Xerox COMPANION SUITE PRO User Guide

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Companion Suite Pro

User manual

PLEASE READ THE TERMS AND CONDITIONS OF THIS LICENSE CAREFULLY BEFORE OPENING

THE SEALED ENVELOPE CONTAINING THE SOFTWARE. BY OPENING THIS ENVELOPE, YOU

If you do not accept the terms of this license, promptly return the unopened CD-ROM packaging as well as the other parts of the product. You will be reimbursed the price you paid for the product. No reimbursements w ill be made for products whose original CD-ROM packaging has been opened, or when parts are missing, or when the request for reimbursement takes place more than ten (10) days after the date of delivery that appears on your receipt.

DEFINITION

The Software designates the programs and its associated documentation.

GRANT OF LICENSE

- This license authorises software use for the personal computers.You only have the right to use the software for printout on a single multi-function terminal. You cannot loan or cede the right to use the Software to a third party.

- You are authorised to make one backup copy.

- This license is non-exclusive and non-transferable.

OWNERSHIP

The manufacturer retains ownership of the Software. You only have ownership of the CD-ROM. You may not modify, adapt, decompile, translate, create a derivative product, lease or sell the Software or the documentation. All rights not explicitly granted are reserved by the manufacturer.

TERMINATION

This license shall remain valid until it is t ermin ated . You may termin ate the l icen se by destroy ing the prog ram a nd the documentation along with any copies thereof. This license sh all be terminat ed automatically if you do not respect the terms of this license agreement. In case of termination, you agree to destroy all the copies of the pro gram and the documentation.

WARRANTY

The Software is provided on an "as is" basis, with no explicit nor implied warranties, including but not limited to implied warranties of merchantability and fitness for a particular purpose. The user shall be liable f or all risks involving the results and performance of the Software. If the program should prove d efec tive, all the re pair and restoratio n expenses shall be at the user’s expense. The license holder nonetheless has the following warranty: The CD-ROM on which the Software is recorded will be free of material or manufacturing defects under normal use and operating conditions for a duration of ninety (90) days from the date of delivery that appears on your receipt. If a defect on the CD-ROM occurs followi ng an accid ent o r im proper use, the CD-ROM will not be replaced under the terms of this warranty.

LIABILITY

The only responsibility of your dealer and your only recourse is the replacement of any CD-ROM that do not me et the terms of the warranty, and which have been returned with a copy of your receipt. Neither the manufacturer nor any other party involved in the creation, development, sale or delivery of this program shall be held liable for any damages whatsoever, be they direct, indirect or immaterial including, but not limited to, the loss of information, time, operations, revenue, or customers arising out of the use or inability to use this program.

EVOLUTION

In our constant efforts to improve the program, the manufacturer reserves the right to modify the characteristics of the Software without prior notice. If the product evolves, your license does not give you the right to free upgrades.

JURISDICTION

This Agreement is governed by the laws of France. Any litigation arising from the interpretation or execution of this license shall be submitted to the Paris Tribunal.

Due to the on-going evolution in technology, the manufacturer reserves the right to modify the technical characteristics indicated for this product, at any time and with no prior notice, and/or discontinue production of this product. All brand and product names may be registered trademarks of their respective holders and are hereby acknowledged.

SIGNIFY THAT YOU HAVE ACCEPTED THESE TERMS AND CONDITIONS.

LICENSE AGREEMENT FOR THE SOFTWARE

Contents

Introduction 1

Required configuration 1

Installation 2

Installing the software on your PC 2

Under Windows 98SE/ME/2000/XP 2

Installation of a network printer 8 Connections 10 Removing the software from your PC 10

Monitoring the multifunction terminal 12

Checking the link between the PC and the multifunction terminal 12

MF Director 13

Graphic description 13 Activating utilities and applications 15

MF Monitor 17

Graphic description 17 Device management 18

Adding a device connected to the network 18 Manually adding a device connected to the network 20 Adding a device connected via a USB link 23 Selecting the current device 25 Status of the connection 25 Parameters for the device 27 Removing a device 29

Links 31

Printing 33

Printing on the multifunction terminal 33 Faxing a document from an application 35

Analyzing a document 36

Scan To 36 Analyzing from a touch-up program 37

The Address book 38

Adding a contact to the terminal's address book 38 Adding a group to the terminal's address book 39 Managing the address book 41

Changing the information for a contact 41

Contents

Changing a group 41 Deleting a contact or a group from the Address book 41 Printing the Address book 41

Importing or exporting a directory 42

Importing a directory 42 Saving your address book 42

Fax communication 43

The Fax window 43 Sending a fax 44

Sending a fax from the hard disk or the terminal 44 Sending a document from an application 46

Receiving a fax 48 Tracking faxes 48

The Outbox 49 Sent items 50 Send log 50 Reception log 50

Fax parameters 51

Accessing fax parameters 51 Description of the Logs and reports tab 51 Description of the Fax parameters tab 52

Cover page 53

Creating a cover page 53 Description of the Cover page tab 55 Creating a cover page template 56

SMS communication 61

The SMS window 61 Sending an SMS 63 Receiving an SMS 64 Tracking SMSs 65

The Outbox 65 Send log 66 Reception log 66 Sent items 66

SMS parameters 67

Accessing SMS parameters 67

Optical Character Recognition (OCR) program 68

Character recognition 68

INTRODUCTION

Companion Suite Pro enables you to connect a PC to a compatible multifunction terminal.

From the PC you can:

• Manage a multifunction terminal, configure it to your requirements,

• Send faxes and SMSs from your PC,

• Scan documents in color or black and white and touch them up on your PC, or convert them to text using Optical Character Recognition (OCR) software,

REQUIRED CONFIGURATION

Your PC must have at least the following characteristics:

A processor of:

• 500 MHz for Windows 98SE;

• 800 MHz for Windows Me, 2000SP3;

• 1 GHz for Windows XP (Home and Pro).

RAM of:

• 128 MB minimum for Windows 98SE, Me and 2000SP3;

• 192 MB minimum for Windows XP (Home and Pro).

• CD-ROM drive ;

• a network port or USB connector;

• 600 MB free disk space for installation.

FRENCH

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INSTALLATION

INSTALLING THE SOFTWARE ON YOUR PC

Under Windows 98SE/ME/2000/XP

Turn on your PC. Open an ADMINISTRATOR session except for 98SE and ME environments.

 Open the CD-ROM drive, insert the installation CD-ROM and close the drive.  The installation procedure starts automatically (Autorun).  A window entitled COMPANION SUITE PRO LM2 is displayed

 Position your cursor on INSTALL PRODUCTS and left-click.

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 The Install Products screen is displayed.

 Place your cursor on ALL PRODUCTS and left-click.

Note: The A

Note: The following two screens are only displayed if your version of

LL PRODUCTS installation procedure copies all the software required for

running the Companion Suite Pro kit onto your hard disk, i.e.:

- Companion Suite Pro (Fax and SMS communication software, Scanner software, etc.),

- PaperPort

- Omnipage. You may already have a version of one of the programs which are on the installation CD-ROM. In this case, use the C

USTOMIZED installation, select the programs you want

to install on your hard disk and confirm your selection.

Windows Installer is prior to 2.0.

The installation continues and a screen shows you how far it has got.

FRENCH

You can interrupt installation by clicking the S

TOP THE INSTALL button.

After a search and analysis phase of the components on your PC and the

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multifunction terminal, you must restart your PC for the modifications to come into effect.

Click OK.

 When your PC has reinitialized, the InstallShield Wizard screen shows you how

far preparation of the wizard has progressed. You can stop the procedure at any time by clicking the C

ANCEL button.

 The wizards stops and the welcome screen is displayed.

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 Click NEXT to start installation of the COMPANION SUITE PRO kit on your PC.  Before copying files onto your hard disk, you must accept the license contract

shown. Use the scroll bar to read the contract fully.

 Click YES.  The final installation is ready to be run.

FRENCH

 Click INSTALL.

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 A window shows you how far installation has progressed.

 Companion Suite Pro has been install e d on y ou r P C.

 Click CONTINUE to copy the utilities and programs which accompany the kit

(PaperPort SE and Omnipage SE).

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 At the end of the installation you must restart your PC for the system files to be

updated.

 Make your selection and click FINISH.

Your "Companion Suite Pro" kit has been successfully installed on your PC.

 You can start your multifunction terminal's management software by selecting

PROGRAMS > COMPANION SUITE > COMPANION SUITE PRO LM2 > MF DIRECTOR

from the START menu or by clicking the MF DIRECTOR icon on the desktop.

Important: If you have a firewall installed, this will ask you, when

the PC is restarted after installation, whether you wa nt to authorize the MFServices application to access the network. Click Yes or Authorize (depending on your firewall) to authorize MFServices.exe to access the network. NB: Windows XP with Service Pack 2 and above has a firewall installed by default

FRENCH

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INSTALLATION OF A NETWORK PRINTER

Note: Companion Suite Pro LM2 must be installed to ca rry out this operation.

 Run the application by selecting PROGRAMS > COMPANION SUITE > COMPANION

UITE PRO LM2 > ADD A PRINTER from the START menu.

 Click NEXT to run the installation procedure

The following screen shows the list of compatible devices detected on the network.

You can carry out a new search on the network by clicking the

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REFRESH button.

Note: It is possible that a device may not be shown in the list. In this case, click the

OT IN THE LIST button. The following window is displayed :

Enter the IP address or the NetBIOS name of the device you want to add. You can test the connection between the PC and the device by clicking the

EST button. Click OK.

 Select the device you want to add from the list. Click NEXT.  The following window lists the different properties of the printer about to be

installed. Click N

EXT.

FRENCH

 A window showing that installation was successful is displayed. Click

FINISH.

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CONNECTIONS

If you use a terminal connected to the network:

 Connect your PC to the network.  Connect your multifunction terminal to the network.  Check they each have a valid IP address.

If you use a terminal connected via a USB link:

 Connect your PC to the multifunction terminal using the USB cable.

REMOVING THE SOFTWARE FROM YOUR PC

Run program deletion by selecting PROGRAMS > COMPANION SUITE > COMPANION SUITE PRO LM2 > DEINSTALLATION from the START menu.

 A preparation screen is displayed.

 A confirmation screen is displayed. Confirm by clicking OK.

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 A screen shows you how far deinstallation has progressed.

 At the end of the procedure, you must restart your system. Close all running

programs, select YES, I WANT TO RESTART MY COMPUTER NOW and click FINISH.

FRENCH

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MONITORING THE MULTIFUNCTION TERMINAL

The software you have installed contains two applications for managing the multifunction terminal, MF DIRECTOR and MF MONITOR, which allow you to:

• Check that your multifunction terminal is correctly connected to your PC,

• Gain quick access to image touchup, OCR and fax receive/send software as well as your device's web pages.

To manage the multifunction terminal, run MF Director by clicking the icon on your desktop or by selecting

IRECTOR from the START menu.

> MF D

CHECKING THE LINK BETWEEN THE PC

AND THE MULTIFUNCTION TERMINAL

The connection may be checked using the monitor tab whic h lists all the devi ces on which the PC is registered.

• If the line for a device is green, the PC and the device are connected,

• If the line for the device is red, there is no connection between the PC and the device,

• If the line for the device is yellow, the PC is in the process of co nnecting t o the device.

PROGRAMS > COMPANION SUITE > COMPANION SUITE PROLM2

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MF DIRECTOR

This graphic interface lets you run utilities and programs to manage your multifunction terminal.

GRAPHIC DESCRIPTION

Run the application by clicking the icon on your desktop or by selecting > C

OMPANION SUITE

> C

OMPANION SUITE PRO

LM2 > MF D

IRECTOR

from the

By default, MF DIRECTOR displays as a dark blue rounded shape. By right-clicking, you can change the shape to square,

START

PROGRAMS

menu.

FRENCH

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and you can choose from the following colors:

Gold

Light Blue

Light Green

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ACTIVATING UTILITIES AND APPLICATIONS

The COMPANION SUITE PRO graphic interface lets you run utilities and programs to:

 Change the PARAMETERS of the connected terminal. Refer to the manual for the

terminal for details of its parameters.

 View the STATUS of the multifunction terminal,  Manage the ADDRESS BOOK,  Get HELP from this documentation,  Run SCAN TO to execute a preconfigured action on the multifunction terminal.

The scan is carried out, the image sent to a Scan To PaperPort directory, and PaperPort is launched. If PaperPort has not been installed on your PC, the image file is saved on your desktop. If you have an e-mail application, you can configure ScanTo to send the image by e-mail,

 Run the Optical Character Recognition program (OCR - OmniPage SE) to

process a document scanned from the multifunction terminal,

FRENCH

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 Run the utility to redirect and manage faxes or SMSs (Short Message Service),

 To launch PaperPort (Doc Manager).

To run a utility or program from the C

OMPANION SUITE PRO kit, left-click it.

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MF MONITOR

Run the application by clicking the MF Monitor icon on your desktop or by selecting

PROGRAMS > COMPANION SUITE > COMPANION SUITE PRO LM2 > MF MONITOR from the

START menu.

Using the tabs below, you can configure your multifunction terminal from this screen:

EVICE SELECTION: to add, select and configure devices.

•D

•L

INKS: links to dedicated web sites for managing the multifunction terminal (network

connection only).

FRENCH

GRAPHIC DESCRIPTION

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DEVICE MANAGEMENT

This tab shows the list of devices managed by the multifunction terminal.

Adding a device connected to the network

 Click the plus sign or ADD to open the hardware add window which shows the

list of devices detected on the network.

Each device detected on the network is listed with:

• Its NetBIOS name (which identifies the hardware uniquely) or its IP address (the device's identifier on the network)

• Its name (user-defined). To define the name of a device, please refer to the user manual for the device.

 To update the list, click REFRESH.

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