Ricoh sr-dtb-2 Modification Bulletin sr2 l

Management Guide

Preface

This guide explains how to use ScanRouter V2 Lite. For information about setting up ScanRouter V2
Lite, see the ScanRouter V2 Lite Setup Guide. For information about using ScanRouter V2 Lite, 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 are registered trademarks of Microsoft Corporation, in the United
States and other countries.

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
Microsoft
Microsoft

®

Windows NT® Server 4.0

®

Windows NT® Workstation 4.0

4.0 are as follows:

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.Using the Delivery System

Network Administrator Duties.................................................................. 5

Before You Start............................................................................................ 5

Launching/Quitting the Delivery Server......................................................... 6

Daily Operations............................................................................................ 7

Other Operations........................................................................................... 8

3.Using ScanRouter V2 Administration Utility

ScanRouter V2 Administration Utility.................................................... 11

ScanRouter V2 Administration Utility Features ........................................... 11

Launching ScanRouter V2 Administration Utility......................................... 11

Using Help................................................................................................... 12

Screen Layout ............................................................................................. 13

Suspending and Resuming Service ...................................................... 14

Server Settings ........................................................................................ 15

Select Server............................................................................................... 15

Set Administrator......................................................................................... 15

Set Preferences .......................................................................................... 15

Set I/O Device ............................................................................................. 16

Set Delivery Feature Defaults ..................................................................... 16

Delivery Table Settings........................................................................... 17

Destinations ................................................................................................ 17

Senders....................................................................................................... 19

Undelivered Data Tray ................................................................................ 20

Log Administration.................................................................................. 22

Scan Delivery Log Administration ............................................................... 22

Error Log Administration ............................................................................. 23

Maintenance............................................................................................. 24

Backing Up and Restoring .......................................................................... 24

System Recovery ........................................................................................ 25

Returnnig to Installation Defaults ................................................................ 25

i

4.Appendix

Troubleshooting ...................................................................................... 27

Error Log .................................................................................................. 29

Uninstalling ScanRouter V2 Lite............................................................ 30

Dial-up Connection.................................................................................. 31

Using Dial-up Router with ScanRouter V2 Lite ........................................... 31

Using a Dial-up Network Computer............................................................. 31

INDEX........................................................................................................ 32

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

SCN

3

2

SCN

5

1. Network Devices

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 preset

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.31 “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.17 “Delivery Table Settings”

3

Overview of ScanRouter V2 Lite

❖❖❖❖ Save as Windows file

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

1

SCN

SCN SCN

12

SCN

3

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.

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

way.

Reference

⇒ P.17 “Delivery Table Settings”

4

2. Using the Delivery System

Network Administrator Duties

There are several things that the net­work administrator must do before
bringing the delivery server in opera­tion. Daily maintenance is required
after the server is brought in opera­tion. The network administrator must
also be ready to deal with any prob­lems that arise.

Constant maintenance of the network
is required to ensure that all clients
have convenient access to the deliv­ery service.

Note

❒ Use the ScanRouter V2 Adminis-

tration Utility to manage the net­work and maintain optimal
performance settings.

Before You Start

Before the system is usable, the envi­ronment and other settings must be
configured.

Reference

For assistance with the installation,
see Help.

❖❖❖❖ Setting Administrator's Password

The administrator's password is
used to control access to the Scan­Router V2 Administration Utility.

Note

❒ The administrator's password is

requested only when the Scan­Router V2 Administration Utili­ty is launched.

❒ If you have a system with more

than one delivery server, you
will need to set passwords indi­vidually for each server.

Reference

⇒ P.15 “Set Administrator”

❖❖❖❖ Environment Settings

Environment settings are broken
down into the following subsec­tions.

• Default Image Format

This controls the default save
format for delivered scanned
images.

• Error/Disk Space

Controls error notification and
monitors remaining disk space.

Global settings

Before opening the system for use,
global settings for the environment,
network devices and delivery func­tions must be configured.

• Schedule

Controls scheduling of routine
maintenance tasks.

• Maintenance
Deletes expired documents
and old error log entries.
Also optimizes the database.

Reference

⇒ P.15 “Set Preferences”

5

Using the Delivery System

2

❖❖❖❖ Adding Network Devices

Select and add a network device.
Not all devices need to be added.

Reference

⇒ P.16 “Set I/O Device”

❖❖❖❖ Setting Delivery Features

Delivery system options:

• Undelivered Data
This setting controls how unde­livered documents are handled.

• User Index
Controls display of [Destination]
and [Sender] on network devic­es, once having set [Set I/O De-

vice] from the [Server] menu.

Reference

⇒ P.16 “Set Delivery Feature De-
faults”

Preparation for delivery operation

Several settings are required before
delivery can begin.

❖❖❖❖ Adding Destinations

Set destinations for users first.
Registered users can be selected
into groups. Appropriate delivery
settings must be made for each
destination.

Reference

⇒ P.17 “Destinations”

❖❖❖❖ Adding Senders

This function adds the senders.
You can set them while adding
destinations. Some network devic­es use the destination as for sender
information, so it is not necessary
to add senders.

❖❖❖❖ Limiting the Log Entry

Set the maximum log entry for the
delivery and error logs.

Reference

⇒ P.22 “Log Administration”

Launching/Quitting the Delivery Server

Launching and quitting

❖❖❖❖ Launching the Delivery Server

Turn on the power to the delivery
server and start Windows. Server
start-up varies with your installa­tion options.

❖❖❖❖ Quitting the Delivery Server

When turning off or restarting the
delivery server, suspend delivery
service first, then shut down Win­dows and turn off the computer.

Starting delivery service

Delivery service can be started from
the [Server] menu of ScanRouter V2
Administration Utility or when the
delivery server starts up, delivery ser­vice is to be started as set during in­stallation.

❖❖❖❖ Launch at Startup

When you log into Windows using
the ScanRouter V2 Lite starting ac­count, delivery service will auto­matically begin.

Reference

⇒ P.19 “Senders”

6

Network Administrator Duties

❖❖❖❖ Launch from Program Folder

To start delivery service manually,
select [Resume Services] from the

[Server] menu.

Note

❒ To suspend delivery service, se-

lect [Suspend Services] from the

[Server] menu.

Reference

⇒ P.14 “Suspending and Resum-
ing Service”

❖❖❖❖ Run in service mode

Delivery service is started in the
background. If [Run in service mode]
is selected as the setup type, this
will happen automatically.

Daily Operations

To properly maintain the system, the
administrator should perform the fol­lowing tasks on a regular basis.

Monitoring disk space

Because undelivered documents are
stored on the server, a lack of disk
space may impair system function. To
ensure that there is sufficient disk
space, check the undelivered data
tray periodically and delete or export
any documents stored there. It is rec­ommended to maintain free space
more than 250 MB. From the [Server]
menu, select [Server Information] to
check free disk space. To receive noti­fication of low free disk space, or to
set free disk space for halting deliv­ery, select [Set Preferences] from the
[Server] menu, and make necessary
settings on the [Error/Disk Space] tab.

Note

❒ If the remaining free space became

lower than the value specified by
[Suspend at:], delivery service is
suspended. (Default minimum
value: 200MB)

2

Checking the undelivered data tray

Undelivered documents are saved in
a undelivered data tray. Check the
undelivered data tray periodically
and delete or forward any documents
found there. Also note that there may
be a problem when two or more doc­uments for the same destination are
saved in this tray. In this case, make
sure that the destination and/or com­munication settings are correct.

Reference

⇒ P.20 “Undelivered Data Tray”

• If delivery service is suspended,
delete any unnecessary docu­ments from the in-tray and the
undelivered data tray to raise
free space, and resume the ser­vice.

• To help maintain free space, set
a save-for period so that docu­ments are automatically deleted
after remaining in the tray long­er.

❒ You can set the system to warn that

disk space is running low before it
suspends delivery service. Make
the necessary settings on the [Error/

Disk Space] tab.

Reference

⇒ P.15 “Error/Disk Space”

⇒ P.17 “Destinations”

⇒ P.16 “Undelivered Data”

7

Using the Delivery System

2

Checking system operating conditions

You can monitor the condition of the
system with the log. The log contains
destination and sender information,
as well as file sizes, logged time, page
counts and file histories. The log can
also tell you when and how often dif­ferent devices are used and when and
how often different errors occur.
When an error occurs, check the error
log to find the directory, and then de­lete the unnecessary data.

The following types of logs are kept:

❖❖❖❖ Delivery Log

Scan: Log of scanner deliveries

❖❖❖❖ Errors Log

Log of Errors

Note

❒ Logs can also be saved as files.

❒ Even if you are not logged in to

ScanRouter V2 Administration
Utility as the system administra­tor, you may view the logs. (Ad­ministrator functions are still
prohibited.)

Reference

⇒ P.22 “Log Administration”

Backing up

Regular backups should be made to
ensure system reliability. You can
save backup information to any direc­tory on the server.

Note

❒ Make sure there is enough free

space on the server before backing
up.

Reference

⇒ P.24 “Backing Up and Restoring”

Other Operations

The following settings are for dealing
with specific problems.

System notices

If there is an error or if disk space is
low, the system will send a message
to the administrator. You can manage
error notification. From the [Server]
menu, point to [Set Preferences], and
make necessary settings on the [Error/
Disk Space] tab. If [Ignore] is selected,
no message arrives.

The following system notices are
available:

Restarting the server

The server should be restarted regu­larly to maintain stability.

Important

❒ Suspend delivery services before

restarting the server.

8

❖❖❖❖ Nondelivery Message

If the destination settings are
wrong or the destination has been
updated and the server has not, a
nondelivery message will appear.
The undelivered document will go
to the undelivered data tray. Docu­ments in the undelivered data tray
can be delivered again.