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Changes are periodically made to this document. Changes, technical inaccuracies, and typographic errors will be corrected in subsequent
This document provides information on how to use the Scan Out
feature for the DocuColor 250 with DocuSP 50.xx DFE (Digital Front
End).
Before using this documentation, become familiar with its contents and
conventions.
This guide contains the following:
•“Introduction” (this chapter) provides information about how to use
the guide; describes the conventions used; and gives references to
other sources of information relevant to the system.
•Chapter 1, “Overview,” provides an overview of the system; and
identifies the licensing, hardware, and software requirements.
•Chapter 2, “Using Scan Services,” provides information on how to
access the Web Scan Services Application and gives an overview
of its components.
•Chapter 3, “Creating Templates and Folders,” provides step-bystep instructions on creating templates and folders.
•Chapter 4, “Scanning Documents,” provides step-by-step
instructions on how to initiate and complete a scan job, and how to
retrieve your scanned images.
•Chapter 5, “Managing Templates and Folders,” provides step-bystep instructions on editing and managing templates and managing
image files.
•Chapter 6, “Administrator Functions,” provides information on
setting template defaults, maintaining the scan service disk, and
setting scan job deletion options.
•Chapter 7, “Appendix,” provides the terms and conditions of the
GNU Lesser General Public License (LGPL ).
•An index is provided at the end of this document.
DocuColor 250 Scan Out Servicesvii
Introduction
Conventions
This guide uses the following conventions:
•Initial capital and square brackets: Names of buttons on the user
interface are shown with an initial capital and within square brackets
(for example, click [Close]).
•Bold: Names of folders, tabs, dialog boxes, and screens are shown
in bold. (for example, the Image Quality tab).
•Italics: Document and library names are shown in italics (for
example, the Xerox DocuPrint NPS/IPS Guide to Managing Print Jobs).
NOTE: Notes are hints that help you perform a task or understand the
text.
CAUTION: Cautions alert you to actions that could damage hardware
or software, or cause loss of data.
WARNING: Warnings alert you to conditions that may affect the safety
of people.
viiiDocuColor 250 Scan Out Services
Documentation
DocuColor 250
Documentation
This section lists related publications.
Information for the Xerox DocuColor 250 is available in the following
publications:
•Training and Information CD (TICD) – This CD contains a multinational, interactive presentation designed to help you learn about
the functions and features available on the DocuColor 250/240. It
includes sections on Getting Started, How-Tos, Tutorials,
Maintenance, and Troubleshooting.
•Quick Start Guide – This hardcopy document provides detailed
instructions in setting up the DocuColor 250/240 for everyday use.
The Quick Start Guide includes instructions on changing paper
attributes, replacing toner cartridges, and other detailed information
that you might need to begin using your DocuColor 250/240 quickly.
DocuSP 50.xx
Information for DocuSP 50.xx is available in the following publications:
•DocuSP System Guide – This guide contains detailed information
on how to manage DocuSP, as well as instructions on how to set up
new user accounts, and how to maintain the system disk.
•DocuSP On-line Help – The DocuSP help system is available from
the DocuSP user interface.
•Color Management Guide – This guide contains information on
setting up and managing color profiles, and on obtaining uniform
color between DocuSP and the output device.
DocuColor 250 Scan Out Servicesix
Introduction
xDocuColor 250 Scan Out Services
1 Overview
About the Scan Out Feature
The Xerox DocuColor 250 has an integrated scanner that supports a
Scan Out feature, which allows you to scan documents using scan job
templates stored on the DocuSP DFE (Digital Front End). Up to 250
templates can be stored on the DocuSP.
You can create scan job templates, manage your templates and
folders, and retrieve and manage your image files from your
workstation via DocuSP’s Web Scan Services Application.
Scanned images are transferred to image repositories, or folders, on
the DocuSP where they are stored. Using the Web Scan Services
Application you can access your folders and download your scanned
images to your local workstation.
NOTE: Users with User and Operator access rights may access only
their own templates and folders. System Administrators may access all
templates and folders.
Setup for the Scan Out
The following hardware, software, and licensing requirements must be
met before the DocuColor 250 with DocuSP Scan Out feature is
operational.
Hardware Requirements
•DocuColor 250
•DocuSP DFE with Secondary Network Interface Card (Single
Gigabit Ethernet Card) installed
•Cross-over cable to connect the DocuColor 250 to the DocuSP DFE
secondary NIC port
•Networked workstation
DocuColor 250 Scan Out Services1-1
Overview
Software Requirements
•DocuSP version 50.xx or above is required to manage the scan job
templates and image repository.
•Web browser – minimum version requirements:
Version
Internet
Platform
Explorer
MozillaFirefox
Mozilla
Firefox
NetscapeSafari
PC61.7.81.0.4
Mac1.61.0.47.1
UNIX
•Web Scan Services Application – This application is installed on the
DocuSP when the Xerox representative installs the DocuSP
software.
NOTE: DocuSP includes use of GNU source and object code, which is
subject to the terms of the GNU GPL. Please review the GNU GPL
terms and conditions to understand the restrictions under this license.
See “GNU Lesser General Public License” on page 7-1. For more
information on GNU, please go to http://www.gnu.org/licenses/gpl.txt.
HTTP Gateway License
Before the Internet Services Gateway can be enabled for the Scan Out
feature, the HTTP gateway must be licensed. The license is installed
and the gateway is enabled by the Xerox representative as part of the
DocuSP software installation.
7.1
(Mac OS
10.4)
1.03
1-2DocuColor 250 Scan Out Services
2 Using Scan Services
Accessing the Web Scan Services Application
At your workstation
1. Launch a Web browser such as Internet Explorer.
2. Enter the IP Address or hostname of the DocuSP DFE.
The DocuColor 250 Internet Services Home Page displays.
3. Click the [Scan Services] button.
DocuColor 250 Scan Out Services2-1
Using Scan Services
4. At the login screen enter the user name and password of an
existing DocuSP account.
NOTE: You must have a DocuSP account to use this service. If yo u do
not have an account, ask your system administrator to set one up.
5. Click [OK].
The DocuSP Web Scan Services Application opens, displaying all
Scan Folders and Templates created by the logged in user.
2-2DocuColor 250 Scan Out Services
Using the Scan Folders and Templates Page
NOTES:
•After 15 minutes of inactivity you will be prompted to log in again.
•For users with User and Operator access rights, only templates and
folders created by the user currently logged in are displayed. Users
with Administrator access rights have access to all templates and
folders.
Using the Scan Folders and Templates Page
12
13
1
2
3
4
5
6
789
– Machine model – The model name of the machine from which
1
10
11
14
you initiate your scan jobs.
– Current folder – As you navigate through your folders, the folder
2
location displays here.
– Drop-down menus:
3
Folders menu
•Open Folder
•Edit Template
•New Template and Folder
•Copy Template and Folder
•Rename Template and Folder
•Delete Template and Folder
DocuColor 250 Scan Out Services2-3
Using Scan Services
View menu
•My Folders*
•View All*
•Redisplay – refreshes the template list
* These options appear for users with Administrator access
rights. For more information see page 6-1.
Document menu
•Open Folder*
•Save As
•Delete
*This option appears for sub-folders, or Document Folders, of
scan jobs containing multiple image files.
– Select All checkbox – Mark this checkbox to select all templates
4
or folders.
– Template / Folder selection checkboxes – Mark a checkbox to
5
select an individual template or folder.
– Template / Folder / Document icon
6
– Template / Folder
– Document Folder
– Folder Name (Template Name) – Lists template folders by name.
7
Clicking on this link changes the sort order of your templates.
Clicking repeatedly toggles between ascending and descending
order. By de fault, templates are listed by folder name in ascending
order.
– Owner – Lists templates by the DocuSP user name of the
8
template creator. For users with Administrator access rights,
clicking the link sorts templates in All Folders view by owner in
ascending alphabetical order . Clicking again sorts in descending
order. The default order is ascending.
– Documents – Displays the number of scan documents within the
9
template folder. Clicking this link sorts your template folders
according to the number of documents present within the folder.
The default order is ascending, with the fewest number of
documents listed first.
– Date Modified – Shows the date and time of the last template
10
modification. Clicking the link lists the templates in chronological
order. The default order list s oldest dates first. Clicking again sorts
by most recent date and time.
– Template Description – Shows the template description as
11
entered by the user during template creation or modification.
Clicking the link sorts the templates alphabetically by the first
word of the Template Description. The default order is ascending.
2-4DocuColor 250 Scan Out Services
Using the Scan Folders and Templates Page
– Server name – The name of the DocuSP server to which you are
12
logged in.
– Navigation links
13
•Home – returns you to the DocuColor 250 home page without
logging you out.
•Logout – logs you out of the Web Scan Services Application
and returns you to the DocuColor 250 home page.
•Preferences* – opens the Preferences pop-up window for setting template defaults.
* This link appears only for users with Administrator access
rights.
– User Name – The name of the user which is currently logged in to
14
the Web Scan Services Application.
DocuColor 250 Scan Out Services2-5
Using Scan Services
2-6DocuColor 250 Scan Out Services
3 Creating Templates and
Folders
Using the Web Scan Services Application at your workstation you can
create and manage your scan job templates, their corresponding
folders, and your scanned images.
Creating a Scan Template and Folder
To create a template and folder:
1. From a Web browser, access the Web Scan Services Application
and log on using an existing DocuSP account (see page 2-1).
The Scan Folders and Templates list displays.
NOTES:
•For information on setting up DocuSP accounts, refer to the
DocuSP System Guide.
•Except for accounts with Administrator access rights, only
templates and folders created by the user currently logged in are
displayed.
DocuColor 250 Scan Out Services3-1
Creating Templates and Folders
2. From the Folders menu, select New Template & Folder.
3. On the Basic Scanning tab, enter a name in the Template and
Folder Name field.
NOTES:
•The template name must be unique. If a template exists with the
name that you select, you are prompted to choose a different name.
•Template names may consist of up to 24 alpha numeric characters,
which may include spaces and underscores.
3-2DocuColor 250 Scan Out Services
Enter Name
Enter
Description
Creating a Scan Template and Folder
4. If you wish, you can add a description for your template in the
Template Description field. A template description is helpful for
determining the best template for your job without having to open
the template to see its properties.
NOTE: Noting the output file format in the Template Description may be
helpful in determining which template to use, as this property is not
visible at the DocuColor 250.
5. Select the settings for your template. See “Editing Templates” on
page 5-2 for more information.
6. Click [OK].
The template and its corresponding folder are created and display
in the Scan Folders & Templates list.
NOTE: You must refresh the template list at the DocuColor 250 for
newly-created templates to appear in its display.
DocuColor 250 Scan Out Services3-3
Creating Templates and Folders
3-4DocuColor 250 Scan Out Services
4 Scanning Documents
Once you have created a template you may initiate a scan job at the
DocuColor 250.
Accessing the Template List
To access the template list at the DocuColor 250:
1. Press the [Clear All] button on the Control Panel to clear any
selections made by a previous user.
DocuColor 250 Scan Out Services4-1
Scanning Documents
2. Press the [All Services] button on the Control Panel.
All Services
3. Touch the [Network Scanning] button on the touch screen.
NOTE: After several seconds of inactivity, the screen returns to copy
mode, and you must perform steps 2 and 3 again.
The template list displays on the Job Template tab.
4-2DocuColor 250 Scan Out Services
Using the Scanning Services Touch Screen
Using the Scanning Services Touch Screen
3
4
5
1
– Template list – Scan templates display here. The three-digit
1
2
number to the left of the template name is not part of the template.
These numbers are assigned sequentially to the current list of
templates, and so the number assigned to a template may change as
templates are added or deleted. You may enter these numbers in the
Go to box to advance to a particular template without having to scroll
through the list.
– Scroll bar – Use to scroll through the template list.
2
– Go to 001 - 250 – Enter a template number to display that
3
template immediately in the template list.
– Template Description – Touch this button to see the template
4
description.
– Refresh – Touch this button to refresh the template list to include
5
any new templates or modifications to existing templates.
NOTES:
•The four scan job properties tabs correspond to those in the Web
Scan Services Application.
•You may not be able to modify some op tions at the Docu Color 25 0.
If you need to modify a setting that is unavailable, you must edit the
template from the Web Scan Services Application.
•Templates with names longer than 20 characters are truncated on
the DocuColor 250 Touch Screen. Once a truncated template name
is selected, the entire template name displays at the top of the
Touch Screen.
DocuColor 250 Scan Out Services4-3
Scanning Documents
Initiating a Scan
To initiate your scan job:
1. If necessary, refresh the template list. This is important if you have
just created or modified the template you plan to use.
To refresh the template list, touch the [Refresh] button on the Touch
Screen.
Refresh button
2. From the list of templates, select a template of which you are the
owner, that has the appropriate settings for the scan job you wish to
initiate.
CAUTION: Be sure that you select a template created under your own
account. If you select another user’s template you may not be able to
retrieve your images from the Web Scan Services Application.
NOTE: You should always use a template that contains the attributes
that you need for your scan job. However, you may need to change
some of the scan settings for the current job. Some settings cannot be
modified at the DocuColor 250. In such cases, you can do one of the
following:
•edit the existing template (see page 5-2).
•copy the template whose attributes resemble what you need, then
make minor changes to the new template (see page 5-12).
•create a new template with the necessary attributes (see page 3-1).
NOTE: Remember, after a brief period of inactivity, the screen returns
to copy mode, and you must perform steps 2 and 3 on page 4-2 again.
3. Remove any staples and paper clips from the documents to be
scanned.
4. To scan using the Document Handler, continue to “Scanning using
the Document Handler” below.
To scan from the Document Glass go to “Scanning from the
Document Glass” on page 4-6.
4-4DocuColor 250 Scan Out Services
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