ments saved in the in-tray.

Reference

⇒ P.33 “Delivery Table Settings”

3

1

Overview of ScanRouter V2 Lite

❖❖❖❖ Save as Windows file

You can save documents in the shared folder of a client computer.

12

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1. The scanner sends scanned docu-

ments to the delivery server.

3. You can use documents on a client

computer on the network.

2. The delivery server saves the doc-

ument in a shared folder on the se­lected target computer.

Note

❒ Before setting up ScanRouter V2 Lite, create a shared folder in the client

computer.

❒ You can also save documents to the delivery server Windows folder in this

way.

Reference

⇒ P.33 “Delivery Table Settings”

4

2. Overview of ScanRouter V2
Professional

ScanRouter V2 Professional Delivery System

A delivery system using ScanRouter V2 Professional allows you to deliver doc­ument data that is scanned or received by fax to multiple destinations, by send­ing it by e-mail or to specified folders on client computers. You can also save the
data received in an in-tray in the delivery server.

Delivery System Layout

Overview of the delivery system

A delivery system using ScanRouter V2 Professional sorts scanned documents,
documents received by fax, and DeskTopBinder V2 documents in the delivery
server. Then the documents are delivered to specified destinations with speci­fied delivery methods. When using Web Document Viewer, documents deliv­ered in an in-tray can be redelivered to another destination.

1

2

3

1. Scanner

2. Facsimile

3. Client computers

DeskTopBinder V2 and/or Web browser
(when Web Document Viewer is in­stalled in the delivery server)

4

5

6

7

4. Delivery Server

5. E-mail

6. In-Tray

7. Folder in the Client Computer

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5

2

Overview of ScanRouter V2 Professional

Delivery system layout

A delivery system using ScanRouter V2 Professional is to be composed of the
following devices.

1

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~¢

2

~¢

3

45

6

1. Network Device

Document data scanned from a scanner
or received by a fax are sent to the deliv­ery server.

2. In-Tray

The ScanRouter V2 Administration Utili­ty configures an in-tray for each user.
When [In-Tray save] is selected, docu­ments are saved in the in-tray.

3. Delivery Server

The server works with other devices on
the network to ensure document deliv­ery. The system administrator uses the
delivery table to configure delivery set­tings for each user.

Available delivery methods:

• In-Tray save

• Save as Windows file

• Delivery by E-mail (Send by SMTP

mail or Send by MAPI mail)

Reference

⇒ P.8 “Available delivery methods”

6

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~¢

~¢

~¢

5

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4. Web Server

Installing Web Document Viewer on the
delivery server makes it also work as a
web server. By collaborating with the de­livery server, the web server allows cli­ents to view documents saved in the
delivery server, using a web browser in­stalled on their computers.

5. Client Computer

When Send by E-mail is selected as a de­livery type, documents are delivered to
client computers by e-mail. If Web Docu­ment Viewer is installed on the delivery
server, viewing documents in the deliv­ery server is possible by using a web
browser on client computers.

The following operations are available
when DeskTopBinder V2 and ScanRouter
V2 Link are installed on client computers.

• With DeskTopBinder V2, clients can
check, copy, or delete documents in in­trays. They can also forward documents
in My Cabinets of DeskTopBinder V2 or
documents in in-trays to specified desti­nations by using the delivery server.

• ScanRouter V2 Link can automatically
retrieve documents or notify users
that new documents have arrived.

ScanRouter V2 Professional Delivery System

6. Shared Folder on the File Server

When [Save as Windows file] is selected,
you can send and save documents to a
shared folder of the file server.

Note

❒ For information about available network devices, see the ScanRouter V2 Re-

adme or Compatible Device List.

❒ It is recommended that ScanRouter V2 Professional and Web Document

Viewer are installed on the same computer.

❒ Scanned documents are delivered to the delivery server over the network.

❒ Documents received by fax will be sent using RS232 or network to the deliv-

ery server. (Methods of sending fax data to the delivery server will differ de­pending on the network device.)

❒ The scanner can display the pre-set destinations on the operation panel, but

this requires appropriate operation on the scanner.

❒ Undelivered documents are saved in the undelivered data tray.

❒ Do not use DeskTopBinder, ScanRouter V2 Link or ScanRouter V2 Adminis-

tration Utility installed on a client computer connected to WAN, as this may
result in system timeouts and incomplete delivery.

❒ Be sure to correctly configure any computers that use dial-up access.

2

Reference

⇒ P.52 “Dial-up Connection”

7

Overview of ScanRouter V2 Professional

Features of the Delivery System

ScanRouter V2 has the following functions to ensure that the right document
reaches the right person efficiently.

Deliverable documents

2

The following types of document are deliverable:

• Scanned documents

• Documents received by fax

• Documents exported from DeskTopBinder V2

Available delivery methods

The following delivery methods are available for each user.

• In-Tray save

• Save as Windows file

• Send by E-mail (Send by SMTP mail or Send by MAPI mail)

The following delivery type explanations are assumed when delivering scanned
documents. However, these also apply to the delivery of documents received by
fax and DeskTopBinder V2 documents.

8

ScanRouter V2 Professional Delivery System

❖❖❖❖ In-Tray save

Documents can be saved in the in-tray on the delivery server. The in-tray
properties are set for individual users.

• You can read documents saved in the in-tray by DeskTopBinder V2.

• ScanRouter V2 Link can retrieve documents from the in-tray.

• When Web Document Viewer is installed on the delivery server, docu-

ments saved in the server can be viewed from client computers with a web
browser.

2

13

2

4

1. The scanner sends scanned docu-

ments to the delivery server.

2. The delivery server saves scanned

documents in the in-tray.

3. A client computer installed with

ScanRouter V2 Link can retrieve
documents or notify users of docu­ment arrival. Retrieved documents
are deleted from the in-tray.

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4. A client computer installed with

DeskTopBinder V2 can read docu­ments saved in the in-tray.

Reference

⇒ P.33 “Delivery Table Settings”

9

2

Overview of ScanRouter V2 Professional

❖❖❖❖ Save as Windows file

You can save documents in folders or shared folders on a client computer.

12

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1. The scanner sends scanned docu-

ments to the delivery server.

2. The delivery server saves the doc-

ument in a shared folder on the se­lected target computer.

When using ScanRouter V2 Profes­sional, a notification can be sent to a
client by e-mail when a document is
delivered to a specified folder on the
client's computer.

Note

❒ Before setting up ScanRouter V2 Professional, create a shared folder in the

client computer.

❒ You can also save documents to the delivery server Windows folder in this

way.

Reference

⇒ P.33 “Delivery Table Settings”

10

ScanRouter V2 Professional Delivery System

❖❖❖❖ Send by E-mail (Send by SMTP mail or Send by MAPI mail)

The scanned document data is attached to e-mail and sent to specified e-mail
addresses.

2

1

2

3

1. The scanner sends scanned docu-

ments to the delivery server.

2. Mail Server

Note

❒ You can make the setting to only receive a notification when a document

is received in an in-tray.

❒ A mail server needs to be set up independently.

Reference

⇒ P.33 “Delivery Table Settings”

⇒ P.31 “Set Delivery Feature Defaults”

3. The mail server sends the docu-

ment from the delivery server to
specified e-mail addresses.

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2

Overview of ScanRouter V2 Professional

Specifying delivery destinations for the scanner when scanning documents

Before scanning documents, specify delivery destinations with the operation
panel of the scanner. The destinations that are registered in the delivery server
will be shown on the operation panel.

Important

❒ When you add or edit a destination setting using ScanRouter V2, you need to

update the destination information on the scanner.

Specifying delivery destinations for documents received by FAX

There are two methods of specifying delivery destinations for documents re­ceived by fax, using a fax delivery ID and TSI code. (An available method differs
depending on the facsimile used.)

Methods of connecting the delivery server and facsimile are as follows. Depend­ing on the facsimile used, an applicable connecting method may differ.

• Transmission via network

• Transmission using RS232

12

ScanRouter V2 Professional Delivery System

1234

0078

0078

0078

1234

1234

❖❖❖❖ Delivery by fax delivery ID

This is a method that a sender specifies for a desired destination when send­ing a fax. To deliver with this method, a fax delivery ID needs to be assigned
and registered with each user and group destination in the delivery system in
advance. The ID is to be specified by a sender when a fax is sent.

FAX FAX

0078

1234

1234

0078

FAX

FAX

1234

0078

0078

1

1234

C

1. Document data received by fax

will be forwarded to the delivery
server. (A fax delivery ID must be
specified by a sender.)

2. The document data is delivered to

a destination with the ID registered.

Limitation

❒

To deliver with a fax delivery ID,
"F-code (SUB)" (G3) can be speci­fied, or Confidential Transmis­sion with Personal ID (ID
Override) function must be sup­ported by a facsimile at a sending
point. If not, use a TSI instead.
When communicating with G4,
only Confidential Transmission
with Personal ID (ID Override)
function is available.

A

1234

B

0078

C

9876

FAX

A

1234

1234

FAX

0078

0078

B

2

❒ When receiving a document

with Confidential Transmis­sion, make sure that a confiden­tial ID registered with a
facsimile is accepted as a fax de­livery ID.

Note

❒ If the fax delivery ID that was

specified by a sender is not reg­istered with any destinations,
the document data will be sent
to the undelivered data tray.

Reference

⇒ P.33 “Delivery Table Settings”

For information about a facsim­ile, see the operating instruc­tions that come with the device.

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2

Overview of ScanRouter V2 Professional

❖❖❖❖ Delivery with a TSI

This is a method of delivering documents received by fax using the TSI of a
facsimile at a sending point. The TSI must be registered and the desired des­tinations must be assigned in advance. Documents faxed with a TSI will al­ways be delivered to the assigned destinations for the TSI. Once the delivery
server receives a faxed document, a fax TSI will be registered to the TSI table
in the delivery system.

FAX

TSI: 81312340002

FAX

TSI: 81450129999

FAX FAX

C

1. A fax is sent.

2. The fax data is sent to the delivery

server, and a TSI of the facsimile at
the sending point is registered to the
TSI table in the delivery system.
(The registered TSI can be edited.)

3. The fax data is delivered to the

destination with the TSI registered.

Note

❒ TSI (Transmitting Station Iden-

tification) is information regis­tered as RTI (Own Name) or CSI
(Own Fax Number) with a fac­simile.

21

TSI

81312340002
81450129999

FAX

3

A
B

FAX

A

B

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❒ CSI(Own Fax Number) is infor-

mation registered with all fac­similes.

❒ RTI(Own Name) is information

supported only with some fac­similes. If a facsimile at the
sending point supports
RTI(Own Name), RTI(Own
Name) is used as TSI.

❒ When communicating with G4,

TID (Transmitting IDentifier) is
used instead of TSI. TID is simi­lar to CSI(Own Fax Number)
when communicating with G3.

14