Toshiba GL-1020 User Manual

Scan Operator’s Guide

Version 1.0.6

Your guide to using the Scan functions of your TOSHIBA

e-STUDIO550-810 Electronic Document Processing System

TABLE OF CONTENTS

PREFACE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Intended Audience . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Who Should Read This Guide? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Scope. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Using this Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Styles and Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

How this Guide is Organized . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Terms and Concepts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10

Supplemental References . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

FEATURES AND FUNCTIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13

Features and Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Software Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

System Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Scanning Modes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15

Scan Destinations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

SCANNING OVERVIEW . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17

About Scan Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Scan Transfer Agents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Setting Up. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

GL-1020 Scan Operator’s Guide 2

Creating a template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19

Scanning a Document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20

Cancelling a Scan Job . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20

Sending a Fax. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20

SETUP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Using Scan Transfer Agents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23

Setting up Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24

Using Public Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25

Viewing Public Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25

Private Groups and Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25

Creating Private Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25

Editing Private Group Information . . . . . . . . . . . . . . . . . . . . . . . . . . . .26

Setting or Changing Passwords for Private Groups. . . . . . . . . . . . . . .27

Deleting Private Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28

Creating Private Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28

Editing Private Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29

Setting or Changing Passwords for Private Templates . . . . . . . . . . . .30

Deleting Private Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .30

Configuring Agent Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32

Configuring the Send to File Agent . . . . . . . . . . . . . . . . . . . . . . . . . . .32

Configuring the Send to Email Agent . . . . . . . . . . . . . . . . . . . . . . . . . .32

Configuring the Send to iFax Agent . . . . . . . . . . . . . . . . . . . . . . . . . . .33

Configuring the Send to TopAccessComposer Agent . . . . . . . . . . . . .34

Configuring the FTP Agent. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35

SCANNING DOCUMENTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37

Placing the Originals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37

Using the Automatic Document Feeder . . . . . . . . . . . . . . . . . . . . . . . .37

Placing the Originals on the Glass . . . . . . . . . . . . . . . . . . . . . . . . . . . .38

Scanning Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39

Scanning the Originals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39

Selecting a Group for Private Scanning. . . . . . . . . . . . . . . . . . . . . . . .40

Selecting a Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41

Scanning from the Glass . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43

ADF Scanning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43

Handling Paper Jams . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44

Continuing after Clearing a Jam. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44

Cancelling a Job after Clearing a Jam . . . . . . . . . . . . . . . . . . . . . . . . .44

Error Handling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44

Scan Parameter Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .45

Scan Agent Settings in the Control Panel. . . . . . . . . . . . . . . . . . . . . . . . .46

Scan and Agent Settings Summary Screens. . . . . . . . . . . . . . . . . . . .46

Scan Settings and TWAIN Agent Settings Summary. . . . . . . . . . . . . .47

Scan Settings and FileShare Agent Settings Summary. . . . . . . . . . . .47

Scan Settings and TopAccessComposer Agent Settings Summary . . 48

GL-1020 Scan Operator’s Guide 3

Scan Settings and Email Agent Settings Summary . . . . . . . . . . . . . . 48

Scan Settings and iFax Agent Settings Summary. . . . . . . . . . . . . . . . 49

Scan Settings and FTP Agent Settings Summary. . . . . . . . . . . . . . . . 49

Working with the Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Editing the List of Recipients . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Displaying Address Book Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Searching the Address Book. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

User Search Results Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Scanning Destinations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Scanning to TWAIN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Scanning to File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Scanning to Email . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Scanning to Internet-Fax. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Scanning to TopAccessComposer . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Scanning to FTP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

RETRIEVING DOCUMENTS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Retrieving Scanned Documents (TWAIN) . . . . . . . . . . . . . . . . . . . . . . . . 58

Selecting the GL-TWAIN Driver. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Finding the Document Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Retrieving the document Using the GL-TWAIN Driver . . . . . . . . . . . . 59

Viewing Document Details. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Updating the Document List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Deleting a Document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

More Ways to Retrieve Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Retrieving Using Another Application . . . . . . . . . . . . . . . . . . . . . . . . . 60

Retrieving Using TopAccessComposer. . . . . . . . . . . . . . . . . . . . . . . . 61

Dialog Box Reference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

Folder Setting Dialog Box Reference . . . . . . . . . . . . . . . . . . . . . . . . . 62

Main TWAIN Dialog Box Reference . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Document Information Dialog Box Reference . . . . . . . . . . . . . . . . . . . 65

MONITORING SCAN JOBS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Managing Scan Jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Viewing Current Scan Jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Viewing the Scan Jobs Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Viewing the Scan Message Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Deleting Scan Jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Scan Administration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

BASIC TROUBLESHOOTING . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Error Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Twain Driver Errors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Cannot Find the GL-1020 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Cannot Access TWAIN Folder. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

TWAIN Driver Dialog Does Not Appear. . . . . . . . . . . . . . . . . . . . . . . . 74

Cannot Acquire Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

4 GL-1020 Scan Operator’s Guide

B/W Image Reversed. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .75

Cannot Acquire Multi-Page Document. . . . . . . . . . . . . . . . . . . . . . . . .75

Cannot Open a Password Protected Folder or Document. . . . . . . . . .75

SCAN TAB REFERENCE. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

Scan Jobs Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .77

Scan Jobs List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .77

Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .77

Templates Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .78

Templates List Page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .78

New Template Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .79

Addresses Popup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .84

Edit Template Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .84

Template Groups Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .84

Template Groups Page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .84

New Template Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .85

GLOSSARY OF TERMS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

INDEX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

GL-1020 Scan Operator’s Guide 5

PREFACE

The Scan Operator’s Guide explains how to use the scanning
functions you can perform with the TOSHIBA e-STUDIO550-810
Electronic Document Processing System. It also provides
instructions for retrieving scanned jobs, and for using the
TopAccess web-based utility to set up and monitor scan jobs.

This preface introduces the scanning functions and defines the
scope and audience of this guide.

GL-1020 Scan Operator’s Guide 6

INTRODUCTION

INTENDED AUDIENCE

The TOSHIBA e-STUDIO550-810 Electronic Document
Processing System is a state-of-the-art combination of network
scanner, printer and digital copier with walk-up, email and iFax
capability.

The network scan feature enables you to perform these functions:

n Scan a document from the copier

n Save the scanned image to a file on the GL-1020 controller or

on a file server

n Send the scanned image to one or more Email recipient(s)

n Fax the scanned image to one or more recipients via Internet-

Fax

n Save the scanned image in a TWAIN folder for use by

TWAIN-compliant applications

n Send the scanned image to an FTP server

n Create scan templates to initiate scan jobs

Who Should Read This Guide?

This Scan Operator’s Guide is intended for people using the scan
functions. It provides detailed instructions for end users on:

n using the digital copier’s control panel to scan documents

n configuring and using the GL-TWAIN Driver software

n using TopAccess to set up and monitor scan jobs

For network administrator functions, refer to the Administrator’s
Guide.

This Scan Operator’s Guide is not intended for digital copier
service technicians or operators. For information on using and
maintaining the TOSHIBA e-STUDIO550/650/810 digital copier,
refer to the Toshiba Operator’s Manual for Copying Functions or
contact your Toshiba authorized dealer for support.

Scope

This guide assumes that you are familiar with the software
applications you use to create and modify documents. Document
setup or application-specific functions are not covered in this
manual.

GL-1020 Scan Operator’s Guide 7

USING THIS GUIDE

Styles and Conventions

This guide employes several typographic styles to visually
convey information. The following table lists the styles and
illustrates their use.

Styles and Conventions Used In This Guide

STYLE USAGE DESCRIPTION EXAMPLE

SANS

SERIF

FONT, ALL CAPS

All keys, fields, and function
tabs on the copier’s LCD touch

Press ADMIN.

screen.

Bold, sans serif
font, initial caps

Courier

<Brackets
enclosing
variable text>

Italic, blue,
underlined

Light blue and
underline

Names of buttons, controls,
tab, and menu options (items).

Screen messages and text you
type in a field or at the
command line.

Variable text that is to be
replaced with specific text
applicable to your network.

Cross-reference to additional
information.

Indicates text that is linked on
a web page. This text is not
linked in the documentation.

Double-click Properties and click

Services.

From the Start menu, choose
> TOSHIBA

GL-DocMon.

GL-Client Software >

Programs

Type the following command:

setup.exe

Enter GL<device name>, where
device name is the Microsoft
Computer Name assigned to the
GL-1020 controller.

See, Scanning on page 25 for the steps
required to scan images.

Click the Install Software link at the
bottom of the page.

8 GL-1020 Scan Operator’s Guide

How this Guide is Organized

Chapter 1, Features and Functions
components of the GL-Scan feature in the TOSHIBA
e-STUDIO550-810 Electronic Document Processing System.

introduces the capability and

Chapter 2, Scanning Overview
and use the GL-Scan feature.

Chapter 3, Setup
Mode) to set up private scan templates, to organize them into
groups, and to configure the scan transfer agents.

Chapter 4, Scanning Documents
using the copier’s control panel.

Chapter 5, Retrieving Documents
retrieving scanned images

Chapter 6, Monitoring Scan Jobs
TopAccess to monitor your scan jobs.

Chapter 7, Basic Troubleshooting
issues you may be experiencing.

Chapter 8, Scan Tab Reference
on each page of the Scan tab in TopAccess.

explains how to use TopAccess (End User

describes in outline how to set up

explains how to scan images

summarizes the procedures for

summarizes how to use

summarizes how to resolve

describes the fields and controls

GL-1020 Scan Operator’s Guide 9

Terms and Concepts

The following table defines the key terms and concepts used in
this guide. These terms 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 more acronyms and industry terminology.

Key Terms and Concepts Defined

TERM DEFINITION

Electronic Document
Processing System

GL-1020 controller This component of the TOSHIBA e-STUDIO550-810 Electronic

Local operations Those operations that affect the controller’s or digital copier’s

Network printing

Printer driver Software installed on a client workstation, enabling application

This system consists of the TOSHIBA e-STUDIO550/650/810
digital copier connected to the GL-1020 controller. It provides
the convenience of walk-up copying, network printing, and
scanning using the same device.

Document Processing System provides network connectivity
between the client workstations and the digital copier
connected to it. Also referred to as the “controller,”, “printer” or
“device.”

functionality and are performed on the physical device, usually
from the copier’s LCD touch screen. An example of local
operation is releasing a Private Print job by entering its
document identification number at the copier’s control panel.

Printing from a Windows
workstation to the GL-1020 controller, with the output produced
on the connected TOSHIBA e-STUDIO550/650/810 digital
copier.

programs to interact with the printer without having to concern
themselves with specific printer requirements. The GL-1020
printer drivers provide extended document print, layout and
assembly functions that few applications supply.

®

, Macintosh, or Unix client

Remote operations Those operations that affect the controller’s or digital copier’s

functionality, but are performed from a client or administrator
workstation across the network. An example of a remote
operation is printing a document from your workstation that is
output on the digital copier.

Walk-up functions Those operations performed from the control panel of the

digital copier. They include standard copying functions,
monitoring network print jobs and management functions.

10 GL-1020 Scan Operator’s Guide

SUPPLEMENTAL REFERENCES

In addition to the information in this guide, the following

reference materials are available to assist you in using and
optimizing your GL-1020 controller:

TOSHIBA Operator’s Manual for Copying Functions

This manual describes the digital copier functions: how to make
copies, maintain the copier and troubleshoot mechanical and
copying problems.

GL-1020 Quick Start Guide

The purpose of this guide is to introduce the GL-1020 controller,
summarize installation and operational procedures, and describe
system requirements and specifications. A printed copy of this
manual ships with the GL-1020 controller.

GL-1020 Administrator’s Guide

You can find the .pdf version of this guide on the e-STUDIO
GL-1020 Admin’s Client CD-ROM. It is intended for the
network administrator and contains detailed information for
installing, configuring, and troubleshooting your GL-1020.

GL-1020 Operator’s Guide (Basic)

This guide provides detailed instructions for installing and using
the GL-1020 printer drivers and the job monitoring utility,
GL-DocMon, to print to TOSHIBA’s e-STUDIO550-810
Electronic Document Processing System. It also describes how to
use the web-based application TopAccess to monitor and manage
print jobs. You can find the .pdf version of this guide on the
e-STUDIO GL-1020 Client CD-ROM

GL-1020 TopAccessComposer Operator’s Guide

You can find the .pdf version of this guide on the e-STUDIO
GL-1020 Admin’s Client CD-ROM and on the e-STUDIO
GL-1020 Client CD-ROM. It contains information on storing,
managing, editing and printing documents using the web-based
tool, TopAccessComposer.

Application-SpecificOnline Help

All of the e-STUDIO550-810 Electronic Document Processing
System software and drivers come with application-specific
online help. Click

Help or choose the Contents and Index options

GL-1020 Scan Operator’s Guide 11

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

12 GL-1020 Scan Operator’s Guide

FEATURES AND FUNCTIONS

The TOSHIBA e-STUDIO550-810 Electronic Document
Processing System provides network scanning capability with a
wide range of options but requires a minimum of time spent setting
up scan templates.

This chapter describes the functionality of the GL-Scan feature and
its components.

GL-1020 Scan Operator’s Guide 13

FEATURES AND FUNCTIONS

The GL-Scan feature allows you to:

n Create scan templates for general purpose and specific use

n Store scanned image data on the controller, and retrieve it via

the network using the GL-TWAIN Driver application

n Transfer scanned image data to a shared folder on the

Windows
as the controller

n Send scanned image data as a file attachment to one or more

recipients using the Email function

n Send scanned image data to one or more recipients using the

Internet-Fax function

n Send scanned image data to an FTP server

n Receive and print Internet-Fax jobs

n Setup and maintain Scan features using the TopAccess web-

based utility

n Access the LDAP server when you initiate Send to Email or

iFax jobs from the copier’s control panel

®

operating system file server on the same network

n Access the LDAP server when you create a template for Send

to Email or iFax jobs

Software Components

The GL-Scan feature uses several utilities that are supplied with
the TOSHIBA e-STUDIO550-810 Electronic Document
Processing System. This system consists of the copier and the
controller, a computer located inside the copier.

Printer Drivers

Printer drivers enable devices, such as the GL-1020 to receive
information for printing from an application program. The
GL-1020 comes with two printer drivers, GL-PCL6 and
GL-PSL3. Each provides document print, layout and assembly
functions that are not available in many applications.

GL-TWAIN Driver

This software component enables you to import scanned images
into TWAIN-compliant applications.

GL-DocMon

14 GL-1020 Scan Operator’s Guide

GL-DocMon allows you to monitor all jobs and control your own
current jobs. With the Notification feature enabled, GL-DocMon
saves your time by notifying you of printing events, such as paper
cassette open, before you walk over to the copier and find that
your job did not print. For more information, refer to the
Operator’s Guide (Basic) on the Client CD-ROM.

TopAccess

TopAccess, an embedded web-based device-management tool,
allows you to monitor and manage your print jobs over the
Internet using Netscape Navigator or Internet Explorer.

TopAccess includes TopAccessComposer, which is a web-based
document editor/organizer for the system. It enables you to view,
edit, merge, and store post printed and scanned documents on the
controller. TopAccessComposer provides two predefined system
folders called Department and Public, and creates a private folder
for each user account. For further details, refer to the
TopAccessComposer Operator’s Guide or online Help.

For full details on using TopAccess, refer to the Operator’s Guide
(Basic) on the Client CD-ROM or the Administrator’s Guide on
the Admin’s Client CD-ROM.

SYSTEM COMPONENTS

You can use the network scanner functions within the Windows
operating system network environment.

For scanning images to the network, the copier offers a choice of
scanning modes and scan destinations.

Scanning Modes

There are two modes available for scanning documents:

Public Scan

In this mode, you use scan templates from the public template
group. The administrator sets up and maintains the public
templates. Besides general purpose templates which are available
to all users connected to the GL-1020 controller, the public group
may include password-protected templates for specific purposes.

®

Caution: There are limitations on the number of pages, file size and
resolution imposed by the maximum memory capacity of your
computer. Please refer to the machine’s hardware manual to
confirm these limitations.

GL-1020 Scan Operator’s Guide 15

Private Scan

In this mode, you use scan templates that are specific to a
department (Accounting, Human Resources, Research and
Development, etc.) or to a project. You maintain these templates
in private template groups. You can assign a password to the
template group. You can also assign passwords to individual
templates.

Scan Destinations

There are six transfer options:

n Send to TWAIN saves scanned data as a TWAIN-compliant

image on the GL-1020 controller.

n Send to File offers two destinations: you can save to the

controller or to a file server.

n Send to Email automatically sends scanned image data to a

list of designated email addresses.

n Send to iFax automatically faxes scanned image data to a list

of recipients.

n Send to TopAccessComposer saves scanned image data in

folders in the TopAccessComposer storage area.

n Send to FTP sends scanned image data to an FTP server.

SYSTEM REQUIREMENTS

You can use the TopAccess web-based utility from a Windows®,
Macintosh or Unix operating system environment. The following
browsers are supported:

n Internet Explorer 5.0 or higher for Windows

n Netscape Navigator 4.75 or higher for Windows

n Netscape Navigator 4.78 or higher for Macintosh operating

n Netscape Navigator 4.76 or higher for Unix operating

Caution: The network scanner function requires the TCP/IP
protocol to be installed and configured on the network. For further
information, refer to the Administrator’s Guide.

®

operating

systems, Unix or Macintosh operating systems

®

operating

systems

systems

systems

16 GL-1020 Scan Operator’s Guide

SCANNING OVERVIEW

The GL-Scan feature of the TOSHIBA e-STUDIO550-810
Electronic Document Processing System enables you to scan
documents and transfer the image file to various destinations. It
also enables you to send Internet faxes (iFax).

This chapter describes in outline how to set up and use the GL-Scan
feature. Subsequent chapters provide detailed instructions for each
task.

GL-1020 Scan Operator’s Guide 17

ABOUT SCAN TEMPLATES

Before it can scan a document, the Electronic Document
Processing System needs information about:

n The original document—Are the pages assorted sizes? Does

it contain text or photos or both?

n The scanning process—Do you want single or double-sided

scan? High or low resolution? Do you need to have the image
rotated?

n The image file—What format do you need (for example,

TIFF or PDF)? Where do you want to send the file?

To save entering all this information every time you use the scan
function, you use a predefined scan template.

The administrator creates and maintains a number of scan
templates on behalf of other users. This set of templates is called
the public template group, because it is accessible to all users
who are connected to the GL-1020 controller. Its default name is
Public Scan.

Note: Some of the templates in the public group may have
passwords assigned to them.

In addition, you can define your own scan templates. Like public
templates, these private templates are organized in groups. You
can set a password for the template, for the private template
group, or for both. If you don’t set a password anyone who uses
the system will be able to access your scan template.

Scan Transfer Agents

Each template uses a scan transfer agent to send the scanned
image file to its destination. There are six scan transfer agents:

n Send to TWAIN—Stores the image in a TWAIN folder on

the controller.

n Send to File—Stores the scanned file in a folder on the

controller or a network file server

n Send to Email—Sends the scanned file as an email

attachment to the specified list of recipients

n Send to iFax—Sends the scanned file as an Internet fax

(iFax) to the specified list of recipients

n Send to TopAccessComposer—Stores the scanned file in a

TopAccessComposer folder.

18 GL-1020 Scan Operator’s Guide

SETTING UP

n Send to FTP Server—Sends the scanned file to a remote

computer (FTP server)

Before you scan or fax a document, you may need to create a
private template or to install software.

Creating a template

First, check whether a suitable template for your scan job already
exists. You can do this from your workstation using TopAccess,
or at the copier’s control panel.

For the Send to TWAIN and Send to File options, you will almost
certainly find a suitable template in the public group.

For Send to TopAccessComposer and Send to FTP, you may find
a template that is very similar to what you need either in the
public group or in a private group to which you have access. You
can modify the settings at the copier’s control panel when you
scan the document.

Although it’s quicker to make minor changes at the control panel
than to create a new template, such changes are temporary—you
must make them each time you use the template. If you need to
use the same settings periodically, creating a private template will
save time in the long run.

For Send to Email and Send to iFax, you will need to create
private templates because they must include your name and
return email address.

To create private templates and private template groups, use
TopAccess as described in the Setup chapter of this guide.

GL-1020 Scan Operator’s Guide 19

SCANNING A DOCUMENT

In outline, the procedure for scanning a document is:

1 Decide where you want to send the image file, since this

2 Place the document in the copier’s Automatic Document

3 Press PRINTER/NETWORK on the control panel.

4 Press SCAN on the LCD touch screen and choose the type of

5 For a public scan job, select the template. For a private scan

6 View the scan settings and make any changes.

7 Press START on the control panel or SCAN! to begin scanning

For more detail, see the Scanning Documents chapter.

Once you have scanned a document, it joins the queue of current
scan jobs waiting to be sent to their specified destinations.

governs your choice of scan template.

Feeder (ADF) or place the first page on the glass.

scan job.

job, select the private template group and then the template.

your document.

SENDING A FAX

Cancelling a Scan Job

Suppose you return to your desk to find an updated version of the
document you just scanned. If the scanned image is still in the
current jobs queue, you can delete it using TopAccess.

1 In TopAccess, select the Scan tab to open the Current Jobs

page.

2 Scroll down the list to find your job.

3 Select the job and click Delete.

For more detail, see the chapter on Managing Scan Jobs.

You can use the GL-Scan feature to send an iFax. The first time
you do this, you need to create a template that contains your name
and return email address.

If you regularly send faxes to one or more groups of people, you
can create a template for each set of recipients. You can add the
subject and covering message for the fax at the control panel.

20 GL-1020 Scan Operator’s Guide

If you periodically fax a particular document, such as a progress
report, to the same set of recipients you can create a template for
that document. In this case, you can include the subject and
covering message in the template.

1 Place the document you want to fax in the ADF or on the

glass.

2 At the control panel, press PRINTER/NETWORK, then SCAN and

choose

3 Select the appropriate Send to iFax template.

4 Check the list of recipients and make any changes.

5 Enter or modify the subject line and covering message if

PRIVATE SCAN JOBS.

necessary.

6 Press START or SCAN! to send the fax.

GL-1020 Scan Operator’s Guide 21

SETUP

This chapter guides you through setting up the scan functions.

You can use the TopAccess utility to create scan templates that
contain all required scan and distribution information. When these
templates are downloaded to the copier, they facilitate “one-touch
scan and send tasks” from the copier’s control panel.

GL-1020 Scan Operator’s Guide 22

Scan templates contain the attributes for scan jobs such as
resolution and paper size. They also specify the scan transfer
agent, which enables you to send scanned documents to the
appropriate destination.

Scan templates are stored in groups. There are up to 200 private
groups and one public group. Each group can contain up to 60
templates.

Templates in the public group are created and maintained by the
administrator. The public group can be accessed by all users, but
some of the templates may be designed for specific purposes and
have passwords assigned to them.

Templates in private groups are based on particular group
profiles. Private groups can be assigned passwords. You can also
assign passwords to individual templates. If it has no password
assigned at either the template or group level, a “private”
template is accessible to all users.

Both end users and administrators can create and edit private
groups and private templates. Only the administrator can delete
password-protected groups.

In practice, you may not need to create templates or groups
yourself. The administrator and other users may have set up all
the templates you need for your work. Before creating any
templates, look on your system to see what templates are
available.

Using Scan Transfer Agents

Scan transfer agents (or scan agents for short) contain the
properties for sending scan jobs to a particular destination. You
use scan transfer agents to:

n Save a scanned image in a folder on the controller or a

network file server.

n Save a scan as a TWAIN-compliant image.

n Send a scanned image as an email attachment.

n Send a scanned image as an Internet fax.

n Save a scanned image to a TopAccessComposer folder.

n Send a scanned image to an FTP server.

GL-1020 Scan Operator’s Guide 23

Once the administrator has configured the scan agent properties,
end users can set up the specific details for scan agents when they
create scan templates.

The administrator sets up scan transfer agent properties in
TopAccess under the Administration tab, Scan Agents pages. For
more information, refer to the Administrator’s Guide or online
help.

Setting up Templates

You use TopAccess to set up templates and groups.

If you log on to TopAccess as an administrator, you can create
and manage public templates. Refer to the Administrator’s Guide
for details. You can also create private templates for particular
end users or groups.

If you log on to TopAccess as an end user, you can create and
manage private groups and templates and view basic public
template information.

24 GL-1020 Scan Operator’s Guide

USING PUBLIC TEMPLATES

The administrator can create public templates configured for
specific uses. The public group can contain up to 60 public
templates. End users can view and use public templates, but
cannot change them.

Viewing Public Templates

1 In TopAccess, click the

2 Click the Templates submenu.

By default, the Tem pla te s page opens and displays the list of
templates for the public group.

PRIVATE GROUPS AND TEMPLATES

Both administrators and end users can create and maintain private
templates and private template groups.

Creating Private Groups

In TopAccess, you can create a private group in two ways:

n from the Template Groups page

n from the New Template page

Scan tab.

The first method accesses the New Template Group page, the
second accesses the New Template Group popup. Both screens
contain the same fields.

You must enter a group name in order to define a group. The
other fields are optional.

Using the Template Groups page

This is the method you use to create a number of private groups.

1On the

2Click the

Scan tab, click the Templates submenu.

Template Groups link.

The Template Groups page opens, listing all currently
defined groups.

3Click

New.

The New Template Group page opens.

4 Enter the information for the new group. See “

New Template

Group” on page 85 or the TopAccess online help for details.

5Click

OK.

GL-1020 Scan Operator’s Guide 25

You return to the Template Groups page and details of the
new group appear in the list of defined groups.

6 Repeat this process to create more groups.

Using the New Template Page

This method allows you to create an ad hoc group while creating
a new template.

1On the

2Click the

Scan tab, click the Templates submenu.

Tem p lates link, if necessary.

The Templates page opens, listing all currently defined
templates for the selected group. By default this is the public
group.

3 If necessary, open the Group listbox and select a private

group to enable the

4Click

New.

New button.

The New Scan Template page opens.

5Click

6 Enter the information for the new group. See “

New Group.

New Template

Group” on page 85 or the TopAccess online help for details.

7Click

OK.

You return to the New Scan Template page and the new group is
added to the drop-down Group list.

Editing Private Group Information

You can change the order in which the information on the
Template Groups page is displayed, and you can change the
details for a group.

To open the Template Groups page:

1On the

2Click the

Changing the Sort Order

Scan tab, click the Templates submenu.

Tem p late Groups link.

By default, the group list is sorted by Group Name in ascending
order (indicated by an up arrow in the column heading). To sort
the list by Owner, click the column heading.

26 GL-1020 Scan Operator’s Guide

Changing Group Details

The Edit button on the Template Groups page is grayed out until
you select a group.

Sample Template Groups page

1 Select the group you want to modify and click Edit.

2 If the group is password-protected, the Group Password

popup appears. Enter the five-digit password and click

OK.

3 Change the Group Name, Owner, Email Address or Password

as desired.

4Click

OK to apply your changes.

Setting or Changing Passwords for Private Groups

You can apply password protection to your private group, or to
individual templates within the group.

You set the group password when you create the group. See

“

Creating Private Groups” on page 25 for details.

To change the group password, use the Edit procedure. See

Editing Private Group Information” on page 26 for details.

“

For template passwords, refer to “

Setting or Changing Passwords

for Private Templates” on page 30.

GL-1020 Scan Operator’s Guide 27

Deleting Private Groups

You can delete multiple groups in one operation provided they
aren’t password protected (don’t have a padlock icon). The
Delete button on the Template Groups page is grayed out until
you select at least one group.

Only the administrator can delete password-protected groups.

1On the

Template Groups link.

Scan tab, click the Templates submenu, then click the

2 On the Template Groups page, select the groups you want to

delete and click

Delete.

3 If the Group Password popup appears, enter the five-digit

password and click

OK.

A confirm deletion popup appears.

4Click

OK to delete the groups, or Cancel to leave the groups

unchanged.

Creating Private Templates

The Templates page enables you to create, edit and delete scan
templates.

You can add a new template to an existing group, or you can
create a new group for your template by clicking

New Group on

the New Template page.

For more detail on the individual fields and options, see “

New

Template Page” on page 79.

1On the

Scan tab, click the Templates submenu.

The Templates page opens, listing all the templates defined
for a selected group. By default, this is the public group. The

New button is disabled until you select a private group (unless

you are logged in as an administrator).

28 GL-1020 Scan Operator’s Guide