Toshiba GL-1010 User Manual 2

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GL-1010 Scan Operator’s Guide

Version 1.2.7

Your guide to using the optional Network Scan feature with the Toshiba

e-STUDIO GL-1010 Electronic Document Processing System

GL-1010 Scan Operator’s Guide

Your guide to using the optional Network Scan

feature with your Toshiba

e-STUDIO GL-1010 Electronic Document

Processing System

END USER SOFTWARE LICENSE AGREEMENT

INSTALLING OR OTHERWISE USING THIS SOFTWARE PRODUCT CONSTITUTES YOUR ACCEPTANCE OF THE FOLLOWING TERMS AND CONDITIONS (UNLESS A SEPARATE LICENSE IS PROVIDED BY THE SUPPLIER OF APPLICABLE SOFTWARE IN WHICH CASE SUCH SEPARATE LICENSE SHALL APPLY). IF YOU DO NOT ACCEPT THESE TERMS, YOU MAY NOT INSTALL OR USE THIS SOFTWARE, AND YOU MUST PROMPTLY RETURN THE SOFTWARE TO THE LOCATION WHERE YOU OBTAINED IT.

GRANT OF LICENSE:

This is a legal agreement between you, the end-user (“You”), and TOSHIBA TEC Corporation ("TTEC") and its suppliers. This software, fonts (including their typefaces) and related documentation (“Software”) is licensed for use with the system CPU on which it was installed (“System”) in accordance with the terms contained in this Agreement. This Software is proprietary to TTEC and/or its suppliers.

TTEC and its suppliers disclaim responsibility for the installation and/or use of this Software, and for the results obtained by using this Software. You may use one copy of the Software as installed on a single System, and may not copy the Software for any reason except as necessary to use the Software on a single System. Any copies of the Software shall be subject to the conditions of this Agreement.

You may not, nor cause or permit any third party to, modify, adapt, merge, translate, reverse compile, reverse assemble, or reverse engineer the Software. You may not use the Software, except in accordance with this license. No title to the intellectual property in the Software is transferred to you and full ownership is retained by TTEC or its suppliers. Source code of the Software is not licensed to you. You will be held legally responsible for any copyright infringement, unauthorized transfer, reproduction or use of the Software or its documentation.

TERM:

This license is effective until terminated by TTEC or upon your failure to comply with any term of this Agreement. Upon termination, you agree to destroy all copies of the Software and its documentation. You may terminate this license at any time by destroying the Software and its documentation and all copies.

DISCLAIMER OF WARRANTY:

This Software is provided “AS IS” without warranty of any kind, either express or implied, including, but not limited to, the implied warranties of merchantability, fitness for a particular purpose, title, and non-infringement. TTEC and its suppliers disclaim any warranty relating to the quality and performance of the Software. If the Software proves defective, You (and not TTEC or its suppliers) shall be responsible for the entire cost of all necessary servicing, repair or correction. TTEC and its suppliers do not warrant that the functions contained in the Software will meet your requirements or that the operation of the Software will be uninterrupted or error free.

LIMITATION OF LIABILITY:

IN NO EVENT WILL TTEC OR ITS SUPPLIERS BE LIABLE TO YOU FOR ANY DAMAGES, WHETHER IN CONTRACT, TORT, OR OTHERWISE (except personal injury or death resulting from negligence on the part of TTEC or its SUPPLIERS), INCLUDING WITHOUT LIMITATION ANY LOST PROFITS, LOST DATA, LOST SAVINGS OR OTHER INCIDENTAL, SPECIAL OR CONSEQUENTIAL DAMAGES ARISING OUT OF THE USE OR INABILITY TO USE THE SOFTWARE, EVEN IF TTEC OR ITS SUPPLIERS HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES, NOR FOR THIRD PARTY CLAIMS.

U.S. GOVERNMENT RESTRICTED RIGHTS:

The Software is provided with RESTRICTED RIGHTS. Use, duplication or disclosure by the U.S. Government is subject to restrictions set forth in subdivision (b)(3)(ii) or (c)(i)(ii)of the Rights in Technical Data and Computer Software Clause set forth in 252.227-7013, or 52.227-19 (c)(2) of the DOD FAR, as appropriate. Contractor/ Manufacturer is TOSHIBA TEC Corporation, 2-4-1, Shibakoen, Minato-ku, Tokyo, 105-8524, Japan.

GENERAL:

You may not sublicense, lease, rent, assign or transfer this license or the Software. Any attempt to sublicense, lease, rent, assign or transfer any of the rights, duties or obligations hereunder is void. You agree that you do not intend to, and will not ship, transmit (directly or indirectly) the Software, including any copies of the Software, or any technical data contained in the Software or its media, or any direct product thereof, to any country or destination prohibited by the United States Government. This license shall be governed by the laws

of Japan or, at the election of a Supplier of TTEC concerned with a dispute arising from or relating to this Agreement, the laws of the Country designated from time to time by the relevant Supplier of TTEC. If any provision or portion of this Agreement shall be found to be illegal, invalid or unenforceable, the remaining provisions or portions shall remain in full force and effect.

YOU ACKNOWLEDGE THAT YOU HAVE READ THIS LICENSE AGREEMENT AND THAT YOU UNDERSTAND ITS PROVISIONS. YOU AGREE TO BE BOUND BY ITS TERMS AND CONDITIONS. YOU FURTHER AGREE THAT THIS LICENSE AGREEMENT CONTAINS THE COMPLETE AND EXCLUSIVE AGREEMENT BETWEEN YOU AND TTEC AND ITS SUPPLIERS AND SUPERSEDES ANY PROPOSAL OR PRIOR AGREEMENT, ORAL OR WRITTEN, OR ANY OTHER COMMUNICATION RELATING TO THE SUBJECT MATTER OF THIS LICENSE AGREEMENT.

TOSHIBA TEC Corporation, 2-4-1, Shibakoen, Minato-ku, Tokyo, 105-8524, Japan.

TRADEMARKS:

n Ethernet is a trademark of US Xerox Corporation.

n The official name of Windows 95 is Microsoft Windows 95 Operating System.

n The official name of Windows 98 is Microsoft Windows 98 Operating System.

n The official name of Windows 2000 is Microsoft Windows 2000 Operating System.

n The official name of Windows Me is Microsoft Windows Me Operating System.

n Microsoft, Windows, Windows NT, Windows NT Embedded Runtime, Microsoft Internet Explorer,

and the brand names and product names of other Microsoft products are trademarks of US Microsoft Corporation in the US and other countries.

n Apple, AppleTalk, Macintosh, Mac OS, and LaserWriter are trademarks of US Apple Computer

Inc. in the US and other countries.

n Postscript and Postscript Logo are trademarks of Adobe Systems Incorporated.

n Netscape Navigator is a trademark of Netscape Communications Corporation.

n IBM PC/AT and AIX are trademarks of US International Business Machines Corporation.

n NOVELL, NetWare, and NDS are trademarks of US NOVELL, Inc.

n TrueType is a trademark of US Apple Computer Inc.

n Imaging for Windows is a trademark of Eastman Software, Inc., A Kodak Business.

n Other company names and product names in this manual are the trademarks of their respective

companies.

n The technology of Dartcom is used in the scanning process.

LIST OF FIGURES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

LIST OF TABLES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

PREFACE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

e-STUDIO GL-1010 Electronic Document Processing System. . . . . 16

Intended Audience . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16

Who Should Read This Guide?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Scope . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Using this Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17

Styles and Conventions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Manual Organization. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Terms and Concepts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Supplemental References. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19

Quick Start Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

GL-1010 Administrator’s Guide. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

GL-1010 Operator’s Guide (Basic) . . . . . . . . . . . . . . . . . . . . . . . . . . 20

GL-1010 TopAccessComposer Operator’s Guide. . . . . . . . . . . . . . . 20

GL-1010 Network Fax Operator’s Guide (option) . . . . . . . . . . . . . . . 20

Application-Specific Online Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

OVERVIEW. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Features and Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Functional Highlights . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Software Components. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Scanning Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Network Scanner. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

System Components. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24

GL-1010 Scan Operator’s Guide 7

Basic Functionality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Scanning Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

INSTALLATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Software Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Removing the Scanner Driver (TWAIN) . . . . . . . . . . . . . . . . . . . . . . 30

SETUP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Scan Setup Process Flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Using TopAccess. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

System Requirements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Opening TopAccess . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

End-User Site Vs. Administrator Site . . . . . . . . . . . . . . . . . . . . . . . . 36

Accessing Online Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Setting up Scan Agents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Configuring Scan Agent Properties . . . . . . . . . . . . . . . . . . . . . . . 41

Setting up Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Create Private Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Create Private Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Modify Public and Private Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Modify Private Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Private Group Passwords . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Reset Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Reset Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

SCANNING . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Scanning Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Public Scan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Private Scan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Scan Setting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

Scanning Parameter Setting Screen (Page 1) . . . . . . . . . . . . . . . . . 80

Scanning Parameter Setting Screen (Page 2) . . . . . . . . . . . . . . . . . 81

Scanning Parameter Setting Screen (Page 3) . . . . . . . . . . . . . . . . . 82

Agent Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Scanning Settings and Twain Agent Settings Summary . . . . . . . . . . 83

Scanning Settings and FileShare Agent Setting Summary . . . . . . . . 83

Scanning Settings and TopAccessComposer Settings Summary . . . 84

Scanning Settings and Email Agent Settings Summary . . . . . . . . . . 84

Scanning Settings and iFax Agent Settings Summary . . . . . . . . . . . 85

Address Edit Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

Group Select Screen. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

User Search Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

8 GL-1010 Scan Operator’s Guide

User Search Results Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

Retrieving Scanned Documents (TWAIN) . . . . . . . . . . . . . . . . . . 90

Scanner Selection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

Importing Scanned Image Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

Retrieving Scanned Documents (File) . . . . . . . . . . . . . . . . . . . . . 94

Retrieving Scanned Documents (TopAccessComposer) . . . . . . . 95

Retrieving inbound fax Documents (twain) . . . . . . . . . . . . . . . . . 95

Scanning to Twain . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95

Scanning to File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95

Scanning to Email . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96

Scanning to Internet-Fax. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96

Scanning to TopAccessComposer . . . . . . . . . . . . . . . . . . . . . . . . 97

MONITORING SCAN JOBS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

Viewing the Job Queue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100

Deleting Scan Jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102

Sorting Scan Jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102

BASIC TROUBLESHOOTING. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105

Error Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106

TWAIN DRIVER ERRORS . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110

Cannot Find the GL-1010. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110

Cannot Access Twain Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110

Twain Driver Dialog Does Not Appear . . . . . . . . . . . . . . . . . . . . . . . 111

Cannot Acquire Document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111

B/W Image Reversed. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111

Cannot Acquire Multi-Page Document. . . . . . . . . . . . . . . . . . . . . . . 111

Cannot Open a Password Protected Folder or Document. . . . . . . . 112

SPECIFICATIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113

Specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

GLOSSARY OF TERMS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119

GL-1010 Scan Operator’s Guide 9

10 GL-1010 Scan Operator’s Guide

LIST OF FIGURES

InstallShield Setup Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

InstallShield Setup Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Add/Remove Program Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

InstallShield Wizard Uninstall Complete . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Twain Folder Setting Dialog . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92

Twain Select Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

Twain Acquire Dialog . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

TopAccess Scan Jobs - Current Jobs Page . . . . . . . . . . . . . . . . . . . . . . . 100

TopAccess Scan Jobs - Jobs Log Page . . . . . . . . . . . . . . . . . . . . . . . . . . 101

GL-1010 Scan Operator’s Guide 11

12 GL-1010 Scan Operator’s Guide

LIST OF TABLES

Styles and Conventions Used in this Guide........................................17

Terms and Concepts Defined.................................................................18

Error Messages Defined........................................................................106

Specifications Defined............................................................................114

Definition of Common Terms................................................................119

GL-1010 Scan Operator’s Guide 13

14 GL-1010 Scan Operator’s Guide

PREFACE

The GL-1010 Scan Operator’s Guide provides detailed instructions for installing and using the TOSHIBA e-STUDIO GL TWAIN Driver and the scan setup and monitoring utility, TopAccess to perform network scanning functions using Toshiba’s e-STUDIO GL-1010 Electronic Document Processing System. With the GL-1010 Network Scan option, you can perform the following functions:

n Scan a document from the copier

n Save a scanned image to a file

n Send a scanned image to a Email recipient(s)

n Fax the scanned image to a recipient via Internet-Fax

n Retrieve a scanned image in a TWAIN compliant application

n Create groups and templates to initiate scan jobs

GL-1010 Scan Operator’s Guide 15

INTRODUCTION

INTENDED AUDIENCE

This preface introduces the scanning functions you can perform with the e-STUDIO GL-1010 Electronic Document Processing System and defines the scope and audience of this guide.

e-STUDIO GL-1010 Electronic Document Processing System

Congratulations on purchasing Toshiba’s optional Scan Feature for the e-STUDIO GL-1010 system. The scan option has been designed to be the latest state-of-the-art scan and copier combination. When the TOSHIBA e-STUDIO GL TWAIN Driver software is installed, the digital copier becomes a allinclusive network scanner with walk-up, internet scan to iFax capability. The GL Scan option provides ease of use, and fully comprehensive solutions. Workgroups will enjoy the ability to exploit almost limitless capabilities of the digital copier.

Who Should Read This Guide?

This guide, the GL-1010 Scan Operator’s Guide, is intended for people using the GL Scan optional feature. It provides detailed instructions on configuring and using the TOSHIBA e-STUDIO GL TWAIN Driver software.

This guide is not intended for digital copier service technicians or operators. For information on using and maintaining the TOSHIBA e-STUDIO28/35/45 digital copier, refer to the Tos hi ba Operator’s Manual for Copying Functions or contact your Toshiba authorized dealer for support.

Scope

This guide assumes that users are familiar with the software applications they are using to create their documents for printing. Document setup or application-specific printing functions are not covered in this manual.

16 GL-1010 Scan Operator’s Guide

USING THIS GUIDE

Style Usage Description Example

Styles and Conventions

This guide employes several typographic styles to visually convey information. The following table illustrates the styles used and defines the conditions in which they are used.

Styles and Conventions Used in this Guide

BOLD, SANS SERIF FONT, ALL CAPS

SANS SERIF FONT, ALL CAPS

Copier hard keys.

Soft keys, fields, function tabs on the LCD Touch Screen.

Italic, serif font, initial caps

Menu options separated by right arrows.

Bold, sans serif font, initial caps

Menu names and screen titles.

Embedded Menu Options.

Buttons, controls, tabs, or menu options on application windows and dialog boxes.

Courier Text the user types in a

field or from the command line.

Variable text that is to be replaced with specific text applicable to the user’s network.

Press the PRINTER/NETWORK hard key.

Press the ADMIN tab. Press the NETWORK

SETTINGS soft key.

From the File menu, choose Print.

From the Start menu, choose

Programs→Toshiba e-STUDIO GL Client

→Toshiba GL DocMon.

Double-click Properties and click Services. From the Novell Printing group box, click to enable Novell Printing. Click

OK.

Type the following command:

setup.exe

Enter GL<device name>, where device name is the Microsoft Computer Name assigned to the GL-1010 controller.

GL-1010 Scan Operator’s Guide 17

Manual Organization

Chapter 1,

Overview summarizes the features and functionality of

the Toshiba’s optional Scan Feature for the e-STUDIO GL-1010 system

Chapter 2,

Installation summarizes procedures for installing

software required to enable users to retrieve scanned images.

Chapter 3,

Setup summarizes how to use TopAccess (End User

Mode) to setup Private Groups and Templates and how to select and set Scan Agent properties.

Chapter 4,

Scanning summarizes the steps required to scan images

using the e-STUDIO GL-1010 Electronic Document Processing System.

Chapter 5,

Monitoring Scan Jobs summarizes how to use

TopAccess to monitor you scan jobs.

Chapter 6,

Basic Troubleshooting summarizes how to resolve issues

you may be experiencing.

Chapter 7,

Specifications provides a table of scan option system

specifications.

Terms and Concepts

The following table defines the key terms and concepts used throughout this guide. These definitions apply within the context of this guide; they may be used differently by other companies or in other product guides. In addition to the terminology defined here, refer to the Glossary at the end of this manual, which defines even more acronyms and industry terminology.

Terms and Concepts Defined

Term

e-STUDIO GL1010 Electronic Document Processing System

This system consists of the TOSHIBA eSTUDIO28/35/45 digital copier with GL-1010 controller. This affords users the convenience of walk-up copying and network printing using the same device.

Definition

18 GL-1010 Scan Operator’s Guide

Terms and Concepts Defined

Term

GL-1010 This component of the e-STUDIO GL-1010

Electronic Document Processing System provides network connectivity between the client workstations and the digital copier connected to it. The GL-1010 is physically mounted to the TOSHIBA e-STUDIO28/35/45. In this guide, it is sometimes referred to simply as “controller” or “device”.

Local Operations Those operations that affect the GL-1010 or

TOSHIBA e-STUDIO28/35/45 functionality and are performed on the physical device, usually from the copier’s LCD touch screen. An example of local operation is changing the IP address of the GL-1010 from the TCP/IP Setting LCD touch screen.

Network Printing Printing from a Windows, Macintosh, or Unix client

workstation to the GL-1010, with the output produced on the connected TOSHIBA eSTUDIO28/35/45.

Walk-up functions

Those operations performed from the control panel of the TOSHIBA e-STUDIO28/35/45. This includes standard copy functions, as well as network print monitoring and management functions.

Definition

SUPPLEMENTAL REFERENCES

Quick Start Guide

The purpose of this guide is to introduce users to the GL-1010 product, summarize installation and operational procedures, and describe system requirements and specifications. A printed copy of this manual ships with the GL-1010.

GL-1010 Administrator’s Guide

You can find the.pdf version of this guide on the e-STUDIO GL1010 Admin’s Client CD-ROM. It is intended for the network administrator and contains detailed information for installing, configuring, and troubleshooting your Toshiba GL-1010.

GL-1010 Scan Operator’s Guide 19

GL-1010 Operator’s Guide (Basic)

You can find the.pdf version of this guide on the e-STUDIO GL1010 Client CD-ROM. It is intended for the end user and contains detailed information for provides detailed instructions for installing and using the GL-1010 printer drivers and the job monitoring utility, GL DocMon to print to Toshiba’s e-STUDIO GL-1010 Electronic Document Processing System. It also describes how to use the web-based application, TopAccess (End User Mode) to monitor and manage print jobs on your Toshiba GL-1010.

GL-1010 TopAccessComposer Operator’s Guide

You can find the .pdf version of this guide on the e-STUDIO GL1010 Admin’s Client CD-ROM and on e-STUDIO GL-1010 Client CD-ROM. It contains information on storing, managing, editing and printing documents using the web-based tool, TopAccessComposer.

GL-1010 Network Fax Operator’s Guide (option)

If you have purchased the optional Fax feature, you will find that the e-STUDIO GL-1010 Fax Client CD-ROM contains a .pdf version of this guide. This guide contains information on enabling network fax functionality. It includes procedures for monitoring fax functionality using the web-based utility, TopAccess (End User Mode) and GL DocMon.

Application-Specific Online Help

All of the e-STUDIO GL-1010 Electronic Document Processing System software and drivers come with application-specific online help. You can also see task-oriented help topics by clicking on a

Help button or choosing the Contents and Index option from

the Help menu. For web-based help in TopAccess, click the help icon.

20 GL-1010 Scan Operator’s Guide

1 OVERVIEW

The Toshiba’s optional Scan Feature for the e-STUDIO GL-1010 system was designed for the user who wants network scanning capability with the vast array of options and a minimum of time setting up scan templates.

This chapter describes the functionality featured by the intuitively configured GL Scan option and TopAccess.

GL-1010 Scan Operator’s Guide 21

FEATURES AND FUNCTIONS

Functional Highlights

This instruction manual explains how to use scanning functions and provides valuable information to ensure the most effective use of the scanner as well as troubleshooting assistance for handling potential problems.

Refer to this instruction manual if you need support information to provide optimum performance and high quality scanning.

n This instruction manual applies to the GL-1010 Controller.

n Refer to the GL-1010 Operator’s Guide (Basic) before you

use the GL-1010 controller.

Software Components

Printer Drivers

Printer drivers are software components that comes with a printer that enables application programs to interact with the printer without the application programs having to concern themselves with the specific printer requirements. The GL-1010 comes with two printer drivers, GL-PCL6 and GL- PS, which significantly extend document print, layout and assembly functions that are not available with many applications.

GL DocMon

GL DocMon provides end-users a way to monitor all jobs and control their own current jobs. With the notification feature enabled, users are notified of copier or printing events, such as paper-out or cassette open, before they walk to the copier only to find their job incomplete or unsuccessful.

TopAccess

TopAccess, an embedded Web-based device management tool, allows users to monitor and manage their print jobs over the Internet using either Netscape Navigator or Internet Explorer. TopAccess includes TopAccessComposer which is a web-based document editor / organizer for the Toshiba Electronic Processing System. It enables you to view, edit, merge and store post printed, routed fax and scanned documents on the GL-1010.

22 GL-1010 Scan Operator’s Guide

Scanning Features

The network scanner functions can be used within the Windows network environment.

Network Scanner

n Scanning is performed by selecting the desired “Template”

from the Control Panel.

n Templates can be created for individual groups and users

depending the use and purpose.

n Scanned image data can be stored on the controller, and

retrieved via the network with the TWAIN application.

n Scanned image data can be transferred to a shared folder on

the Windows file server on the same network as of the controller.

n The optional Email functionality enables you to send scanned

image data as a file attachment to an Email recipient.

n The optional Internet-Fax functionality enables you to send

scanned image data as a file attachment to transmitted to a fax recipient.

n Another feature of the GL-1010 is the capability to receive

and print an Internet-Fax job. This allows you to turn an electronic file attached to an Email to a hard copy document.

n Scanning functionality is setup and maintained by using the

Scan features provided with the TopAccess web utility.

n Provide access to LDAP server for front end users when they

initiate Send to Email or iFax jobs from the copier panel.

n Provide access to LDAP server when the user is creating a

Send to Email/iFax template.

n Provide access to LDAP server when the administrator is

creating a new entry in the Public AddressBook.

n Allow the administrator to setup configurations of one or

more LDAP servers.

A sample template is provided with the factory default. When you first use the GL Scan functionality, try using the sample template to become familiar with using scan templates.

To create a template, use the TopAccess web utility. For details on how to use TopAccess, refer to the GL-1010 Operator’s Guide

GL-1010 Scan Operator’s Guide 23

(Basic) on the e-STUDIO GL-1010 Client CD-ROM or the GL1010 Administrator’s Guide on the e-STUDIO GL-1010 Admin CD-ROM.

SYSTEM COMPONENTS

Images scanned to the network using the copier have five processing options.

Basic Functionality

Send to TWAIN

The scanned image data is saved on the GL-1010 controller and can be retrieved from a shared folder, via the network, by using a TWAIN compliant application on the client PC. For further details, refer to the Online Help, GL-1010 Operator’s Guide (Basic), or GL-1010 Administrator’s Guide.

Send to File

n Saving on the Controller. The scanned image data can be

saved on the GL-1010 controller HDD in TIFF or PDF format. Files can be retrieved from applications on the network by using the Windows file share function via the network.

n Saving to a File Server. The scanned image data can be saved

to a designated Windows File Server on the network by the controller. For further details, refer to the Online Help, GL1010 Operator’s Guide (Basic), or GL-1010 Administrator’s Guide.

Send to Email

Scanned image data is sent to a designated Email address automatically. For further details, refer to the Online Help, GL1010 Administrator’s Guide.

Send to iFax

Scanned image data is faxed to a designated Internet-Fax recipient automatically or received by the controller and printed.

24 GL-1010 Scan Operator’s Guide

For further details, refer to the Online Help, GL-1010 Administrator’s Guide.

Send to TopAccessComposer

Scanned image data is sent to folders in the TopAccessComposer storage area. TopAccessComposer enables you to manage scanned document files in the document editor / organizer. It provides two predefined system folders called Department and Public. You can also create user accounts and create your own Private folders. For further details, refer to the Online Help, GL1010 TopAccessComposer Operator’s Guide.

Scanning Documents

There are two modes available for scanning documents (originals):

NOTE:

There are limitations on the number of pages, file size and resolution

Public Scan

The Public Folder and Public Templates are available to all users who are connected to the GL-1010 controller. For further details, refer to CHAPTER 4

that may exceed the maximum memory

Private Scan

capacity of the client PC. Please refer to the machine’s hardware manual to confirm these limitations.

Private Folders and Templates are setup and maintained by individual users for specific use such as by department (Accounting, Human Resources, Research and Development etc.). For further details, refer to CHAPTER 4

SYSTEM REQUIREMENTS

To scan from a network-connected computer to the controller,

NOTE:

The network scanner function requires the TCP/IP protocol to be installed and configured on the network. For TCP/IP information or further information about network settings, refer to the GL-1010 Administrator’s Guide.

make sure that the client workstation meets the following minimum requirements:

n Windows 95

n Windows 98

n Windows Me

n Windows 2000 Service Pack 1 or higher

n Windows NT 4.0 Workstation Service Pack 5 or higher

Public Scan.

Private Scan.

GL-1010 Scan Operator’s Guide 25

Email software should be installed to utilize the Send to Email functionality.

n If you have a previous version of Toshiba software installed

on the workstation, the setup program detects it and opens the GL-1010-Client Setup Maintenance Program. Click

Remove

to delete all previously installed components. Alternately, you can use the Windows Add/Remove Programs option, accessible from the Windows Control Panel, to delete the old software.

n To ensure successful installation, it is recommended that you

close all running Windows applications before installing the new software. If you are using an old version of Toshiba client software, this includes exiting the document monitoring application as well. To do so, right-click on the systray icon and then choose

Exit from the short-cut menu.

This controller can be used in a client/server network via Windows.

The following browsers are supported:

n Internet Explorer 5.0 or higher

n Netscape Navigator 4.75 or higher

n Internet Explorer 5.0 or higher for Unix or Mac systems

n Netscape Navigator 4.78 or higher for Mac systems

n Netscape Navigator 4.76 or higher for Unix systems

26 GL-1010 Scan Operator’s Guide

2 INSTALLATION

Installing GL-1010 software that will enable you to import scanned images into TWAIN compliant applications is a simple process that can be achieved by running the setup.exe program from the e-STUDIO GL-1010 Scanner Client CD-ROM and following the InstallShield setup wizard.

This chapter provides detailed procedures for installing the TOSHIBA e-STUDIO GL TWAIN Driver.

GL-1010 Scan Operator’s Guide 27

SOFTWARE INSTALLATION

Scanner Driver (TWAIN) Installation

You need to install the Twain driver so that scanned images may be acquired using a Twain compliant application.

NOTE:

Install the TOSHIBA eSTUDIO GL TWAIN Driver that is located on the CD-ROM. Refer to the Readme file on the CD-ROM for installation and known issue information. The Readme file will display automatically after setup.

1 Insert the e-STUDIO GL-1010 Scanner Client CD-ROM into

the drive. If autoplay is enabled, the InstallShield setup wizard launches automatically. If it doesn’t start, choose Run from the Start menu and then enter the following command:

D:\setup.exe

replacing “D” with the letter mapped to your CD-ROM drive, if different.

2 Click OK to launch the setup program.

InstallShield Setup Wizard

3 Follow the Setup Wizard as it leads you through the

installation steps.

4 The setup wizard displays the End User Licence Agreement.

Please read the terms of license carefully. If you agree with the terms, click

No to terminate the installation process.

5 When the setup program finishes copying the necessary files

Yes to continue installation. Otherwise, click

to your computer, you will be prompted to view the ReadMe file.

28 GL-1010 Scan Operator’s Guide

6 The necessary system files are copied to your workstation.

When complete, click

InstallShield Setup Wizard

7 Setup is complete! You can now import scanned images

Finish to exit the Setup Wizard.

using the TOSHIBA e-STUDIO GL TWAIN Driver.

GL-1010 Scan Operator’s Guide 29

Removing the Scanner Driver (TWAIN)

1 If open, close the GL DocMon application.

2 Choose Settings->Control Panel from the Start Menu and then

locate the Add/Remove Programs icon. The Add Remove Programs dialog will display.

Add/Remove Program Properties

3 Select e-STUDIO GL-Twain Driver from the list of

applications to be removed.

4 Click the Add/Remove... button to uninstall the application.

5 Follow the wizard as files are removed from your system.

Finish to exit the Add/Remove Programs disalog.You

Click may have to reboot your system before all components of the

30 GL-1010 Scan Operator’s Guide

TOSHIBA e-STUDIO GL TWAIN Driver and program items from the Windows

InstallShield Wizard Uninstall Complete

Start menu, can be completely removed.

GL-1010 Scan Operator’s Guide 31

32 GL-1010 Scan Operator’s Guide

3 SETUP

This chapter will guide you through the setup process for Toshiba’s optional Scan Feature for the e-STUDIO GL-1010 system.

Users will use TopAccess to create scan templates that contain all required scan and distribution information. When downloaded to the copier, these templates provide a way to perform one-touch scan and send tasks from the copier control panel.

GL-1010 Scan Operator’s Guide 33

OVERVIEW

The network Scan feature enables users to easily manage jobs scanned into the copier. Scanned jobs can be automatically filed to Public or Private folders, Emailed to specific recipients, or sent to Twain so that the scanned image may be acquired using a Twain compliant application.

Users will create Templates that contain the attributes for scan jobs such as, the desired icon to be displayed on the copier LCD panel, the scan job details including, single or duplex, rotation, document type, resolution, exposure and paper size. Users will also designate the Agent for the template.

Scan Templates are stored in Groups. Templates are used in both Public and Private Groups. To create a new Template or edit an existing Template, you must first select a Group.

Public Group - This group contains templates that are created by Administrator and can be accessed and used by all users.

Private Groups - These groups contain templates that are created based on particular group profiles and can be accessed by selecting Private Groups at the copier LCD panel and if required, using the pre-defined template password. For example, the Accounting department may set up a Private Group named “Accounting Invoices”. This group will contain specific templates that are designed to handle accounting invoice scan job attributes which use Agents that save the scanned files in a designated Accountant Department destination folder on the network or can Email the scan file to the Accounting Manager.

Scan Setup Process Flow

1 Configure Scan Agent properties by Administrator

2 Create a Group

3 Create a Template

4 Select an Icon and Caption for the front panel

5 Select an Agent and properties

6 Select the Scanner parameters

34 GL-1010 Scan Operator’s Guide

Using TopAccess

TopAccess is a web-based job and device management tool that allows users to access GL-1010 device information over the internet using a web browser like Internet Explorer or Netscape Navigator. TopAccess enables end-users and administrators the ability to monitor scan job status as well as the option to create and maintain Groups and Templates. For information on using TopAccess (End-User mode), refer to GL-1010 Operator’s Guide (Basic).

System Requirements

Before running TopAccess, make sure the workstation meets the following minimum requirements:

M Windows 95/98/Me, NT 4.0 or 2000 M Internet Explorer 5.0 or higher or Netscape Navigator

4.75 or higher

M Internet Explorer 5.0 or higher for Unix and Mac sys-

tems, Netscape Navigator 4.78 or higher for Mac and Netscape Navigator 4.76 or higher for Unix systems.

M TCP/IP Enabled

GL-1010 Scan Operator’s Guide 35

Opening TopAccess

To navigate to TopAccess, enter the following URL on the search

line of your Internet browser.

http://<IP Address> or http://<Device Name>

For example:

http://159.119.44.234 or http://mygl-1010

The TopAccess web page is displayed:

When you initially open the TopAccess Web site, you have access to end-user functions, such as viewing device settings and the print queues. You must log on as administrator to perform administrative functions.

End-User Site Vs. Administrator Site

TopAccess has two different sites available. One site is designed for End-Users and the other is for Administrator. The End-User site provides GL-1010 status and scan job display as well as the ability to create and maintain Private Groups and Templates. The Administrator site provides the ability to administer the various

36 GL-1010 Scan Operator’s Guide

configuration settings for the GL-1010, conduct periodic maintenance and maintain the Address Book, Public Group and Templates in addition to the functions of the End-User Site.

Logging On as an Administrator

1 At the top right-hand side of the TopAccess Web page, click

the

2 Enter the administrative username (“Admin”) and password.

The password is the same as that used at the LCD Touch Screen to log on to administrative functions. The default admin password is

12345. If you have not set the username

and password, use the defaults and then immediately change the password to maintain secure access. Refer to the GL-1010 Administrator’s Guide for further details on the Administrator password.

GL-1010 Scan Operator’s Guide 37

Stat us

Function Tabs.

Submenu.

Options

3 If this is the first logon as Administrator, the password should

be changed to maintain secure access.

After successfully logging on, you can perform administrative functions from the Scan and Administration tab.

38 GL-1010 Scan Operator’s Guide

4 Click the Scan tab. The Scan Jobs screen displays. For

further details, refer to CHAPTER 5

Logging Off

1 Click the Logout link at the top, right-hand side of the

Viewing the Job Queue.

TopAccess Web site.

Accessing Online Help

TopAccess includes extensive Web-based help to assist you in performing both end-user and administrative functions. The help system organizes information into task-oriented, procedural

topics so that you can easily perform your monitoring and management jobs.

To access the Web-based help system, click the

Help link at the

bottom of the page.

GL-1010 Scan Operator’s Guide 39

In Help, click one of the following tabs:

n To browse through topics by category, click the Contents tab.

You will notice that topics are organized into books. Click on the book or the plus sign to the left of the book to expand the list of related help topics. Within a topic, you will see What do you want to do? links that when clicked, will jump to stepby-step procedures. To collapse the topic, simply click the link once more. Also, within most topics, you can see related topics by clicking the Related Topics button.

n To see a list of index entries, click the Index tab, and then

either type a word or scroll through the list.

n To search for words or phrases that may be contained in a

Help topic, click the

In the left frame of the Help window, click the topic, index entry,

or phrase to display the corresponding topic in the right frame.

SETTING UP SCAN AGENTS

Agents contain the properties for the transfer mode of the scan once it is finished. Agents can be used to Email the scanned image in general file format or Internet-Fax file format, save the scanned image on the GL-1010 controller, save to a file server, save to TWAIN or save to TopAccessComposer.

NOTE:

Only Network Administrators have the ability to configure Scan Agents properties. For further assistance with the basic agent configuration see your administrator.

Before templates can be created using Scan Agents, the Administrator is required to configure the Scan Agent properties.

Administrators will select both Public and Private Templates and users will select only Private Templates. These agents enable template users the ability to scan and transfer the scanned documents to the appropriate destination. Administrators and

Search tab.

40 GL-1010 Scan Operator’s Guide

users will set up the specific details for how to handle each different agent.

The dongle and I-button hardware must be installed on the controller for the Agents to display so they can be selected and work properly. If a warning message displays “Cannot locate a scan agent”, check if the dongle and I-button are properly seated and installed.

CONFIGURING SCAN AGENT PROPERTIES

Scan Agents contain the transfer mode properties for completed scans. Agents can be set up to perform the following functions:

n Save a scan to the GL-1010 controller or a network file server

n Save the scan as a twain-compliant image

n Email a scanned image

n Fax the scanned image by Email

n Save the scanned image to TopAccessComposer

As an Administrator, you will configure agent settings to enable users to scan and transfer the scanned document to the appropriate destination. Users will set up the specific details for how to handle each different Scan Agent when they create templates.

Scan Agent properties are set up by the Administrator in TopAccess (Administrator Mode) under the Administration tab, Scan Agents pages. For further information, refer to the GL-1010 Administrator’s Guide.

SETTING UP TEMPLATES

Scan Templates are stored in Public or Private Groups. If you have logged into TopAccess as an Administrator you can manage the Public group and create and manage Public templates. If you are using TopAccess as an End User you can create and manage multiple Private groups and templates and view basic public template information. For further detailed information on creating a new template, or edit an existing template, refer to the TopAccess Online Help.

GL-1010 Scan Operator’s Guide 41

Create Private Groups

Users can create Private Groups that contain Templates which are specifically designed for use by particular users or departments. These groups can contain up to 60 Private templates.

1 Click the Scan tab.

2 Click the Templates submenu. You will open the Templates

Groups page by default. The Public Group and Private Groups are displayed.

42 GL-1010 Scan Operator’s Guide

3 Select an available Private Group from the list. An available

Group will display “Undefined” in the Name area. This will open the Group Properties page.

NOTE:

Administrators will select both Public and Private Templates and users will select only Private Templates.

4 Enter the Group Name and the Owner of the Private Group.

Any occurrence of characters [\/:,;*?"<>|] in Group or template name are replaced with an underscore "_" for templates that will utilize the Send to File or Send to Twain agent as these characters cannot be used in a folder name.

5 Click the Save button. The dialog will display.

6 Optionally, you can set a Group level password. For further

information on Password Protecting Groups, refer to

Group Passwords

7 Scan Templates are sorted in groups. You can continue on to

on page 57.

Private

create a new Template for the Group or select the Tem pl ate Groups link to return to the Templates Group page. For

Further information on Creating Private Templates, refer to

Create Private Templates on page 44.

GL-1010 Scan Operator’s Guide 43

Create Private Templates

1 Click the Scan link.

2 Click the Templates submenu. You will open the Templates

Groups page by default. The Public Group and Private Groups are displayed. You may scroll down the page to locate the desired Group or you may select a Group number Jump to: link at the top of the page. This link will position you directly to the desired Group located on the page.

44 GL-1010 Scan Operator’s Guide

NOTE:

If the Private group is password protected, it is indicated by a lock icon next to the Name in the list and the Input Group Password page will open. Enter the Private Group password and then click the button.

Send

3 Select the desired Private Group for which you wish to create

a template for from the list. This will open the Private Templa t e s page.

GL-1010 Scan Operator’s Guide 45

NOTE:

If a Private Group has not yet been defined the GroupName will display as "Undefined" and you must first create a Private Group before you can create a Private Template. For further information, refer to

Create Private Groups

on page 42.

4 Click the blank panel icon for the Template

number which you wish to create. You will open the Template Properties - Panel Settings page.

5 Select an icon from the icon options displayed. The icon

selected will be displayed on the front panel of the copier for this template.

6 Enter a label you wish displayed for the template in Caption

1 and Caption 2 fields.

7 Enter the name and the Owner of the template. Any

occurrence of characters [\/:,;*?"<>|] in Group or template name are replaced with an underscore "_" for templates that will utilize the Send to File or Send to TWAIN agent as these characters cannot be used in a folder name.

46 GL-1010 Scan Operator’s Guide

8 When you have finished, click the Next button. You will open

the Template Properties - Agent Settings page.

9 Click the Agent Settings drop-down arrow and select the

desired Scan Agent for the template.

− Send to Email

− Send to Twain

− Send to File

− Send to iFax

− Send to TopAccessComposer

10 Click the Select button. The agent details according the Scan

Agent you have selected for the template will display. Complete the agent delivery details as required. For further

GL-1010 Scan Operator’s Guide 47

information on setting up Scan Agents, refer to Setting up Scan

Agents

on page 40 or the TopAccess Online Help.

n Send to TWAIN

M Nothing to configure

n Send to File

M File Format - Select the file format from SinglePage

TIFF (G4), MultiPage TIFF (G4) or PDF

M Destination - Destination is pre-configured by the admin-

istrator. Depending on the configuration, you may have to enter the name of the network folder of your choice or

48 GL-1010 Scan Operator’s Guide

choose from a pre-determined folder on the network or the folder in the controller

n Send to Email

M To - Enter a recipient from the Address Book M Subject - Select the predefined Subject or enter one of

your own

M From - Enter an email address or email addresses sepa-

rated by commas

M From Name - Enter your name M Body - Enter the message you wish sent or No Message M File Format - Select the file format from MultiPage TIFF

(G4) or PDF

M Maximum Message Size - The message size is pre-con-

figured by the administrator and cannot be modified

GL-1010 Scan Operator’s Guide 49

M Fragment Message - Select the desired fragmentation

n Send to iFax

M To - Enter a recipient from the Address Book M Subject - Select the predefined Subject or enter one of

your own

M From - Enter an email address or email addresses sepa-

rated by commas

M From Name - Enter your name M Body - Enter the message you wish sent or No Message M File Format - The format used is TIFF-S M Maximum Message Size - The message size is pre-con-

figured by the administrator and cannot be modified

50 GL-1010 Scan Operator’s Guide

M Fragment Message - Select the desired fragmentation

n Send to TopAccessComposer

M Destination - Select a folder type from Public, Private or

Department. Enter a Login User Name and password if required depending on the folder type you chose. Confirm the password

M Folder Name - Enter the folder name where the routed

fax is to be deposited. The folder may or may not exist. Folder names consist of ASCII characters except for the following characters: / \ : * ? " <> | & = # ' % ; . [ ] { } and space. The maximum size of a folder name is 64 characters

GL-1010 Scan Operator’s Guide 51

M Document Name - The document name will be automati-

cally determined for you at the time of reception

11 When you have finished, click the Next button. You will open

the Template Properties - Scanner Settings page.

52 GL-1010 Scan Operator’s Guide

12 Select the Double-side scan, Rotation, Document Type,

Resolution, Exposure, and Paper Size scan options as desired. These settings represent the mode in which the scan will be processed.

13 When you have finished, click Finish to apply your new

settings.

14 The new template details will display in the Template

Properties page. You can password protect the template or edit the template further if desired.

15 Click the Templates link to return to the Templates page.

Modify Public and Private Groups

1 Select Scan from the TopAccess home page.

2 Click the Templates submenu. You will open the Templates

Groups page by default. The Public Group and Private Groups are displayed. You may scroll down the page to locate the desired Group or you may select a Group number link at the top of the page.

GL-1010 Scan Operator’s Guide 53

NOTE:

Create Private Groups

on page 42.

3 Select the desired Private Group from the list. This will open

the Private Templates page.

4 To modify the Group, click the Edit... button to open the

Group Properties page.

54 GL-1010 Scan Operator’s Guide

5 Change the Group Name and Owner as desired.

6 Click Save to apply your changes.

Modify Private Templates

1 Select Scan from the TopAccess home page.

2 Click the Templates submenu. You will open the Templates

Groups page by default. The Public Group and Private Groups are displayed. You may scroll down the page to locate the desired Group or you may select a Group number link at the top of the page.

3 Select the desired Private Group from the list. This will open

the Private Templates page.

4 Click the template in the list to open the Template Properties

Page.

5 Select the template panel icon for the

Template number which you wish to modify.

GL-1010 Scan Operator’s Guide 55

6 Click the Edit button. You will open the Panel Settings page.

7 Edit the template attributes as desired and then click Next to

advanced to each screen.

8 When finished making changes, click Finish to save the new

settings. The new template details will display in the Template Settings page. You can password protect the template or edit the template further if desired.

56 GL-1010 Scan Operator’s Guide

9 Click the Templates link to return to the Templates page.

Private Group Passwords

1 Select Scan from the TopAccess home page.

2 Click the Templates sub-menu. You will open the Templates

Groups page by default. The Public Group and Private Groups are displayed. You may scroll down the page to locate the desired Group or you may select a Group number link at the top of the page.

GL-1010 Scan Operator’s Guide 57

NOTE:

Create Private Groups

on page 42.

3 Select the desired Private Group from the list. This will open

the Private Templates page.

58 GL-1010 Scan Operator’s Guide

4 Click the Change Password button. The Change Group

Password screen will display.

5 Enter the Old Password. If this is the first password ever

created for this group, leave this field blank.

NOTE:

Caution! This process will delete all templates within the group.

6 Enter a New Password, and then Confirm the New

Password. If you want to clear the password, leave these

fields blank.

7 When you have finished, click Save to apply your new

settings.

Reset Groups

The Reset Group option will cause all of the setting associated with this group to be erased. You can use this option if you wish to completely delete all details associated with a Group number so that it can be used with other scan settings. Caution! This process will delete all templates within the group.

1 Select Scan from the TopAccess home page.

2 Click the Templates submenu. You will open the Templates

Groups page by default. The Public Group and Private Groups are displayed. You may scroll down the page to the

GL-1010 Scan Operator’s Guide 59

desired Group or you may select a Group number link at the top of the page.

3 Select the desired Private Group from the list. This will open

the Private Templates page.

NOTE:

Create Private Groups

on page 42.

60 GL-1010 Scan Operator’s Guide

4 Click the Reset Group button. You will open the warning

dialog to execute reset.

5 A warning message will display “Are you sure to reset this

group?” Click OK to continue or Cancel to cancel the request.

6 You will be returned to the Template Groups page. The

Group details will be completely erased including all template details within this group.

Reset Templates

The Reset Template option will cause all of the setting associated with this template to be erased. You can use this option if you wish to completely delete all details associated with a template.

1 Select Scan from the TopAccess home page.

2 Click the Templates submenu. You will open the Templates

Groups page by default. The Public Group and Private Groups are displayed. You may scroll down the page to the desired Group or you may select a Group number link at the top of the page.

GL-1010 Scan Operator’s Guide 61

NOTE:

If a Private Group has not yet been defined the GroupName will display as “Undefined” and you must first create a Private Group before you can create a Private Template. For further information, refer to

Create Private Groups

on page 42.

3 Select the desired Private Group from the list. This will open

the Private Templates page.

4 Double-click a template number to open the Template

Properties page.

5 Click the Reset Template button. You will open the warning

dialog to execute reset.

6 A warning message will display “Are you sure to reset this

template?” Click OK to continue or Cancel to cancel the request.

7 You will be returned to the Template Properties page. The

template details.

62 GL-1010 Scan Operator’s Guide

4 SCANNING

Toshiba’s optional Scan Feature for the e-STUDIO GL-1010 system provides the ability to scan image data using various methods and modes of delivery for the scanned document.

This chapter provides detailed procedures scanning documents at the copier and the processes for retrieving the scanned image data.

GL-1010 Scan Operator’s Guide 63

OVERVIEW

Toshiba’s optional Scan Feature for the e-STUDIO GL-1010 system feature enables you to easily scan documents and effortlessly retrieve scanned image data received by the device. Scanned jobs can filed to Public or Private folders, emailed to specific recipients, sent to TWAIN, so that the scanned image may be acquired using a TWAIN compliant application or sent to Internet-Fax, so that the image may be sent or received by fax.

In previous chapters we reviewed how to create Templates that contain the attributes for your scan jobs such as, the desired icon to be displayed on the copier panel, the job details including, single or duplex, rotation, document type, resolution, exposure and paper size. Scan Agents have been designated to each template. Agents contain the properties for the transfer mode of the scan once it is finished. Agents are used to Email the scanned image, save the scan on the GL-1010 controller, save to a file server, save to TWAIN agent, send to Internet-Fax, save to TopAccessComposer and set up the specific details for how to handle the Agent. This chapter will guide you through the process of using the panel selections for scanning a document and how to retrieve the scanned image once scanned.

SCANNING DOCUMENTS

Public Scan

The Public Scan feature is available to all users connected to the controller.

For further information on the Automatic Document Feeder and placing Originals on the glass, refer to the GL-1010 Operator’s Guide (Basic).

64 GL-1010 Scan Operator’s Guide

WHEN USING THE

AUTOMATIC DOCU-

MENT FEEDER

NOTE:

Remove any paper clips or staples from originals before placing them on the original feed tray.

1 Place the original(s).

2 Align the edges of the originals. Set the originals face up on

the feed tray and then align the sliders to the edges of the originals.

M The maximum number of the originals you can scan at

one time is 100 sheets.

− Up to 100 sheets (200 images if duplex) can be scanned with the feeder. Continuous scanning is possible one time per scan job. A maximum of 400 images can be scanned when using continuous scan mode.

GL-1010 Scan Operator’s Guide 65

WHEN PLACING THE

ORIGINALS

ON THE

GLASS

1 Lift the automatic document feeder.

2 Place an original on the glass face down with the bottom

toward you and the left side centered against the original scale.

− Up to 200 sheets (200 images) can be scanned.

3 Press the PRINTER/NETWORK key on the control panel. The

Printer Main Menu screen displays.

66 GL-1010 Scan Operator’s Guide

NOTE:

The Network Administrator maintains the Public Templates by using the TopAccess web utility. See the

up Templates

41 for further information on Public Templates.

NOTE:

Press the Up arrow or the Down arrow key to move tothe previous or next page.

Setting

on page

4 Press the SCAN key. The Scan Main Menu screen displays.

5 Press PUBLIC SCAN JOBS. The Template Selection list displays.

6 Press a Template icon. The selected key is highlighted. If you

select a Template that is password protected, the Template Password Input screen displays.

Proceed with Step 7. If the Template Password Input screen does not display, the template is not password protected. Proceed with Step 9.

7 Enter the 5-digit password using the hard digital keys.

Numbers entered as a password are displayed as asterisks. To

GL-1010 Scan Operator’s Guide 67

clear or re-enter the password, press the hard CLEAR/STOP button. Press the

CANCEL key, to return to the Scan Main

Menu screen.

8 Press the OK key.

9 The Scan Settings & Agent Settings Summary screen

displays. The scan settings are preset in each Template. Document Type, Double-sided original, Resolution, Exposure, Rotation, and Original Size are displayed.

− Press the SETTING key to move to a screen in which settings

for scanning are available. For further information, refer to Scan Setting on page 80 for further information and procedures on Scanning Parameter Setting.

NOTE:

If you are using the Automatic Document feeder, Scan Settings Summary displays “ADF” in scan settings summary area. If you are placing the original on the glass, Scan Settings Summary displays “Glass” and auto detected original size in scan settings summary area.

10 Press the hard START button on the control panel or SCAN! to

begin scanning your document.

− Proceed with ADF Scanning on page 70, if you are using the Automatic Document Feeder.

− Continue with the next step, if you are placing the original on the glass.

68 GL-1010 Scan Operator’s Guide

Scanning from the Glass

Follow these steps when scanning by placing the original on the glass.

1 The Scanning Status screen displays.

The number of pages that have been

transferred from the copier to the

controller is displayed.

The number of pages that have been

2 The Waiting for next page screen displays after the last page

scanned is displayed.

is scanned.

The auto detected original size is

displayed when Scan Setting for

Original size is set to AUTO.

n To scan another job, press SCAN! or the hard START button

again after placing another original on the glass.

n To cancel the job, press the CANCEL JOB button or the hard FC

button to cancel a job. The Cancel Confirm screen displays. Press the cancellation, press the

YES key. The Job is canceled. To stop the

NO key.

n To change the scan settings, press the SETTING key to change

the scanning settings in the Scanning Parameter Setting screen.

3 Press the FINISH key to finish scanning.

4 When scanning is complete, the Template Selection List

For further information, refer to Scan Setting on page 80.

screen displays. Scanned image data is saved on the controller HDD.

GL-1010 Scan Operator’s Guide 69

ADF Scanning

Follow these steps when using the Automatic Document Feeder for scanning.

1 The Scanning Status screen displays.

− To scan additional originals after the current job, press

the

CONTINUE key. The Continue key can be repeated

up to one time. The Continue key will not display after the first use. The Scanning Status screen will display. Proceed with the next step.

− If you do not press the

CONTINUE key, scanned image

data is saved on the controller HDD automatically, and you will return to the Template Selection List screen.

− To stop ADF scan during continuous mode, press the hard

CLEAR/STOP button.

2 The Waiting for continuous scan screen displays after the last

page is scanned.

n To scan another job, press SCAN! or the hard START button

again after placing another original on the ADF.

n To cancel the job, press the CANCEL JOB button or the hard FC

button to cancel a job. The Cancel Confirm screen displays.

70 GL-1010 Scan Operator’s Guide

HANDLING PAPER

JAMS

Press the YES key. The Job is canceled. To stop the cancellation, press the N

n To change the scan settings, press the SETTING key to change

O key.

the scanning settings in the Scanning Parameter Setting screen.

3 Press the FINISH key to finish scanning.

4 When scanning is complete you will return to the Template

For further information, refer to Scan Setting on page 80.

Selection List screen. The scanned image data is saved on the

controller HDD.

In the event of a paper jam, the copier displays procedures on the panel to assist with resolving the jam. When the jam is cleared, Jam Recovery will display on the screen.

1 Press the hard START button or SCAN! to continue ADF scan.

2 Press the CANCEL JOB key or the hard FC button to cancel a

job.

3 The screen will display Cancel Confirm.

n When using the ADF, if the job stops due to an error, such as

Job Overflow, during the continuous scanning of multiple

GL-1010 Scan Operator’s Guide 71

NOTE:

Template settings can be edited with the TopAccess (End User Mode) web site. Refer to

Create Private Templates

the TopAccess Online Help.

WHEN USING THE

DOCUENT FEEDER

on page 44 or

AUTOMATIC

originals, data being read at the time of the error is canceled. Data that was read before the error, is stored.

n The maximum size for a single scan job is 180 MB. The

maximum size limit may be less and vary depending on the available memory and available free space on the controller HDD.

Private Scan

The Private Scan button is available to users who want to utilize Groups and Templates that have been created for private use with specific parameters and attributes. Groups and Templates may be password protected and require a password before they can be accessed. If the templates are not protected, they can be used by all users connected to the controller.

1 Place the original(s).

2 Align the edges of the originals. Set the originals face up on

the feed tray and then align the sliders to the edges of the

NOTE:

Remove any paper clips or staples from originals before placing them on the original feed tray.

originals.

M The maximum number of the originals you can scan at

one time is 100 sheets.

72 GL-1010 Scan Operator’s Guide

WHEN PLACING THE

ORIGINALS

ON THE

GLASS

1 Lift the automatic document feeder.

2 Place an original on the glass face down with the bottom

toward you and the left side centered against the original scale.

− Up to 200 sheets (200 images) can be scanned.

3 Press the PRINTER/NETWORK key on the control panel. The

Printer Function Menu screen displays.

GL-1010 Scan Operator’s Guide 73

4 Press the SCAN key. The Scan Main Menu screen displays.

5 Press the PRIVATE SCAN JOBS key. The Group Number

Input screen displays.

6 Enter the screen number with the numeric key or press a

Group Number key assigned to each user.

− Press the CANCEL key to return to the Scan Main Menu screen.

7 Press the OK key.

When you select a Group Number key that has a password assigned to it and press OK key, the Group Password Input screen displays.

74 GL-1010 Scan Operator’s Guide

If the group number is not password protected the Template Selection list displays.

8 Enter the password assigned to the screen with the numeric

key. Numbers entered as a password are displayed as asterisks.

− To re-enter a password, press the hard CLEAR/STOP button.

9 Press the OK key. The Template Selection list displays.

− Press the CANCEL key, to return to the Scan Main Menu.

10 Press a Template icon. The selected button is highlighted.

11 When you press a Template icon that has a password assigned

to it, the Template Password Input screen displays. Proceed to Step 13. If the template is not password protected, the Template Password Input screen does not display. Proceed with Step 11.

− Press the Up arrow or the Down arrow button to move to the previous or next page.

− Press the BACK key or the hard Scan Main Menu screen.

GL-1010 Scan Operator’s Guide 75

FC button, to return to the

12 Enter the 5-digit number using the numeric key. Numbers

entered as a password are displayed as asterisks.

− Press the hard CLEAR/STOP button to clear the password

entered.

− Press the hard screen.

13 Press the OK key.

14 The Scan Settings & Agent Settings Summary screen

FC button, to return to the Scan Main Menu

displays.The Scan settings is preset in each Template. Document Type, Double-sided original, Resolution, Exposure, Rotation, and Original Size are displayed.

− Press the SETTING key to move to a screen in which settings for scanning are available. For further information, refer to Scan Setting on page 80 and procedures on Scanning Parameter Setting.

− Press the Cancel key to return to the Template Selection list.

15 Press the hard START button on the control panel or SCAN! to

begin scanning your document.

− Proceed with using the Automatic Document Feeder.

− Continue with the next step, if you are placing the original

on the glass.

76 GL-1010 Scan Operator’s Guide

Scanning from the Glass

Follow these steps when scanning by placing the original on the glass.

1 The Scanning Status screen displays.

The number of pages that have been

transferred from the copier to the

controller is displayed.

The number of pages that have been

2 The Waiting for next page screen displays after the last page

scanned is displayed.

is scanned.

The auto detected original size is

displayed when Scan Setting for

Original size is set to AUTO.

n To scan another job, press SCAN! or the hard START button

again after placing another original on the glass.

n To cancel the job, press the CANCEL JOB button or the hard FC

button to cancel a job. The Cancel Confirm screen displays. Press the cancellation, press the

YES key. The Job is canceled. To stop the

NO key.

n To change the scan settings, press the SETTING key to change

the scanning settings in the Scanning Parameter Setting screen.

3 Press the FINISH key to finish scanning.

For further information, refer to Scan Setting on page 80.

− When scanning is complete, the Template Selection List screen displays. Scanned image data is saved on

the controller HDD.

GL-1010 Scan Operator’s Guide 77

ADF Scanning

Follow these steps when using the Automatic Document Feeder for scanning.

1 The Scanning Status screen displays.

− To scan additional originals after the current job, press

the

CONTINUE key. The CONTINUE key can be repeated

up to one times. The

CONTINUE key will not display

after the first use. The Scanning Status screen will display. Proceed with the next step.

− If you do not press the

CONTINUE key, scanned image

data is saved on the controller HDD automatically, and you will return to the Template Selection List screen.

− To stop ADF scan during continuous mode, press the hard

CLEAR/STOP button.

2 The Waiting for continuous scan screen displays after the last

page is scanned.

n To scan another job, press SCAN! or the hard START button

again after placing another original on the ADF.

n To cancel the job, press the CANCEL JOB button or the hard FC

button to cancel a job. The Cancel Confirm screen displays.

78 GL-1010 Scan Operator’s Guide

HANDLING PAPER

JAMS

Press the YES key. The Job is canceled. To stop the cancellation, press the

n To change the scan settings, press the SETTING key to change

NO key.

the scanning settings in the Scanning Parameter Setting screen.

3 Press the FINISH key to finish scanning.

4 When scanning is complete you will return to the Template

For further information, refer to Scan Setting on page 80.

Selection List screen. The scanned image data is saved on the

controller HDD.

In the event of a paper jam, the copier displays procedures on the panel to assist with resolving the jam. When the jam is cleared, Jam Recovery will display on the screen.

1 Press the hard START button or SCAN! to continue ADF scan.

2 Press the CANCEL JOB key or hard FC button to cancel a job.

3 The screen will display Cancel Confirm.

n When using the ADF, if the job stops due to an error, such as

Job Overflow, during the continuous scanning of multiple

GL-1010 Scan Operator’s Guide 79

SCAN SETTING

originals, data being read at the time of the error is canceled. Data that was read before the error, is stored.

− The maximum size for a single scan job is 180 MB.

The maximum size limit may be less and vary depending on the available memory and available free space on the controller HDD.

Each Template icon is assigned to a Template that has been setup using the TopAccess web utility. Scan parameters such as resolution, rotation, exposure, etc., are defined when Templates are created. You can change these scan parameter settings by pressing the

1 Press the SETTING key. The Scanning Parameter Setting

SETTING key.

screens (three screens in total) display.

2 Press the key that corresponds to the scan setting you want to

change. Press the

PREV or the NEXT key to move to the

previous or next page.

Scanning Parameter Setting Screen (Page 1)

3 Select the Single/Double sided:

− Single

− Book

− Tabl et

80 GL-1010 Scan Operator’s Guide

4 Select the desired Rotation.

Scanning Parameter Setting Screen (Page 2)

5 Select the Document Type.

− Text

− Text/Photo

− Photo

6 Select the Resolution (dpi).

− 600

− 400

− 300

− 200

− 150

7 Press AUTO to automatically set the exposure or press the

right or left arrows to manually lighten or darken the exposure.

GL-1010 Scan Operator’s Guide 81

CAUTION!

The scanned document is not guaranteed if the copier power is turned off while scanning. The original size detected automatically is dependant on region.

Region = UC

Glass: LD, LG, LT, LT-R, ST-R ADF: LD, LG, LT, LT-R, ST-R, COMP, 8.5"SQR

Region = EUR

Glass: A3, A4, A4-R, A5-R, B4, B5, B5-R ADF: A3, A4, A4-R, A5R, B4, B5, B5-R, FOLIO The auto detected original size is displayed when ScanSetting for Original size is set to AUTO and the original is put on the glass. The scanned area depends on the detected size. If “ORG” is displayed, the area is set to max size.

Scanning Parameter Setting Screen (Page 3)

8 Set the original paper size. Select AUTO to automatically

detect the size or one of the following:

− Auto (Detect the size of the first page of the original only)

− Mixed Original Sizes (Detect the size of every page of the

original. The combinations mixed original sizes are limited and dependent on region.

Region = UC : LD and LT, LG and LT-R Region = EUR : A3 and A4

− A3, A4, LD, LT, A4-R, A5-R, LT-R, LG, B4, B5, ST-R, COMP, B5-R, FOLIO, 13"LG, 8.5"SQ

To return to the Scan Settings & Agent Settings Summary screen to press the

9 Press the OK key to save your new settings.

CANCEL key to cancel the process.

AGENT SETTINGS

Each Template that has been setup using the TopAccess web utility has a Scan Agent assigned to it. Scan agents such as Send to Email, Send to File, Send to iFax, Send to TWAIN, or Send to TopAccessComposer are defined by the Administrator and are selected by users when Templates are created.

82 GL-1010 Scan Operator’s Guide

Scanning Settings and Twain Agent Settings Summary

M Folder

− Displays the name of the Twain data directory folder.

M Document

− Displays the name of the scanned document.

Scanning Settings and FileShare Agent Setting Summary

M Destination

− The destination path of the saved file.

M Document

− Filename of the saved file.

1 To change the filename, press the DOCUMENT field.

2 Use the alphanumeric screen and enter the new filename up

to 64 characters.

3 When finished press the SET button to save the changes.

GL-1010 Scan Operator’s Guide 83

Scanning Settings and TopAccessComposer Settings Summary

M Folder

− The TopAccessComposer folder where the document will be saved.

M Document

− Name of the document

1 To change the folder, press the FOLDER field.

2 To change the document, press the DOCUMENT field.

3 Use the alphanumeric screen and enter the folder name up to

64 characters and the document name up to 128 characters.

When finished press the

SET button to save the changes.

Scanning Settings and Email Agent Settings Summary

M Email to

− Displays the recipients list of the Email.

1 To modify the recipient list, press the ellipsis [...] button

adjacent the recipient list.

2 The Address Edit screen displays. For further information on

using this screen refer to,

Address Edit Screen on page 86.

M Subject

− Displays the Email subject.

84 GL-1010 Scan Operator’s Guide

3 To change the subject line, press the SUBJECT field.

4 Use the alphanumeric screen and enter the new subject line

up to 256 characters.

5 When finished press the SET button to save the changes.

M Add Message

− Display the added message to the Email body.

6 To add a message, press the ADD MESSAGE field.

7 Use the alphanumeric screen and enter the new message up to

256 characters.

8 When finished press the SET button to save the changes.

Scanning Settings and iFax Agent Settings Summary

M iFax to

− Displays the recipients list of the Email.

1 To modify the recipient list, press the ellipsis [...] button

adjacent the recipient list.

2 The Address Edit screen displays. For further information on

using this screen refer to,

Address Edit Screen on page 86.

M Subject

− Displays the Email subject.

3 To change the subject line, press the SUBJECT field.

4 Use the alphanumeric screen and enter the new subject line

up to 256 characters.

5 When finished press the SET button to save the changes.

M Add Message

− Display the added message to the Email body.

6 To add a message, press the ADD MESSAGE filed.

GL-1010 Scan Operator’s Guide 85

7 Use the alphanumeric screen and enter the message up to 256

characters.

8 When finished press the SET button to save the changes.

Address Edit Screen

The total number of recipients defined in the template is displayed. The list of recipients is displayed. You can scroll up and down the list using the up and down arrow or double arrow keys to move from page to page. The maximum number of recipients is 400.

1 To add a recipient to the list, press the NEW button.

2 Use the alphanumeric screen and enter the new recipients

Email address up to 256 characters.

3 When finished press the SET button to save the changes.

4 To edit a recipient in the list, scroll or search for the recipient

in the list then press the

5 Use the alphanumeric screen and enter the modify the name

EDIT button.

up to 256 characters.

6 When finished press the SET button to save the changes.

7 To display groups, press the GROUPS button.

The Group Select screen will display.

8 To search for specific recipients in the AddressBook, press

the

SEARCH button.

The User Search screen will display.

9 To delete a recipient from the list, scroll or search for the

recipient in the list then press the

DELETE button two times.

86 GL-1010 Scan Operator’s Guide

10 When finished press OK to return to the Scan Agent Summary

Selection screen.

Group Select Screen

The list of all groups in the Address Book are displayed in the list. You can scroll up and down the list using the up and down arrow or double arrow keys to move from page to page.

M Directory

− Displays the selected Directory name.

1 To search for recipients in the group, scroll or search for the

group in the list then press then press the

LIST button.

The User Search screen will display.

2 To add group members to the recipient Email address list,

scroll or search for the recipient in the list then press the

ADD

button.

The Address Edit screen will display and the group members will be added to the recipient list.

3 To return to the Address Edit screen, press the CANCEL button.

GL-1010 Scan Operator’s Guide 87

User Search Screen

Select the Directory Service (LDAP or GL-1010) to search for recipients.

M Directory

− Displays the Directory name.

1 To select the Directory to be searched, press the down-arrow

button and go to the Address Book and LDAP Server Selection screen.

2 To search by name, press the NAME field.

3 Use the alphanumeric screen and enter the name for which to

search up to 64 characters.

4 To search by Email address, press the EMAIL field.

5 Use the alphanumeric screen and enter the name for which to

search up to 90 characters

6 When finished press the SET button to save the changes.

7 On the User Search screen, press the SEARCH button.

The User Search Results screen will display all addresses that match the search string entered.

8 To return to the Address Edit screen, press the CANCEL button.

88 GL-1010 Scan Operator’s Guide

User Search Results Screen

The total number of matching results is displayed with the list of names.

1 To add a person to the recipient list, scroll or search for the

group in the list then press then

2 The Address Edit screen will display and the selected person

ADD.

is added to the recipient list.

3 To cancel the process or return to the previous screen, press

the

CANCEL button.

GL-1010 Scan Operator’s Guide 89

RETRIEVING SCANNED DOCUMENTS (TWAIN)

When scanned image data is saved on the controller the scanned image data can be retrieved by using a TWAIN compliant software application. For example purposes, the “Imaging for Windows” application, a Windows 95/98/Me/2000 accessory, is used in the following steps.

Some applications that support TWAIN formats may not work with the TOSHIBA e-STUDIO GL TWAIN Driver. Refer to the specific application’s manual or Help in that case.

Scanner Selection

1 Start the “Imaging for Windows” application.

2 Choose Select Device from the File menu.

3 Select the GL-1010 TWAIN Driver in the Select Source

window.

4 Click OK.

90 GL-1010 Scan Operator’s Guide

NOTE:

The scanned data directory is as follows: “\\(Controller Name)””\GL_SHARE” (The Controller Name is “GLXXXXXXXXXXX X” at the time of shipment. “XXXXXXXXXXXX” is the MAC ADDRESS of the network interface card connected to the controller. Windows NT

4.0 does not come with any TWAIN application software is installed. Please obtain separately.

Importing Scanned Image Data

The following describes how to use the TOSHIBA e-STUDIO GL TWAIN Driver to import scanned image data. Refer to the Toshiba e-STUDIO GL-1010 Twain Driver online help for further information.

1 Start the application.

2 Select Scan New from the File menu.

3 Select the Domain and GL-1010 Device.

M Domain

− Name of a workgroup or a domain name that the controller belongs to. (At shipment, the default is set to: WORKGROUP).

M Machine Name

− Controller name (At shipment the default is set to: \\GL_XXXXXXXXXXXX (XXXXXXXXXXXX represents the MAC ADDRESS of the controller))

M Show Folders

− Select a TWAIN folder from which you want to import the data.

M Folder Password

− Enter the password assigned to a protected TWAIN folder.

M Cancel

− Cancel folder selection.

M About

GL-1010 Scan Operator’s Guide 91

− About TOSHIBA e-STUDIO GL TWAIN Driver dialog displays.

Twain Folder Setting Dialog

NOTE:

Refer to the GL-1010 Twain Driver online help for further information.

4 If a password is required, the Folder Password field is

enabled. Enter the 5-digit password in the text box.

5 Click OK. The document list displays.

M TWAIN folder s indicates the Group of Templates

displayed in the control panel of the device.

M A TWAIN folder name is shown as [“Group ID” –

“Group name”] in the folder list. The screen ID for the public Template group is indicated as “000”.

M Domain and GL-1010 names are listed by clicking

the drop-down arrow in each field.

M A controller name can be entered directly in the GL-

1010 Name list box.

M A domain name can be entered directly in the

Domain list box.

M Once Domain and GL-1010 Names have been

specified, TWAIN folder names are listed in the folder list.

M The Folder Password field enabled indicates a

password is assigned to a TWAIN folder.

M Entering a password is not required for TWAIN

folders that have no assigned password.

92 GL-1010 Scan Operator’s Guide

M Searching for the Domain, GL-1010 Name and

folder list may take a few minutes as the controller searches the network.

M Since the tray exists as a directory on the controller,

characters are replaced with an underscore “_” if the screen name contains prohibited characters.

M An icon resembling a lock will display in front of

password protected TWAIN folders indicating a password is required for the folder.

6 Select the document you want to retrieve from the document

list displayed. Document data whose status is displayed as “*” is protected.

Twain Select Folder

7 Click Acquire. The Acquire Dialog will display.

NOTE:

Statuses shown in the list are: Ready-The document is in a normal state and can be retrieved. Processing-The document is being retrieved by the user. “*” -The folder status is unknown. The document is protected.

Twain Acquire Dialog

8 Click Yes to remove the file from the folder after retrieval or

No to leave the file to be acquired again at a later time.The

scanned image retrieval begins.

9 If a selected document is assigned a password, a screen will

display prompting you to enter the password.

GL-1010 Scan Operator’s Guide 93

10 To change the folder click the Change Folder button and select

a new folder.

11 To refresh the screen to display the latest documents in the

folder click the

12 To Delete a document in the folder, select the document and

then click the

Refresh button.

Delete button. If a password is assigned to the

selected document, a screen to enter the password displays.

NOTE:

Some software applications may not be able to retrieve multipage scanned images.

13 When you are finished, click the Close button to close the

TOSHIBA e-STUDIO GL TWAIN Driver application and return to the application you are currently running. During image retrieval, this button cancels the current document retrieval.

RETRIEVING SCANNED DOCUMENTS (FILE)

When a scanned image is saved in a controller or network shared folder, it can be retrieved by using an imaging software application. For example purposes, the “Imaging for Windows” application, a Windows 95/98/Me/2000 accessory, is used in the following steps:

1 Start the “Imaging for Windows” application.

2 From the File menu, select Open.

3 Browse for the shared folder in the controller or network.

In the controller, the folder is called GL_SHARE.

4 Select the file and click Open.

94 GL-1010 Scan Operator’s Guide

RETRIEVING SCANNED DOCUMENTS (TOPACCESSCOMPOSER)

To learn how to retrieve a fax stored in TopAccessComposer, see the GL-1010 TopAccessComposer Operator’s Guide.

RETRIEVING INBOUND FAX DOCUMENTS (TWAIN)

To learn how to retrieve a fax stored in TopAccessComposer, see the GL-1010 Network Fax Operator’s Guide.

SCANNING TO TWAIN

Image data scanned using the Send to Twain mode is saved in the “\GL_TWAIN” folder on the controller.

Destination of the saved file:

M [\\(controller name)] – [\GL_TWAIN].

At shipment, the workgroup name is specified as “WORKGROUP” and the controller name is as “GLXXXXXXXXXXXX”. Where “XXXXXXXXXXXX” represents the MAC ADDRESS of the network interface card.

SCANNING TO FILE

NOTE:

Users can access saved Send to File data regardless if the job icon is assigned a password.

The image data scanned using the Send to File mode is saved in these destinations:

Destination of the saved file:

M [\\(controller name)] – [\GL_SHARE] – [\(Group No) –

(Group Name) – (Template name)]. At shipment, the workgroup name is specified as “WORKGROUP” and the controller name is as “GLXXXXXXXXXXXX”. Where “XXXXXXXXXXXX” represents the MAC ADDRESS of the network interface card.

M Shared Folder on the Windows File Server.

The user account specified in the [Agent Settings] sub menu should be allowed to access and write to the destination folder when using the Scan to Fileserver feature. Up to 3GB of data (Saved in the Send to File mode and Send to TWAIN mode) can be saved on the controller.

GL-1010 Scan Operator’s Guide 95

SCANNING TO EMAIL

You can send image data by Email for attachment to the Email address of the destination specified in a Template. You can specify the image data format and send the image data by dividing it in smaller blocks.

You can also create and attach a text message (Body) in size of 1KB or smaller with the image data.

M Attached File Format: PDF

Multi Page TIFF(G4)

M Fragment Message: No fragmentation

64KB, 256KB or 512KB

NOTE:

The maximum size of image data that can be sent by Email for attachment is 20MB. However the Administrator can specify a limit of the maximum size to less than 20MB by setting limits from 2-20MB. There may be limitations as not all Email client software is capable of handling divided Email. successfully.

Before making any settings for the Template, the Send to Email settings in the Administration menu, Email submenu are required using the TopAccess (Administrator Mode), including the SMTP Server IP Address and Controller Domain Address. Please refer to the GL-1010 Administrator’s Guide or TopAccess Web-based help. Note that you must be an Administrator to configure these settings.

SCANNING TO INTERNET-FAX

You can send image data via Email to an Internet-Fax recipient specified in a Template. You can specify the image data format and send the image data by dividing it in smaller blocks.

You can also create and attach a text message (Body) in size of 1KB or smaller with the image data.

M Attached File Format: TIFF-S M Fragment Page: No fragmentation 256KB, 512KB,

1024KB or 2048KB. When the file size exceeds this limit, each page is sent one by one. One Email message contains only one page instead of one multipage tif.

96 GL-1010 Scan Operator’s Guide

NOTE:

Before making any settings for the Template, the Send to iFax settings in the Administration menu, Email submenu are required using the TopAccess (Administrator Mode), including the SMTP Server IP Address and Controller Domain Address. Please refer to the GL-1010 Administrator’s Guide or TopAccess Web-based help. Note that you must be an Administrator to configure these settings.

SCANNING TO TOPACCESSCOMPOSER

You can scan documents into TopAccessComposer’s storage. The root folder is determined by the template. You can select or create a subfolder and specify a document name. If you do not specify a subfolder, the document will be stored in the root folder (ie. Public).

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5 MONITORING SCAN JOBS

Users can view scan jobs using the Scan Jobs page once jobs have been processed. The Scan Jobs page enables users to view current jobs, jobs log and message logs.

Additionally, users can sort the Scan Job List table headings, such as Group, Template, Agent, Date, and Status in the ascending or descending order enabling you to more efficiently manage the job data listed.

GL-1010 Scan Operator’s Guide 99

VIEWING THE JOB QUEUE

You can view the scan jobs queue for current scan, all scan jobs log and scan message logs to determine the status of a scan job.

1 Select Scan from the TopAccess home page.

TopAccess Scan Jobs - Current Jobs Page

2 The Scan Jobs page will display when you select Scan Jobs

from the submenu. All current scan jobs are displayed. Click the

Refresh icon to update the jobs log display.

3 Select the Job Log submenu to view a scan jobs processed or

Message Log submenu to view any message details. For

100 GL-1010 Scan Operator’s Guide

Toshiba GL-1010 User Manual 2

Specifications and Main Features

Frequently Asked Questions

User Manual

LIST OF FIGURES

LIST OF TABLES

PREFACE

INTRODUCTION

INTENDED AUDIENCE

e-STUDIO GL-1010 Electronic Document Processing System

Who Should Read This Guide?

Scope

USING THIS GUIDE

Styles and Conventions

Manual Organization

Terms and Concepts

SUPPLEMENTAL REFERENCES

Quick Start Guide

GL-1010 Administrator’s Guide

GL-1010 Operator’s Guide (Basic)

GL-1010 TopAccessComposer Operator’s Guide

GL-1010 Network Fax Operator’s Guide (option)

Application-Specific Online Help

1 OVERVIEW

FEATURES AND FUNCTIONS

Functional Highlights

Software Components

Printer Drivers

GL DocMon

TopAccess

Scanning Features

Network Scanner

SYSTEM COMPONENTS

Basic Functionality

Send to TWAIN

Send to File

Send to Email

Send to iFax

Send to TopAccessComposer

Scanning Documents

Public Scan

Private Scan

SYSTEM REQUIREMENTS

2 INSTALLATION

SOFTWARE INSTALLATION

Scanner Driver (TWAIN) Installation

Removing the Scanner Driver (TWAIN)

3 SETUP

OVERVIEW

Scan Setup Process Flow

Using TopAccess

System Requirements

Opening TopAccess

End-User Site Vs. Administrator Site

Logging On as an Administrator

Logging Off

Accessing Online Help

SETTING UP SCAN AGENTS

CONFIGURING SCAN AGENT PROPERTIES

SETTING UP TEMPLATES

Create Private Groups

Create Private Templates

Modify Public and Private Groups

Modify Private Templates

Private Group Passwords

Reset Groups

Reset Templates

4 SCANNING

OVERVIEW

SCANNING DOCUMENTS

Public Scan

Scanning from the Glass

ADF Scanning

Private Scan

Scanning from the Glass

ADF Scanning

SCAN SETTING

Scanning Parameter Setting Screen (Page 1)

Scanning Parameter Setting Screen (Page 2)

Scanning Parameter Setting Screen (Page 3)