Xerox FlowPort 2.1 User Manual

User Guide

Versio n 2.1

copyrightable m aterials and information now allowed by statutor y or judicial la w or here inafter gr ant ed, inc luding wi thout l imitat ion, mat erial generated from the sof tware pr ogr ams which are disp layed o n t he scre en such as styles, templates, icons, screen displays, looks, etc.

XEROX®, The Document Company®, the stylized X, DataGlyph, Document Centr e, CentreWar e, DocuShare, Pa perWare®, ar e registered trademarks and FlowPor t, Document T oken, and DocuStamp are trademarks of Xerox Corporation or its subsidiaries.

Adobe and Acrobat are registered trademarks of Adobe Systems, Incorpora ted. Lotus, Lotusphere, and Lotus Notes are regist ered trademarks and Notes and Dom i no are trademarks of Lotus Corporation. Pagis and TextBridge are registered trademarks of ScanSoft, Inc. Microsoft, Microsoft Windows, Microsoft Word, Microsoft Exchange, Microsof t Internet Expl orer, Mi crosoft Office, Imaging for Wi ndows, MS, MS-DOS, and Win d ow s are registered trademarks of Microsoft Corporation. Netscape Navigator and Netscape Enterprise Server are registered trademarks of Netscape Communications Corporation. HP, PCL, and HP Deskjet are registered trademarks of Hewlett-Packard Company. IBM is a registered trademark of International Business Machines Corpor ati on. Java, Java Runtime Envi ronm ent, JRE, Java Archive, JAR, and Sun Solaris are trademarks or registered trademarks of Sun Microsystem s, Inc. All other product names are trademarks/ tradenames of t h ei r respective owners.

Notice

Specificati ons des cribe d in t his pu bli cation ar e sub ject to change wi thout notice. Use of some features may be limited by your hardware or software conf iguration. Contact your dealer or Xerox for details.

August 2000

Contents i

Chapter 1 Welcome .................................................................. 1-1

About FlowPort and PaperWare®........................................ 1-2

Benefits of FlowPort..........................................................1-2

Applications included in this release..................................1-2

What’s in this gu ide .......... ...................................... ............1-4

Where to find more information........................................... 1-6

Online help......................................................................1-6

Contacti n g yo ur Fl owPort administrator.... ........................ 1-6

Going to the FlowPort web site.......... ......... ...................... 1-6

Chapter 2 Getting started ........................................................ 2-1

About the Web Centre......................................................... 2-4

Taking the Quickstart tutorial.............................................. 2-5

Logout from FlowPort ............................... ...........................2-5

Contents ❖ ii i

Chapter 3 Quick look at using FlowPort .................................. 3-1

Introduction to FlowPort......................................................3-2

Document management scenarios.......................................3-4

Scan to email...................................................................3-5

Distributing documents multiple ways...............................3-6

Storing a document with special information ....................3-8

Accessing documents with Document Tokens..................3-10

Retrieving documents with Document Catalogs...............3-11

Distributing previously stored documents........................3-12

Distributing single stored documents...........................3-13

Distributing m ulti-stored documents .........................3-15

Copying a stored document to another repository...........3-17

Retrieving your documents when traveling......................3-18

Getting a form at anytime ..............................................3-19

Getting Help about a form............. ......... ........................3-20

Chapter 4 Using FlowPort forms .............................................. 4- 1

Scanning in FlowPort forms..................................................4-2

Scanning forms in the Xerox Document Centre................. 4-2

Scanning forms by Internet Fax........................................4-3

Printing forms with fax-size DataGlyphs........................4-3

Sending the Internet Fax job..........................................4-5

Using Cover Sheets a nd other types of forms ........................4-6

Cover Sheets................................................. ................... 4-6

Access Sheets................................................................... 4-7

Options Sheet.. ...................................... ..........................4-7

Tips about using forms........................................................4-8

Marking a ch eckbox.........................................................4-8

Getting a new copy of a FlowPort form .............................4-8

iv ❖ Xero x Flo wPor t Use r Gu ide

Printing He lp for a FlowPort form......................................4-9

Chapter 5 FlowPort capabilities ............................................... 5-1

Distributing your documents to the digital world..................5-3

Emailing a document with FlowPort.................................. 5-3

Confirming your document was sent or received................5-6

What if the email address was wrong? ..........................5-6

What about other mail server problems?.......................5-6

Authentica tion problems...............................................5-6

Emailing a stored document URL......................................5-7

Distributing a document by Internet Fax.........................5-11

Sending a document to a remote printer .........................5-12

Distributing a document in

multiple ways........ ...................................... ...................5-14

Storing documents to a repository...................................... 5-18

Repository Information...................................................5-21

Storing a document with docu ment man age ment f ields..5 -2 5

Repository document management fields........................5-29

Creating a Document Options Sheet ...............................5-33

Using the Document Options Sheet................................5-36

Retrieving your stored documents from a repository............5-37

Retrieving and printing with a Document Token..............5-37

Emailing a stored document...........................................5-38

Distributing a stored document in other ways.................5-40

Creating a Document Token...........................................5-43

Using a Document Token ...............................................5-45

Creating a Document Catalog........................................5-46

Using a Document Catalog.............................................5-47

Receiving Internet Faxes through FlowPort ..........................5-49

Your Internet Fax address...............................................5-51

Using Network Accounting with FlowPort...........................5-52

Printing with your Network Accounting ID......................5-52

Using a form to set Network Accounting IDs................... 5-53

Setting your default Network Accounting ID....................5-55

Conte n ts ❖ v

Chapter 6 Managing FlowPort forms ...................................... 6-1

Using the Forms and Applications page................................6-2

Creatin g a new for m... ........................ .................................6- 5

Pointers to information about creating forms.................... 6-6

Editing an existing form.......................................................6-7

Previewing a form................................................................6-8

Sorting yo ur forms......... ...................................... ................6-9

Printin g forms...... ...................................... ........................6-10

Deleting a form.................................................................6-11

Using previous versions of a form.......................................6-11

Viewing and printing multiple page forms..........................6-13

Chapter 7 Specifying user preferences and printers .................. 7-1

Changing your account information.....................................7-2

Setting your application options...........................................7-4

Setting you r Internet Fax options...................................... 7-4

Setting you r Network Accounting options .........................7-5

Specifying a printer..............................................................7-7

Chapter 8 Using shared and private forms .............................. 8-1

vi ❖ Xerox F low Port Us er G uide

Printing to a Document Centre or other networked printer 7-7

Printing to a local printer..................................................7-8

Printing to an Internet Fax device.....................................7-9

Security and your FlowPort system.......................................8-2

Special security policies defined by your administrator.......8-3

Public, shared, and private forms.........................................8-4

Defining a shared or private form.....................................8-5

Using a private or shared form .........................................8-5

Providing authentication when you use FlowPort forms.........8-6

Creating a Login Sheet.....................................................8-6

Using the Login sheet.......................................................8-7

Protecting access to your Login Sheet............................8-8

Appendix A Viewing documents scanned by FlowPort ................ A-1

Viewing scanned documents................................................ A-2

Viewing PDF docu men t s....................... ............................A-2

Viewing TIFF documents. .......... ........................ ................A-2

Troubleshoo ting multi-pag e TIF F viewing problems..... .... ... ... A-3

Index ..................................................................................IX-1

Contents ❖ vi i

viii ❖ Xerox Flow Port User Guid e

Welcome Chapter1

Welcome to Xerox FlowPort. FlowPort enables you to transform your paper do cuments easily into electronic documents, so that you can share and access them in your digital workplace. It uses an innovative paper user interface called PaperWare

This c h apter p rovides an overview of FlowPo rt, contents of this guide, and where to find additional information about FlowPort.

This chapter contain s the fo llowing:

About FlowPort and PaperWare® ....................................... 1-2

Benefits of FlowPort ........................................................ 1-2

Applications included in this release ................................ 1-2

What’s in this guide ........................................................... 1-4

Where to find more information ......................................... 1-6

Online help .................................................................... 1-6

Contacting your FlowPort administrator .......................... 1-6

Going to the FlowPort web site ....................................... 1-6

Chapter 1: Welcome ❖ 1-1

About FlowPort and PaperWare®

FlowPort provides an innovative paper use r inte rface called PaperWare. Using FlowPort PaperW are forms with a Xerox Document Centre or an Internet Fax device, you instruct your FlowPort server to distribute, store, and retrieve your paper and electronic documents.

Benefit s of Fl owPort

Applications include d

in this release

FlowPort brings you an intelligent and powerf ul way t o integrate your paper documents into electronic workflow , with benefits t h a t include:

• one touch distribution of a document to email recipients

• one touch storage of documents to a repository (such as Xerox DocuShare , Microsoft Exchange Folder, and Lotus Notes)

• easy retrieval of stored documents using Do cument Tokens and Do cument Catalogs

• output to a wide va riet y of rec ipien ts simultaneously (by email, Internet Fax , re mote printing, and storag e)

FlowPort currently provides you with the following applications.

Distribute Document—Scans paper documents and distributes the resulting electronic documents through email, Internet Fax, remote p rinting, or storage to a document repo sito ry. The application featu res a FlowPort form called a Distribute Document Cover Sheet that you scan with your printed document to provide distributio n instructions to a Xerox Document Centre or an Int ern et Fax machine.

1-2 ❖ Xerox F lowP ort U ser Gui de

Docume nt Token—A ccesses a document stored in a repository using a Document Token form that rep rese nts the stored document. When you want to retrieve the stored document, yo u scan the one-page Document Token to print the original document, or scan a Document Token with a Distribute Document Cover Sheet to retrieve and distribute the stored document.

About FlowPo rt and PaperWare®

Document Catalog—Accesses the documents stored in a repository using a Documen t Cata log form, which is a printed list of the repository's contents with a checkbox for each stored object. T o retrieve stored documents, mark the checkboxes for the documents you want and scan the form to print the original documents. When using a Document Catalog f orm with a Distribute Document Cover Sheet, you can distribute th e retrieved documents, regardless of their original format.

Internet Fax Mailbox—Receives Internet Faxes so that you can print, store, and access the faxes. When storing received faxes, the FlowPort server prints a one-page Document Token of the fax and emails the URL where the fax is s tored.

Login Sheet—Specifies your personal identification number (PIN) on a Login Shee t form when submitting jobs that require auth entication. You can use a L og i n Sheet at a Xerox Doc ume nt Centre as an alternative to logging in at the device's control panel, or when submitting jobs to the FlowPort serv er from an Internet Fax machine.

PaperWare Copy—Prints copies of documents. As t he default application, it makes a co py of your document when you scan a Document Token, Document Catalog, or document at a Xerox Document Ce ntre without a Cover Sheet.

Document Optio ns —Adds document management fields to a document when you store it to a repository, and charges print jobs to your account on a Document Centre network accounting system. The application uses a Document Options Sheet that you place after a Distribute Document Cover Sheet to add fields or account information to the document.

Network Accounting—Charges each printing job to an Account ID set up on a Document Centre network accounting system.

Chapter 1: Welcome ❖ 1-3

What’s in thi s gui de

What’ s in this guide

Chapter 2 Getting Started

This guide d escribes ho w you can use the basic FlowPort applications to simplify your work with paper.

Using FlowPort you can:

• Share your paper documents with others through email, Internet Fax, remote p rinting, or storage to a repository.

• Access your stored documents and print them on a network printer or distribute the docum en ts.

• Store a document and rece ive a Document Token, a piece of paper that represen ts th e stored document, that you can later use to copy, Internet Fax, or email the actual document.

• Receiv e an d access Internet Faxes by printing the entire fax, storing the fax and retrieving it later using a Document Token, or viewing the fax on the Web.

In addition to this chapter, this guide includes these chapters:

Chapter 3 Quick look at using FlowPort

Chapter 4 Using FlowPort forms

1-4 ❖ Xerox F lowP ort U ser Gui de

Describes how to log on to the FlowPort Web Centre, use features of the Web Centre, open the online Quickstart tutorial, and logout.

Introduces you to FlowPort, presents a nu mber of quick scenarios for using FlowPort to scan, store, and distribut e paper documents, and to access stored documents seamlessly.

Provides procedures to scan forms by a Xerox Document Centre or submit them by Internet Fax. A lso describe s how to get fresh copies of a form or get prin ted help.

What’s in this guide

Chapter 5 FlowPort capabilities

Provides a task-oriented approach to using your FlowPort applications. Choose a task and follow the specific steps required to create a form and use it fo r that task.

Chapter 6 Manag ing FlowPort forms

Describes how to create, view, print, and edit forms in the Web Centr e.

Chapter 7 Specifying user pre feren ces and printers

Provides details about setting your user account information and specifying printers.

Chapter 8 Using shared and private forms

Describes how to add security to your forms an d stored documents, and how to authenticate yourself as a user when you use a secure form.

Appendix A Vi ew ing documents scanne d by FlowPort

Gives in formation and troubleshooting pointers about viewing multi-page TIFF docum en ts that a re emailed or stored by FlowPort.

Chapter 1: Welcome ❖ 1-5

Where to find more information

You can get more information in several places.

Online help

Contacting your

FlowPort

administrator

Y ou can access online help in the FlowPort Web Centre by clicking the help link in the upper right corner of the window. Refer to the “Getting started” chapter on page

2-2 for informati on about how to use the Web Centre

window.

Yo ur F lowPort administrator can provide you with information about your local FlowPort system.

For example, your administrator can assist you with using your Xerox Document Centre with FlowPort. Your administrator can also help you if you forget your FlowPort password, or tell you how to locate do cument repositories on your network su ch as Xerox DocuShare, Microsoft Exchange, or Lotus Notes/Domino, for scanning and storin g documents.

Contact your FlowPort administrator with questions about using your local version of FlowPort.

To obtain your FlowPort administ rator’s e-mail address:

In your We b browser, go to the FlowPort Login/Welcome

page.

In the Login box, click the link "Contact your

administrator...." A help window is opened, displaying

the ema il address for your FlowPort adm in istrator.

Going to the

FlowPor t w eb site

1-6 ❖ Xerox FlowP ort U ser G uid e

To get more inf or mation about FlowP ort, visit the following web site:

http://www.xerox.com/flowport

Getting started Chapter2

This chapter desc r ibes how to login to the FlowPor t Web Centre, use features of the Web Centre, open the online Quickstart Tutorial, and logout.

This chapter contain s the fo llowing:

About the Web Centre ....................................................... 2-4

Ta king the Quickstart tutorial ............................................ 2-5

Logout from FlowPort ........................................................ 2-5

Chapter 2: Gett ing sta rted ❖ 2-1

Login to the F low Port We b C entr e

As a FlowPort user, you use paper forms to distribute, store, and retrieve your documents directly from a digital copier or Int ernet Fax devi ce. I n the Fl owPor t Web Centre, you can customize and print your own forms to carry out these ta sks.

To log in to the FlowPor t Web Centre:

You are sent a ‘Welcome to Flo wP o rt ’ email message when

your FlowPort administrator adds you as a user. The email mess a g e c ontai ns the Flo wPort Welcom e page U RL, your user name and password to login, and if required, your personal identification number (PIN, see page 8-6 for information about using the PIN).

The URL consists of “http://” followed by th e name of the FlowPort server. For example, if the server’s name is fish, the URL will be http://fish.

Enter the FlowPort URL in the Location or Address line of

your Web browser.

2-2 ❖ Xerox F lowP ort U ser Gui de

The F lo wPort Welco m e page is disp la yed.

Note: Create a bookmark for the FlowPort We lcome page. In Netsc ape , click B oo k m arks and select Add Bookmark. In Internet Explorer, open the Favorites menu and select Add to Favorites. The bookmark ‘Welcome to FlowPort’ is added to your Bookmarks or Favorites list. You can select it any time to access the FlowPort page.

In the Login box, enter your user name and password.

Click Login.

The We b Centre opens to your user page.

Chapter 2: Gett ing sta rted ❖ 2-3

About the Web Cen tre

About the Web Centre

The Fl owPort Web Centre window is shown in the following diagram.

Click the Forms button to view, print, and create forms

Click to open help window

Links to the Web Centre pages

Click to start QuickStart tutorial

Click to logout

The links to the Web Centre pages allow you to do the following:

• IntroSee an introduction to the Web Centr e and open a Quicks ta rt tut ori al. Click th e lin k at the bo ttom of the page if you do not want this page displayed each time you lo gin.

2-4 ❖ Xerox F lowP ort U ser Gui de

• FormsCreate new forms, and view, print, edit, or delete your existing forms.

• AccountChange your accou nt information, including user name, password, email address, personal identification n umber (PIN) used by yo ur Login Sheet, and default printer.

• OptionsSpecify application options, including options for receiving Intern et faxe s.

Taking the Quickstart tutorial

A brief “Quickstart” online tutorial introduces you to FlowPort and gets you started with printing and using a FlowPort PaperWare form.

The Quickstart instructs you to do the following:

• Print y ou r first Cover Sheet.

• Proc ess the Cover Sheet in a Xerox Document Centre, to scan and email a document to yourself in just one step.

• Receiv e an d view the scanned docum ent on your desktop.

• Look at ot her tasks you can perform with FlowPort forms.

To open the Quickstart tutorial:

Click the blue graphic that says step me through the

Quick Start.

Taking the Quic ksta rt tu toria l

Logout fr o m F lowPort

To logout from the FlowPo r t Web Centre:

The Q uicksta rt online help window o pens. U se the gre en back and forward arrows to navigate through the pages.

When you a re finished, click the u p per right corner of the window to close it.

Click th e lo gout link in th e upper right c orner of the Web Centre interface. You are returned to the Welcome page

Note: Closing your Web browser or going to another Web site does not l og you ou t of FlowPort. You should always click the logout link to logout.

Chapter 2: Gett ing sta rted ❖ 2-5

2-6 ❖ Xerox FlowP ort U ser G uid e

Quick look at using FlowPort Chapter3

This chapter introduces you to FlowPort, and demonstrates a numbe r o f ways you can use FlowPort’s PaperWare forms to simplify scanning, distributing, and storing your hard copy documents for later access.

Use this chapter as a companion to Chapter 5, “FlowPort capabilities.” Each scenario described in this chapter refers to detailed steps in Cha p ter 5 that you can follow to perform that task.

This chapter contain s the fo llowing:

Introduction to FlowPort .................................................... 3-2

Document management scenarios ..................................... 3-4

Scan to email ................................................................. 3-5

Distributing documents multiple ways ............................. 3-6

Accessing documents with Document Tokens ................ 3-10

Retrieving documents with Document Catalogs ............. 3-11

Distributing previously stored documents ...................... 3-12

Copying a stored document to another repository ......... 3-17

Retrieving your documents when traveling .................... 3-18

Getting a form at anytime ............................................ 3-19

Getting Help about a form .............. ......... ..................... 3-20

Chapter 3: Quick look at using FlowP ort ❖ 3-1

Introduct ion t o Flo wPort

Introduction to FlowPort

FlowPort enables you to easily t ransform your paper documents into electronic f orm, so that you can distribute and access them within the digit al world of your office.

For instance, FlowPort lets you scan an d:

• store d ocu ments

• email documents

• Internet Fax documents

• remotely print your docu ments

• later print and route your stored do cuments for emailing, storage, Internet Fax, or remote printing .

To help you with these tasks, FlowPort provides you with PaperWare forms. Using DataGlyph PaperWare forms contain machine-readable instructions.

The DataGlyph is locat ed in the lower right quandrant of each example form shown in this chapter.

To process your documents, you typically use a Co ver Sheet to give instructions to the FlowPort server. The Cover Sheet information is scanned in with a digital device, such as a Docu ment Centre or Internet F ax machine.

Figure 3.1 illustrates how you can enter FlowPort PaperWare forms in a digital device like the Xerox Document Centre to perform various tasks.

technology,

3-2 ❖ Xerox F lowP ort U ser Gui de

Introduction t o Flo wPort

Figure 3.1 Xerox Document Center

In the same way, you can submit forms by Internet Fax. You can use an Acce ss Sh eet, such as a Document Token

or Document Catalog, to access and retrieve a stored document for printing or distributing.

Chapter 3: Quick look at using FlowP ort ❖ 3-3

Docume nt ma nag eme nt sc ena rio s

Document management scenarios

A list of document management scen arios is provided in Table 3.1. Each scenario is explained in more detail in the following sections.

Table 3.1 Document management scenarios

Scenario Description

Scan to email; page3-5 If you email documents frequentl y to an i m portant

recipi e n t— j u st create a C ov e r Sheet fo r th is t a sk an d use it repeatedly.

Distribut ing documents multiple ways; page 3-6 Email, Internet Fax, remotely print, and store a paper

document all in one step

Storing a document with special information; page 3-8

Accessing documents with Document Tokens; page 3-10

Retrieving doc ument s with Docume nt Ca talog s; page 3-11

Use a work flow Cove r S heet to st or e a docu ment w ith a title, su m mary, keywords, an d o ther information, to help make sharing your documents easy.

Carry a single Document Token in place of a 50-page (or more) stored document.

Use a Document Catal og to select and pri nt the exact combination of documents you need.

Distributing previousl y sto red documents; page 3-12

Copying a stored document to another repository; page 3-17

Retrieving your documents when traveling; page 3-18

Getting a form at anytime; page 3-19 Re-fetch a fresh version of any form d irectly from the

Getting Help about a form; page 3-20 Get printe d h elp about a PaperWare form any time.

Distribute a stored document by em ail, Internet fax, or remote pr in ti n g.

Copy a stored docum ent to another repository.

When traveling, retrieve an d print documents that ar e stored at your workplace

digital device— no need to go to the desktop.

3-4 ❖ Xerox F lowP ort U ser Gui de

Document management sce narios

Scan to email

Checkbox for emailing to John Friend

TIP: This Cover sheet is specially created with a checkbox pre-checked, so the email address is always selected

With FlowPort, scanning to email is as easy as copying. For example, if you email documents frequently to an important recipient, you can create a Document Distribution Cover Sheet with one email recipient, as follows:

Figure 3.2 Document Distribution Cover Sheet to one

recipient

When you ha ve a hardcopy document to send to a single

person , m a rk the che ckbox for

JohnFriend @com pany.com.

Put this Cover Sheet in front of the document.

Chapter 3: Quick look at using FlowP ort ❖ 3-5

Docume nt ma nag eme nt sc ena rio s

Put both in the Xerox Document Centre; select the Scan

tab/FlowPort scan template, and press the Start button (or fax them from an Internet fax device to flowport@your-FlowPort-addressname. See “Sending the

Internet Fax job” section on page 4-5).

The document is emailed as a PDF or TIFF image attachment.

Note: The example form above was created with the email checkbox pre-checked. When you create a form, you can make a ch eckbox pre-checked if you want that option always to be selected.

For detailed steps, refer to the “Emailing a document with

FlowPort” section on page 5-3.

Distributing

documents multiple

ways

You can email, Internet Fax, sto re, an d remotely print a document.

In the FlowPort Web Centre, you create a Cover Sheet with checkboxes for emailing, storing to a repository, submitting an Internet Fax, printing to a remote location, or any combination of these tasks. Figure 3.3 illustrates an example of a Cover She et.

3-6 ❖ Xerox F lowP ort U ser Gui de

Checkboxes for email

Checkboxes for selecting an email subject

Checkbo xes for storing in a repository

Document management sce narios

Figure 3.3 Cover Sheet with Checkboxes

Checkbox for Internet faxing

Check this option to send an image attachment as well as the URL of a document (when both an email and a repository checkbox a re marked)

Checkboxes for remote printing

For example, to email a document to two recipients and then Interne t Fax the document, perform the follow i ng steps:

Mark the app ro priate Email to an d Internet Fax to

checkboxes.

Chapter 3: Quick look at using FlowP ort ❖ 3-7

Docume nt ma nag eme nt sc ena rio s

Place this Cover Sheet and the document into a Xerox

Document Centre or an Internet Fax machine.

Select the Scan tab/FlowPort scan template on a

Document Centre (or an Internet Fax machne sending to flowport@FlowPort-InternetFaxAddress) and press Start.

The document is emailed and faxed, all in one step. For detailed steps, refer to the “Distributing a document

in multiple ways” section on page 5-14.

Storing a document

with special

information

You can store a docu ment to a document repository with identifying information—Title, Summary, Keywords, and other document ma nagement fields that help you organize and share your doc ume nts.

For examp l e, t h e w ork f low Cov er Sheet (Fig u r es 3.4) lets a member of the marketing group store a document by product name such as tagging it as an article, brochure, or press release. At the same time, the marketing member can send the sales team a m essag e wit h a URL pointer to the stored documen t, print it at a group printer, or both.

3-8 ❖ Xerox F lowP ort U ser Gui de

Marketing checkbox stores to a repository

Product checkboxes store the document with a “Ti tle” that is the product name.

Type of Do cument check b oxes store t he document with a “Summary” describing the type o f document.

Notify checkboxes send email with the URL of the stor ed document t o the Sales Group, print th e d ocument at a remote pri nter, or both.

Document management sce narios

Figure 3.4 Cover Sheet with Spec ial Information

For more information, re fer to the following sections:

• “Storing docu ments to a repository” section on

page 5-18 to store to a repository (example: Marketin g

checkbox).

• “Storing a document with document manage ment

fields” section on page 5-25 to associate a Title,

Summary, and other fields with the stored document (for example, Type of Docum ent and Product checkboxes).

• “Emailing a stored document URL” section on page 5-7 to ema il a UR L (example: Sales Group checkbox).

Chapter 3: Quick look at using FlowP ort ❖ 3-9

Docume nt ma nag eme nt sc ena rio s

• “Sending a document to a remote printer” sectio n on

page 5-12 to send to a remote printer (example: Palo

Alto Printer checkbox)

Accessing documents

with Document

Tokens

Document Token has a thumbnail image of the documen t that th is Token repre sen ts

When you store a document to a repository that supports access from FlowPort, you receive a PaperWare Document

Token document you stored. Figure 3.5 illustrates an examp le of a Document Token.

Figure 3.5 Document Token

which is a piece of paper that re presents the

3-10 ❖ Xero x Flo wPor t Us er G uide

You can use a Document T oken to re trieve, print, re-route, or re-fax the original docume nt b y scanning this one page, even if that document is a large file.

Document management sce narios

For more information, re fer to the following sections:

• “Storing docu ments to a repository” section on

page 5-18

• “Retrieving and printing w ith a Document Token”

sect io n on pa ge 5-37 and “E mailing a stored document URL” section on page 5-7.

Retrieving documents

with Document

Catalogs

You can get direct access to the documents in an electronic document repository with a paper Document Catalog.

In the FlowPort Web Centre, you can create a Document Catalog, which is a PaperWare form, that lists the contents of a repository. Figure 3.6 illustrates a n e xample of a Document Catalog.

Figure 3.6 Document Catalog

DocuShare collection in a Web Browser

Document Catalog form

Chapter 3: Quick look at using FlowPort ❖ 3-11

Docume nt ma nag eme nt sc ena rio s

Use the Documen t Catalog to select and retrieve documents at the Document Centre or Internet Fax device. For example, to get a printed copy of one or more documents, just mark their checkboxes and scan in the Document Catalog.

Note: Document Catalogs can be created for repositories that support access by FlowPort, such as an FTP directory or a Xerox DocuShare collection.

For more information, re fer to the following sections:

• “Creating a Document C atalog” section on pag e 5-46.

• “Using a Document Ca talo g” section on page 5-47.

Distributing

previously stored

documents

Y ou can email, Internet Fax, or remotely print a document that you have stored to a repository without hav ing to retrieve and print it.

Create a Document Distrib ut ion Cover Sheet in the FlowPort Web Centre, with ch eckb oxes for email , Inte rnet Fax, remote printing, or storing, as shown in Figure 3.7.

Figure 3.7 Document Distribution Cover Sheet

3-12 ❖ Xero x Flo wPor t Us er G uide

Document management sce narios

Distributing single stored documents

There are two methods to distributing a single store d document.

• Mark checkb oxes on the Cover Sheet and place it in front of a Document Token that repres ents one stored document, as shown in Figure 3.8

Figure 3.8 Cover Sheet in front of a Document Token

that represents one stored document

Chapter 3: Quick look at using FlowPort ❖ 3-13

Docume nt ma nag eme nt sc ena rio s

• Place the Cover Sheet in front of a Document Catalog, with a checkbox marked, to select the stored document you want to distribute, as shown in Figure 3.9.

Figure 3.9 Cover Sheet in front of a Document Catalog

with one stored document selected

Document selected

3-14 ❖ Xero x Flo wPor t Us er G uide

Document management sce narios

Distr ibuting multi-sto red docu m ents

There are two methods for distributing multi-stored documents.

• P lace the C over Sheet in front of a Do c ument Ca talog that can represent more than one stored document.

— Mark chec kboxes on the Document Catalog to

select the documents that you w ou ld like t o distribute, as shown in Figure 3.10.

— Place both sheets into a Xerox Document Centre or

Internet Fax device (selecting the Scan tab and FlowPort scan template on a Document Centre) and scan the documents.

Figure 3.10 A Cover Sheet in front of a Document

Catalog that represents more than one stored document

Chapter 3: Quick look at using FlowPort ❖ 3-15

• Place the Cover Sheet in front of two or more Document Tokens, or a Document Token and a Document Catalog, or any combination of Document Tokens and Do cument Catalogs (a lso calle d Access Sheets), as shown in Figure 3.11.

Place all the sheets in the digital device and scan the documents.

Note: You can place any number and combination of Document Tokens and Document Catalogs after a Cover Sheet.

Figure 3.11 A Cover Sheet combined with Document

Tokens and Document Catalogs

3-16 ❖ Xerox Flo wPort U ser G uid e

For more information, re fer to the following sections:

• “Emailing a document with FlowPort” section on

page 5-3

• “Distributing a document in multiple ways” section on

page 5-14.

Document management sce narios

Copyi n g a s tored

document to another

repository

Once you store a do cument to a repository t hat supports access by FlowPort and re ceived a Document Token, you can use the Docume nt Token to copy the document to another repository. For example, you can c opy the stored document to a Do cuS hare Collection, Lotus Notes database repository a M i crosoft Exchange Folder o r another repository.

To copy a stored document to another repository:

Create a Document Distribution Cover Sheet that has

checkboxes for any repository you want, as shown in Figure3.12.

Figure 3.12 Document Cover Sheet that shows a new

repository

Plac e t he Cov er Sheet (w ith checkbox es marked) in front

of the D ocument Token.

Put both forms in a Xerox Document Centre (select the

Scan tab and FlowPort scan template) or an Internet Fax machine (send to flowpor t @ FlowP o rt-Internetfa xAddr ess, your server's Internet Fax a ddress), a nd press St art .

The document is stored in the selected repository. For more information, re fer to the following sections:

• “Creating a Document Token” section on page 5-43

• “Storing docu ments to a repository” section on

page 5-18.

Chapter 3: Quick look at using FlowPort ❖ 3-17

Docume nt ma nag eme nt sc ena rio s

Retrieving your

documents when

traveling

When traveling, you do not have to take all your hardcopies with yo u. You can carry Document Tokens or Document Catalo gs that represent docume nts stored in a repository on your company intranet.

Figure 3.13 Document Token and Document Catalog

Follow these guidelines to use these forms when you are away from your off ice:

• If you are at a location inside your company (within your company's fire w all) , y ou can use Document Tokens and Do cument Catalogs in any Document Centre with a template that points to a FlowP or t server; or you can use the m in an Internet Fax device. Fax the documents from an Internet Fax device to

flowport@your-FlowPort-addressname (see “Scanning forms

in the Xerox Document Centre” section on page 4-2)

to determine if a Document Centre points to a FlowPort server).

3-18 ❖ Xero x Flo wPor t Us er G uide

• If yo u are ou tside your company (at a hotel or other office location), you can Internet Fax your D ocument T okens and Document Catalogs to the FlowPort server. The stored documents will be retrieved and faxed back to the Internet Fax d evice.

For more information, re fer to the following sections:

• “Retrieving and printing w ith a Document Token”

section on page 5-37

• “Using a Document Ca talo g” section on page 5-47.

Document management sce narios

Getting a form at

anytime

You can copy a version of any form directly on a cop i er. There is no need to go back to your PC t o prin t a n ew form.

Y ou can also print a new form by marking the checkbox at the bottom of the form that says Cancel & Re-fetch, as shown in Figure 3.14.

Figure 3.14 PaperWa re form with the Cancel & Re-fetch

box

Put an ‘X’ in the Cancel & Re-fetch box

Scan the form in a digital device (a Xerox Document Centre with the Scan tab and FlowPort scan t emplate selected). A new version is printed out for you. If you check Cancel & Re-fetch, any other checkbox you mark on the form is not processed, unless you also marked the Help bo x at the bottom of the form.

Note: The Cancel & Re-fetch checkbox is normally not ava i l a ble on Int ernet faxable forms.

For more information, refer to the “Getting a new copy of

a FlowPort form” section on page 4-8.

Chapter 3: Quick look at using FlowPort ❖ 3-19

Docume nt ma nag eme nt sc ena rio s

Getting Help about a

form

You can get printed help about a form when using the Document Centre. Mark the Help checkbox on a ny form, as shown in figure 3-12.

Figure 3.15 PaperWa re form with the Help box checked

Put an ‘X’ in the Help box

Scan th e form to get a print ed sheet a bout ho w to use the form. If you ch eck He lp, any other checkbox you mark on the form is not processed unless you also marked the Cancel & Re-fetch box at the bottom of th e form.

Note: Internet-faxable f orms gener ally do not have a Help box, due to the size of the Da ta Gl y p h on the form.

For more information, re fer to the “Printing Help for a

FlowPort form” section on page 4-9.

3-20 ❖ Xero x Flo wPor t Us er G uide

Using FlowPort forms Chapter4

This chapter describes the four kinds of FlowPort’s PaperWare forms and how to submit them. You can scan forms in a Xerox Document Centre, or enter them in an Internet Fax device and fax them to the FlowPort server. Also included are steps to get a co py of a form when you need one, and to pri n t help a bout a form.

This chapter contain s the fo llowing:

Scanning in FlowPort forms ................................................ 4-2

Scanning forms in the Xerox Document Centre ............... 4-2

Scanning forms by Internet Fax ...................................... 4-3

Printing forms with fax-size DataGlyphs ...................... 4-3

Sending the Internet Fax job ........................................ 4-5

Using Cover Sheets a nd other types of forms ...................... 4-6

Cover Sheets . ...................................... ........................... 4-6

Access Sheets ................................................................. 4-7

Options Sheet ........... ......... ...................................... ...... 4-7

Tips about using forms ...................................................... 4-8

Marking a ch eckbox ....................................................... 4-8

Getting a new copy of a FlowPort form ........................... 4-8

Printing He lp for a FlowPort form .................................... 4-9

Chapter 4: Using FlowPort form s ❖ 4-1

Scannin g in F low Port fo rms

Scanning in FlowPort forms

There are currently two input portals from which you can scan in FlowPort forms. These portals are:

• Xerox Document Centre

• Internet Fax device

The following sections describe how to process your forms in each of these devices.

Scanning forms in the

Xerox Document

Centre

Y ou can scan FlowPort forms in a Xerox Document Centre that is scan enabled.

Note: The Xerox Document Centre must be enabled to send jobs to the FlowPort server.

If a Document Centre is FlowPort enabled, you can press the Scan or Network Scanning tab on the Touch Screen to view the list of scan templates such as “FlowPor t.xst” or the default template (default.xst), which may be set to scan your forms to FlowPort. Check w ith your F lowPort administrator if you do not kno w if a Xerox Document Centre is enabled for FlowPort or do not know the name of the FlowPort sca n templ ate.

Refer to Chapter 1: Welcome, to get the email address of your FlowPort administrator.

To scan a FlowPort form in the Xerox Document Centre:

Mark the appropriate ch eckbox es on the f orm. Depending o n whether the form is a Co ver She et or an

Access Sheet, it can be placed in the device alone or with accompanying pages.

4-2 ❖ Xerox F lowP ort U ser Gui de

Scan ni ng i n F low Po rt for ms

At a Xerox Document Centre, perform the following:

A Place the form (and any accompanying documents) in

the docu ment f eede r. A single form such a s a Doc ument Token or Document Catalog can be placed on the scanner platen.

B On the control panel, press the Scan or Network

Scanning tab.

Caution: You cannot scan forms to FlowPort if Image Quality is set to Photo.

C Select a FlowPort scan template. (In a FlowPort-enabled

Xerox Docum en t Ce ntre, this is genera lly default.xst; or a FlowPort scan template such as FlowPort.xst is auto-highlighted. Chec k with yo ur FlowPort administrator.)

D Press the Start button.

Note: You may nee d to login at t he Document Ce nt r e or use a Login Sheet; for example, if you use a private FlowPort form or your administrator has defined special security policies.

See the “Security and your FlowPor t system” section on

page 8-2.

Scanning forms by

Interne t Fa x

If you are traveling and have access to an Intern et Fax device, you can submit yo ur PaperWare forms to the FlowPort server via Internet Fax.

When you Int er net Fa x a Pa pe rWare form to t he Flow Po r t server, the results are sent back to the sender of the fax. If you send jobs from an Internet Fax device, the results are sent back by FlowPort and printed to that device. If the Internet Fax machine is not able to print, you can specify your own email address as the sender and th e results will be emailed to you.

Printing forms with fax-size DataGlyphs

A DataGlyph is the region of small characters in the lower right of a PaperWare form that encodes information for processing the form. If you int en d to sen d a form by Internet Fax, it is recommended that you print it with larger size DataGlyph characters, suitable to typical Internet Fax resolution.

Chapter 4: Using FlowPort form s ❖ 4-3

Scannin g in F low Port fo rms

Note: If the DataGlyph is ripped, marked, or too light, FlowPort may have trouble processing your form.

To print a fo r m with Internet Fax-size Da ta Glyphs :

the FlowPort Web Centre” section on page 2-2).

Click the Forms button.

In the Forms and Applications page, create the form you

want to use, or if the form already exists, locate it on the page. (Refer to th e “ C reating a new form” section on

page 6-5.)

Click the selection box to the left of the form. For

example:

Click Print.

In the Print Chooser window, make sure t ha t the de f a ult

Printer Name and Printer Type are correct.

4-4 ❖ Xerox F lowP ort U ser Gui de

For DataGlyph size, se le ct the size according to the

resolution of the Internet fax device on which you will process the form.

Regular fine mode—use for forms to be scanned using superfine resolution.

Small standard mode—use for forms to be scanned using fine resolution.

Large standard mode—use for forms to be scanned using standard re solution. Wh en using Large standard mode, the DataGlyph region is significantly larger, and the printed form does no t have the He lp and Cancel & Re-fetch chec kboxes .

Click OK.

Scan ni ng i n F low Po rt for ms

Sending the Internet Fax job

To Internet Fax your forms to the FlowPort server:

Place the form and any accompanying docume nts into

the In t ernet Fax device. Refer to the “Using Cover Sheets and other types of

forms” section on page 4-6 for more about the order in

which you plac e Pa pe rWare forms .

Make sure the Internet Fax device is set to Text Mode.

Use an I nternet Fa x addre s s like the f o llowing:

flowport@FlowPort-InternetFaxAddress

flowport is a default Internet Fax address for submitting

PaperWare forms to the FlowPort server. FlowPort-InternetFaxAddress is the address designated by

your administrator for the FlowPort server to receive Internet Fax es.

You can see the Internet Fax address for your FlowPort serv er by opening up your I nt ernet Fa x application options page. Click the Options button, and then the Internet Fax Mailbox link. At the top of the screen, your personal Int ernet Fax address is di s played in quot es. The text that appears after the “@” is your FlowPort Internet Fax ad dress name. When you Internet Fa x forms to the FlowPort server, replace the user name (whic h appe a r s before the “@”) with flowport.

Note: Unless specified, a Login Sheet is not requi red when submitting jobs by Internet Fax. However, you are required to use a Login Sheet if using a shared or private form, or if your FlowPort adm inis trat or has specified that all jobs have user name s and passwords.

See the “Security and your FlowPort system”

section on page 8-2.

Chapter 4: Using FlowPort form s ❖ 4-5

Using Cov er S hee ts an d o ther types of form s

Using Cover Sheets and other types of forms

PaperWare provides you with four kinds of forms. They are used differently, and if combined in a job, are placed in a particular order according to the type of form. Table 4.1 summarizes the four type s of forms and how they are used .

Ta ble 4.1 PaperWare form types

Form Example Summary of where to place in a job

Cover Sheet Distribute Document Place in front of document pages to start a new job. Access Sheet Document Token

Document Catalog

Options Sheet Document Options Place after a Cove r Sheet (cannot be used without a Cover

Cover Sheets

Example Distribute Document Cover Sheet

A Cover Sheet is placed first in a job, and can be followed

by a document. It starts a FlowPo rt jo b.

A Cover Sheet gives instructions about what to do with the document that follows it.

You can place more tha n o ne Cove r S heet in a stack, if you want to batch your PaperWare forms. The jobs are run in the sequence in which they are entered. Each time the FlowPort server detects a new Cover S he et, it ends th e previous job and starts a new job.

Place by itself, with other Access Sheets or after a Cover Sheet.

Sheet).

authentication.

4-6 ❖ Xerox F lowP ort U ser Gui de

Using Cove r Sh eets a nd ot her t ypes of for ms

Access Sheets

Examples Document Token, Document Catalog

Options Sheet

Examples Document Options Sheet

An Access Sheet represents a document. It can be used as if it were the original document.

An Access Sheet can be used (placed in a device) alone to retrieve and copy the stored document.

You can also place an A ccess Sheet with other Access Sheets, or after a Cover She et. If placed after a Cover Sheet, the Access Sheet is used as if it were the original document. For examp l e, a Distribute Document Cover Sheet can be used w ith a D ocument Token to email a stored document.

An Options Sheet is placed af te r a Cover Sheet to add instructions about processing.

An Options Sheet is used with a Cover or Access Sheet; the Option s Shee t is place d just after th e Cover S heet or before the Access Sheet.

Note: You can use an Option Sheet without a

Cover Sheet or Access Sheet only if document management information is not required for document processing. For example, if Network Accounting data is only required, a Cover or Access Sheet is not needed to process the job.

Login Sheet

The Login Sheet, placed on top of the paper stack, provides authentic ation for a FlowPort job. The Login Sheet is typically used for private PaperWare forms. In some instances, the FlowPo rt administrator may require FlowPort users to login before submitting a job to the FlowPort server. The Login Sheet is used to satisfy this requirement.

Note: You can only use one Login Sheet for each

PaperWare job.

See the “Using the Login sheet” section on page 8-7 for more information about the Login Sheet.

Chapter 4: Using FlowPort form s ❖ 4-7

Tips about using forms

This section provides helpful tips for using PaperWare forms.

Marking a checkbox

Getting a new copy

of a FlowPort form

When you mark checkboxes on a PaperWare form, follow these guidelines for the best processing results:

• Mark checkbox with an 'X,' or fill in the entire box.

• Use a dark pen if possible (faint pencil marks may not be detected)

For example:

If you have a form that h as been used and wish to obtain a new form with checkbox es u nmarked, you can get a fresh printout of any Pa p erWare form without goi ng to the FlowPort Web Centre by doing the following steps.

Mark an 'X' in the Cancel & Re-fetch checkbox at t he

bottom of the PaperWare form.

4-8 ❖ Xerox F lowP ort U ser Gui de

Note: When you mark the Cancel & Re-fetch box, it cancels out all other checkboxes on the form (except for the Help box, which you can check to print help on using the form). If you mar k any othe r checkb ox options, they are not processed.

Forms printed using Large Standard Mode DataGlyphs d o not have the Cancel & Re-fetch box.

Tips about using forms

Place the form in the input device.

Refer to the “Scanning forms in the Xerox Document

Centre” section on page 4-2 to process the form.

A clean unmarked version of the form is printed.

Printing Help for a

FlowPort fo r m

You can print a Help pag e about using a PaperWare form by checking the Help box and scanning in the form.

The Help sheet provides general inform ation about using that type of form.

To get PaperWare form information:

Mark an 'X' in the Help checkbox at the bottom of the

form.

Note: When you mark the Help box, it cancels out all other ch e ckboxes on the form (e xcept f or the Cancel & Re-fetch box, whic h you can check to re-print the form at the same time you are retr i e ving help). If you mark any other checkbox options, they are not processed.

Forms printed using Small Standard Mode or Large Standard Mode DataGlyphs do not have the Help box.

Place the form in the input device.

Refer to the “Scanning forms in the Xerox Document

Centre” section on page 4-2 to process the form.

A Help page about using this FlowPort form is printed.

Chapter 4: Using FlowPort form s ❖ 4-9

4-10 ❖ Xerox Flo wPort U ser G uid e

FlowPort capabilities Chapter5

This chapter provides a task-oriented approach to using your FlowPort applications. Choose a task and follow the specific steps required to create a form and use it for that task.

Tasks are divided into the following:

• Distributing your paper documents to the digital world

• Storing documents to a repository

• Retrieving stored documents from a repository

• Receiving Internet Faxes through FlowPort

This chapter contain s the fo llowing:

Distributing your documents to the digital world ................ 5-3

Emailing a document with FlowPort ................................ 5-3

Confirming your document was sent or received .............. 5-6

What if the email address was wrong? ........................ 5-6

What about other mail server problems? ..................... 5-6

Authentica tion problems ............................................. 5-6

Emailing a stored document URL .................................... 5-7

Distributing a document by Internet Fax ....................... 5-11

Sending a document to a remote printer ....................... 5-12

Distributing a document in multiple ways ..................... 5-14

Chapter 5: F low Port c apabi litie s ❖ 5-1

FlowPort ca pabilitie s

Storing documents to a repository .................................... 5-18

Repository Information ................................................. 5-21

Storing a document with docu ment man age ment f ields 5-25

Repository document management fields ...................... 5-29

Creating a Document Options Sheet ............................. 5-33

Using the Document Options Sheet .............................. 5-36

Retrieving you r stor ed documents from a repo sitory ... .... ... 5-37

Retrieving and printing with a Document Token ............ 5-37

Emailing a stored document ......................................... 5-38

Distributing a stored document in other ways ............... 5-40

Creating a Document Token ......................................... 5-43

Using a Document Token .............................................. 5-45

Creating a Document Catalog ...................................... 5-46

Using a Document Catalog ........................................... 5-47

Receiving Internet Faxes through FlowPort ........................ 5-49

Your Internet Fax address ............................................. 5-51

5-2 ❖ Xerox F lowP ort U ser Gui de

Using Network Accounting with FlowPort ......................... 5-52

Printing with your Network Accounting ID .................... 5-52

Using a form to set Network Accounting IDs ................. 5-53

Setting your default Network Accounting ID .................. 5-55

Distribu ting your documen ts to the digita l world

Distributing your documents to the digital world

Emailin g a document

with FlowPort

You can email a document by creating a D istribute Document Cover Sheet, an d then scanning it to FlowPort with the document.

To create a Distribute Document Cover Sheet for emailing a document:

the FlowPort Web Centre” section on page 2-2).

Click the Forms button.

In the Forms and Applications page, under Distribute

Document, click the Create New Cover Sheet link.

In the Cover Sheet Creator page, click title goes here and

enter a title in the Title box .

From the menu, click Email Recipient.

On the form, click the blue arrow icon (below the Send To

heading).

In the Email Recipient wi ndow, enter the following:

• Email address—the address for an individual or group. You can enter more than o ne address, separated by commas.

•In the Checkbox l abel—enter a label to appear on the form beside the checkbox.

• Send URL if available—click the checkbox to email the URL of the repository that contains the document, instead of emailing the actual document. To use this option, you must add a checkbox for the URL of a document repository on the form. See “Ema iling a

stored document URL” section on page 5-7.

Chapter 5: F low Port c apabi litie s ❖ 5-3

Distrib uting yo ur d ocume nt s to t he digit al w orld

For File Format for Scanned Documents (optional), you

can select one of the following formats for scanned documents:

• TIFF—creates a TIFF image.

• PDF Image Only—creates a simple PDF file .

• PDF (searchable text)—creates a PDF file with

• Other—creates a file format you choose from the

Click OK.

The checkbo x and label d isplay on the f orm.

You can repeat steps 5 to 9 for additional email checkboxes.

page-by-page search capability.

menu.

Note: TIFF allow users to perform OCR (optical character recog n ition ) on the document. For all other formats, except PDF Image Only, FlowPort performs OCR on the document using TextBridge from ScanSoft, Inc.

Note: You may want a checkbox option to be always

selected

—for example, if it is the only checkbox on the

form. To make the checkbox pre-selected, click the checkbox on the form.

5-4 ❖ Xerox F lowP ort U ser Gui de

T o add an Email Subject:

A From the menu, click Email Subject. B On t h e form, cl i ck a blue ar row. C In the Subject box, enter th e text you want and click OK.

Note: By adding one or more Email Subjects, you can select a message subject when emailing a document.

For Limit Form Access To, click one of the following to

specify who can use t he f orm:

• Public Use—allows anyone to use the form. You need to authenticate if an administrator has created special security requirements.

• Shared Use—al lows any local FlowPort user to use the form, provided ‘guest’ access is enabled on the Document Cen t re. See yo ur administrator if you are not sure.

Distribu ting your documen ts to the digita l world

• Private Use—allows only the form's owner (providing authentication) to use the form.

Note: In general, create a form as ‘Public’ or you may need to provide authenticat ion s uch as a Login Sh eet, as described below. Refer to Chapter 8: Using shared and private forms.

Click the Save & Print button.

Click the Continue button.

The form appears on the Forms and Applications page and is printed at your default printer.

To scan the Cover Sheet and document to FlowPort:

Place your Cover Sheet on top of a document that you

want to email . If the Cover Sh ee t is ‘P ri vate,’ or your sy st em has security

restrictions, provide authentication by placing a Login Sheet on top of the Cover Sheet or login at the Document Centre. See “Login at the D ocument Centre” section on

page 8-9.

Mark checkboxes to all email recipients you want to send

the document.

Refer to the “Scanning in FlowPort forms” secti o n o n

page 4-2 to process the Cover Sheet and document in a

Xerox Document Cent re or a Inte rnet Fax device.

Chapter 5: F low Port c apabi litie s ❖ 5-5

Distrib uting yo ur d ocume nt s to t he digit al w orld

Confirming your

document was sent

or received

When you email a document using a Distribute Document Cover She et , you receive one of the following:

• If your Cov er Sh eet was su ccessfully processed, a confirmation sheet is printed with a list of the email recipients.

• If there was a pr oblem proc essing the Cover Sheet, an error message is printed. It may show a pictu re of the Cover Sheet, indicating any problems such as checkboxes that must be marked in order to process the form.

Note: If your Job Confirmation Method is not set to Printer, then confirmations and errors are issu ed using the method you selected. To select a job confirmation method, click the Ac count b utton .

What if the email address was wrong?

If you entered an incorrect email address when creating the Cover Sheet, the document will not be emailed successfully. An “unable to deliver mail” message is sen t by the mail server back to th e ow ner of the Cover Sheet.

What about other mail server problems?

If the mail server that receives the email is not operating, does not recognize the email re cipient address, or is unable to deliver the email for other reasons, any “unable to deliver mail” message is sent back to the owner of the Cover Sheet.

5-6 ❖ Xerox F lowP ort U ser Gui de

Authentication problems

If you have problems processing the Distribute Document Cover Sheet , check to see whet her it is ‘Pr ivate ’ or ‘Sha red’ (indicated in the upper right corner). If chec ked ‘ P rivate ’ or your Administrator has placed special secu rity restrictions on your Xerox Do cument Centre, you may need to authenticate the job; for example, a Login Sheet is required. See the “Providing authentication when you use

FlowPort forms” section on page 8-6.

Distribu ting your documen ts to the digita l world

Emailing a stored

document URL

If you prefer not to email a document as an image attachment, which uses space in the mailbox of the email recipients, you can store a document in a repository and email the URL to rec ipients .

The Distribute Document C over Sheet must include two types of checkboxes: a chec k bo x for the repository and checkboxes for em ail rec ipients .

First, create a Distribute Document Cover Sheet, and then scan it to FlowPort with the document .

To create a Distribute Document Cover Sheet for storing a document and emailing the URL:

the FlowPort Web Centre” section on page 2-2).

Click the Forms button.

In the Forms and Applications page, under Distribute

Document, click the Create New Cover Sheet link.

In the Cover Sheet Creator page, click title goes here and

enter a title in the Title box .

From the menu, click Email Recipient.

On the form, click the lower blue arrow icon (below the

Send To heading).

In the Email Recipient wi ndow, enter the following :

Email address—the address for an individual or group. You can enter more than o ne address, separated by commas.

Checkbo x label—the text that appears on the form (usually the name of the email recipient).

Send URL if available—click to email the URL of the repository that contains the document, instead of emailing the actual document. To use this option, you must add on the form, a checkbox for the URL of the specified repository.

This feature allows you to scan the document to a repository at the same time it emails to r eci pients the URL to the document.

Chapter 5: F low Port c apabi litie s ❖ 5-7

Distrib uting yo ur d ocume nt s to t he digit al w orld

Click OK.

The checkbo x and label d isplay on the f orm. You can repeat steps 5 to 8 to add any other email checkboxes.

T o add an Email Subject:

A From the menu, click Email Subject. B On t h e form, cl i ck a blue ar row. C In the Subject box, enter th e text you want and click OK.

From the menu, select Heading.

Click the lowest blue arrow icon.

Note: Although you can select an option for File Format for Scanned Documents, if you are emailin g th e URL of a stored document, the document is stored in the format you select for the Repository checkbox. Refer to Step 19 on page 5-9

Note: By adding one or more Email Subjects, you can select a message subject when emailing a document.

5-8 ❖ Xerox F lowP ort U ser Gui de

In the Heading box, type in a heading for a repository

checkbox or c heckbo xes (fo r example, Store To).

Click OK.

From the menu, click one of the repository menu items.

For sto ring a do cume nt and emailing the UR L, you can select an item for one of these repositories:

•Documentum Repository

•DocuShare Collection

• Domino Repository

• Domino.Doc Reposi tory

•FTP Directory

• iManage Repository

• Microsoft Exchange 2000 Web Folder

Click the lowest blue arrow icon.

In the window, enter the following:

Checkbox Label—displays text you want to appear on the form (usually the repository name).

Distribu ting your documen ts to the digita l world

Other repository information—the repo s it ory address , user name, password, or other information. (To view help, click a link for an option.).

Note: If you change your repository user name or password afterward, the Cover Sheet is invalid.

Click OK.

The checkbo x and label d isplay on the f orm. You can

repeat steps 15 to 17 to add ot her repository checkboxes.

Note: When you store a document to a repository that supports access, a Document Token is printed if your job confirmati on metho d (i n the Ac count page) is se t to Printer.

For File Format for Scanned Documents, select one of

the following:

• TIFF—creates a TIFF image.

• PDF Image Only—creates a simple PDF file .

• PDF (searchable text)—creates a PDF file with page-by-page search capability.

• Other—creates a file format you choose from the menu.

Click OK.

For Limit Form Access To, click one of the following t o

specify who can use t he f orm:

• Public Use—allows anyone to use the form. You will need to authenticate if an administrator has created special security requirements.

• Shared Use—al lows any local FlowPort user to use the form, provided ‘guest’ access is enabled on the Document Cen t re. See yo ur administrator if you are not sure.

Chapter 5: F low Port c apabi litie s ❖ 5-9

Distrib uting yo ur d ocume nt s to t he digit al w orld

• Private Use—allows only the form's owner (providing

Click the Save&Print button.

Click the Continue button.

The form appears on your Forms and Applications pageand is printed at your default printer.

To scan the Cover Sheet and document to FlowPort

Place your Cover Sheet on top of the document you want

to distribute. If the Cover Sh ee t is ‘P ri vate,’ or your sy st em has security

restrictions, provide authentication by placing a Login Sheet on top of the Cover Sheet or login at the Document Centre. Refer to Chapter 8: Using sh ared and priv ate forms .

Note: If you select Public Use or Shared Use, any Document Token that is printed as a result of storing a document to DocuShare with this Co ver Sheet w ill also be public or shared.

authentication) to use the form.

Note: In general, create a form as ‘Public’ or you may need to provide authenticat ion s uch as a Login Sh eet, as described below. Refer to Chapter 8: Using shared and private forms.

Note: When you store a document to a repository, the stored documen t inherits the permissions of that repository.

5-10 ❖ Xero x Flo wPor t Us er G uide

Mark the repository checkbox, and a checkbox for each

email recipient to receive the URL.

Refer to the “Scanning in FlowPort forms” secti o n o n

page 4-2 to process the Cover Sheet and document.

Note: When you store a document to a repository that supports acce ss by Fl o wport, a Docume nt Token is printed as a confirmation if your Job Confir m ation Method is Printer. The Document Token represents the stored document, and can be used to retrieve and print it. To select a confirm ation method, click the Accoun t button.

Distribu ting your documen ts to the digita l world

Distributing a

document by Internet

Fax

You can Internet F ax a document by cre ating a Distribute Document Cover She et , and th en scanning it to FlowPort with the document.

To create a Distribute Document Cover Sheet to Internet fax a document:

in to the FlowPort We b Centre” section in chapter 1).

Click the Forms button.

In the Forms and Applications page, under Distribute

Document, click the Create New Cover Sheet link.

In the Cover Sheet Creator tool, click title goes here and

enter a title in the Title box.

From the menu, click Internet Fax Recipient.

On the form, click the lower blue arrow icon (below the

Send To heading ).

In the Internet Fax window, enter the following:

Internet Fax address—address of the Internet fax machine.

Checkbox label—text to appear on the form (usually the Inte rnet fax machin e name or a ddress).

Send in Internet fax base mode format—keep this box checked if you are sending the document to an Internet fax machine.

Note: Uncheck this box only if you are sending the document to another user's FlowPort In tern et Fax mailbox and wish to send it in finer mode.

Click OK.

The checkbo x and label display on the form. You can repeat steps 5 through 8 to add more Internet Fax addresses.

For Limit Form Access To, cl ick one of the followi ng to

specify who ca n us e th e f orm .

Chapter 5: Flow Port cap abil ities ❖ 5-11

Distrib uting yo ur d ocume nt s to t he digit al w orld

• Public Use—allows anyone to use the form. You will

• Shared Use—al lows any local FlowPort user to use the

• Private Use—allows only the form's owner (providi ng

Click the Save & Print button.

Click the Continue button.

The form appears on your Forms and Applications page and is printed at your default printer.

only need to authenticate if an administrator has created spe c ial sec urity re quirements.

form, provided ‘guest’ access is enabled on the Document Cen t re. See yo ur administrator if you are not sure.

authentication) to use the form.

Note:In general, create a form as ‘Public’ or you may need to provide authenticat ion s uch as a Login Sh eet, as described below. Refer to Chapter 8: Using shared and private forms.

Sending a document

to a remote printer

To scan the Cover Sheet and document to FlowPort:

You can print a document to a remote printer b y creating a Distribute Document Cover Sh eet, and then scanning it to FlowPort with the document.

To create a Distribute Document Cover Sheet for remote printing:

Place your Cove r S heet on top of a doc umen t yo u wan t to send by Internet Fax, and mark the Internet Fax checkbox.

If the Cover Sh ee t is ‘P ri vate,’ or your sy st em has security restrictions, provide authentication by placing a Login Sheet on top of the Cover Sheet or login at the Document Centre. See page 8-6.

Refer to the “Scanning in FlowPort forms” secti o n o n

page 4-2 to process the Cover Sheet and document in a

Xerox Document Centre or a Internet fax dev ice.

5-12 ❖ Xero x Flo wPor t Us er G uide

Distribu ting your documen ts to the digita l world

Click the Forms button.

In the Forms and Applications page, under Distribute

Document, click the Create New Cover Sheet.

In the Cover Sheet Creator page, click title goes here and

enter a title in the Title box .

From the menu, click Remote Printer.

On the form, click the lower blue arrow icon (below the

Send To heading).

In the Remote Printer window, enter the following:

Printer name— pr i nter or Internet fax device on which to prin t, or the email addres s to use wh en emailing documents.

Note: To get the name of a netwo r ked Xerox Do cument Centre or other printer that is at a remote location, contact the system administrator. Click the Printer Name link in the Remo te P r i nter wi ndow fo r more information about prin ter names.

Printer type—type of printer. Checkbo x label—text you want to appear on the form

(usually the printer name). Network Accounting User ID (optional)—your User ID

for Network Accounting. Network Accounting Account ID (optional)—the

Account ID to which this print job will be charged.

Note: The Network Accounting IDs must b e regi stere d for the specified printer. For more information, see

“Using Network Ac counting with FlowP ort” s ec tion on page5-52.

Click OK.

The checkbo x and label d isplay on the f orm. You can repeat steps 5 through 8 to add more printers.

Chapter 5: Flow Port cap abil ities ❖ 5-13

Distrib uting yo ur d ocume nt s to t he digit al w orld

For Limit Form Access To, click one of the following to

specify who can use t he f orm.

• Public Use—allows anyone to use the form. You will

• Shared Use—al lows any local FlowPort user to use the

• Private Use—allows only the form's owner (providing

Click the Save & Print button.

In the foll owing s creen, click the Conti nue button.

The form appears on your Forms and Applications page and is printed at your default printer.

To scan the Cover Sheet and document to FlowPort:

only need to authenticate if an administrator has created spe c ial sec urity re quirements.

form, provided ‘guest’ access is enabled on the Document Cen t re. See yo ur administrator if you are not sure.

authentication) to use the form, .

Note: In general, create a form as ‘Public’ or you may need to provide authenticat ion s uch as a Login Sh eet, as described below.

Distributing a

document in

multiple ways

5-14 ❖ Xero x Flo wPor t Us er G uide

Place your Cove r S heet on top of a doc umen t yo u wan t to

print remotely, and mark the printer checkbox. If the Cover Sh ee t is ‘P ri vate,’ or your sy st em has security

restrictions, provide authentication by placing a Login Sheet on top of the Cover Sheet or login at the Document Centre. See page 8-6.

Refer to the “Scanning in FlowPort forms” secti o n o n

page 4-2 to process the Cover Sheet and document in a

Xerox Document Centre or an Internet fax device.

You can email, Internet Fax, sto re to a repository, remotely print a document, or perform a combinat ion of these tasks all at once. Create a Distribute Document Cover Sheet with checkboxes for all the tasks you want to perform, and select the appropriate checkboxe s before you scan in the form.

Distribu ting your documen ts to the digita l world

To create a Distribute Document Cover Sheet for distributing a document in multiple ways:

the FlowPort Web Centre” section on page 2-2).

Click the Forms button.

In the Forms and Applications page, under Distribute

Document, click the Create New Cover Sheet link.

In the Cover Sheet Creator page, click title goes here and

enter a title in the Title box .

From the m enu, select the type of checkbox you want to

add. The menu lets you add the following checkboxes for distribution:

• Email recipient—an em ail recipient 's address.

• Internet Fax Recipient—an Internet F a x recipient's address .

• Remote printer—the name of a remote print er.

• Documentum Repository—the name of a Document u m doc ba se .

• DocuShare Collection—the URL of a DocuShare collection.

• Domino Repository—the Domino server name and database path.

• Domino.Doc Repository—th e URL of a Do mino.Doc library.

• FTP Directory—the fully qualified na me or I P a ddress of an FTP file server.

• iManage Repository—the fully qualified name of an iManage server and a database name.

• Lotus Notes/Domino —the SMTP a ddr es s of a Notes or Domino re p o sitory.

• Microsoft Exchange 2000 Web Folder—the UR L of an Exchange Web Folder.

• Microsoft Exchange Folder—the SMTP address of a Microsoft Exchange public folder.

Chapter 5: Flow Port cap abil ities ❖ 5-15

Distrib uting yo ur d ocume nt s to t he digit al w orld

On the form, click the lower blue arrow icon (below the

Send To heading). In the window t hat is opened, enter th e requir ed

information. Email checkbox—refer to the “Emailing a docume nt

with Fl o wPort” s ection on page 5-3 in this chapter .

Repository checkbox—refer to the “S to ring docume nts

to a repo sitory” section on pag e 5-18.

Internet fax checkbox—refer to the “Distributing a

document by Internet Fax” section on page 5-11.

Remote print checkbox—refer to th e “Sending a

document to a remote printer” section on page 5-12.

It is recommended that if you have different kinds of

checkboxes on a form, separate them with headings such as Send to, Store to, Internet fax to, or Pri n t to .

To add a heading:

A From the menu, click Heading. B On the form, click the blue arrow at the place where you

C In the Heading window, en ter a heading. D Click OK.

want the heading lo ca ted.

5-16 ❖ Xero x Flo wPor t Us er G uide

For File Format for Scanned Documents, select one of

the following:

• TIFF—creates a TIFF image.

• PDF Image Only—creates a simple PDF file .

• PDF (searchable text)—creates a PDF file with page-by-page search capability.

• Other—creates a file format you choose from the menu.

Note: TIFF allows you to perform OCR (optical character recognition) on the document. For all other forma ts , except PDF Image Only, FlowPort performs OCR on the document using TextBridge from ScanSoft, Inc.

Click OK in the window.

The checkbo x and label d isplay on the f orm.

Distribu ting your documen ts to the digita l world

You can repeat steps 5 through 9 to add more checkboxes.

For Limit Form Access To, click one of the following to

specify who can use t he f orm.

• Public Use—allows anyone to use the form. You will only need to authenticate if an administrator has created spe c ial sec urity re quirements.

• Shared Use—al lows any local FlowPort user to use the form, provided ‘guest’ access is enabled on the Document Cen t re. See yo ur administrator if you are not sure.

• Private Use—allows only the form's owner (providi ng authentication) to use the form.

Note: In general, create a form as ‘Public’ or you may need to provide authenticat ion s uch as a Login Sh eet, as described below.

Click the Save & Print button.

In the foll owing s creen, click the Conti nue button.

The form appears on your Forms and Applications page and is printed at your default printer.

To scan the Cover Sheet and document to FlowPort:

Place your Cover Sheet in front of th e document you want

to distribute, marking checkboxes for the tasks you want to perform.

Note: If you mark an Email checkbox and a Store to Repository checkb ox at the s a me time, by default the

document will be stored, and only a URL will be sent to email recipients. If you wish to send the document itself (as an email attachment), de-select Send URL if available when you create the Email checkbox.

Refer to the “Scanning in FlowPort forms” secti o n o n

page 4-2 to process the Cover Sheet and document in a

Xerox Document Cent re or a Inte rnet Fax device.

Chapter 5: Flow Port cap abil ities ❖ 5-17

Storing docu ment s to a rep osit ory

Storing documents to a repository

To store a document to a repository you need to cre ate a Distribute Document Cover Sheet, and then scan to FlowPort with the document.

To create a Distribute Document Cover Sheet for storing a document to a respository:

the FlowPort Web Centre” section on page 2-2).

Click the Forms button.

In the Forms and Applications page, under Distribute

Document, click the Create New Cover Sheet link.

In the Cover Sheet Creator tool, click title goes here and

enter a title in the Title box .

Create a repository checkbox. From the menu, select a

repository. You can select one of these repositories:

5-18 ❖ Xero x Flo wPor t Us er G uide

•Documentum Repository

•DocuShare Collection

• Domino Repository

• Domino.Doc Reposi tory

•FTP Directory

• iManage Repository

• Lotus Notes/Domino

• Microsoft Exchange 2000 Web Folder

• Microsoft Exchange Folder

Note: You can create a Cover Sheet with checkboxes for more than one kind of repository.

On the form, click the lower blue arrow icon (below the

Send To heading).

In the Repository wind o w, ent e r the fol lowin g :

Checkbox Label—displays text you want to appear on the form (usually the repository name).

Storing documents to a repository

Note: If you change your repository user name or password afterward, the Cover Sheet will no longer work.

Other repository information—the repo s it ory address , user name, password, or other information. To view help, click a link for an option.

Note: Refer to Table 5.1 for information regarding specific repositories.

For File Format for Scanned Documents, select one of

the following:

• TIFF—creates a TIFF image.

• PDF Image Only—creates a simple PDF file .

• PDF (searchable text)—creates a PDF file with page-by-page search capability.

• Other—creates a file format you choose from the menu.

Click OK.

The checkbo x and label d isplay on the f orm. You can

follow steps 5 to 9 to add other repository checkboxes.

Note: When you scan a document to a repository that supports both storage and access by Flowport, a Document Token is printed if your job confirmation method (in the Account page) is set to Printer. Storing to the following repositories will ge nerate a Document Token:

Documentum DocuShare Domino Domino.Doc iManage Microsoft Exchange Microsoft Exchange 2000 Web Folder

Chapter 5: Flow Port cap abil ities ❖ 5-19

Storing docu ment s to a rep osit ory

For Limit Form Access To, click one of the following to

specify who can use t he f orm.

• Public Use—allows anyone to use the form. You will only need to authenticate if an administrator has created spe c ial sec urity re quirements.

• Shared Use—al lows any local FlowPort user to use the form, provided ‘guest’ access is enabled on the Document Cen t re. See yo ur administrator if you are not sure.

Note: If you select Public Use or Shared Use, any Document Token that is printed as a result of storing a document to a repository such as DocuShare, will also be public or shared.

• Private Use—allows only the form's owner (providing authentication) to use the form.

Note: In general, create a form as ‘Public’ or you may need to provide authenticat ion s uch as a Login Sh eet, as described below.

Click Save & Print.

Click Continue. The form appears on your Forms and

Applications page and is printed at your default printer.

To scan the Cover Sheet and document to FlowPort:

Plac e your Co ver Sheet o n top of th e do cumen t you want

to store.

Mark the checkbox to the repository where the document

will be stored. If the Cover Sh ee t is ‘P ri vate,’ or your sy st em has security

restrictions, provide authentication by placing a Login Sheet on top of the Cover Sheet or login at the Document Centre. See page 8-6.

Note: When you store a document to a repository, the stored documen t inherits the permissions of that repository.

Refer to the “Scanning in FlowPort forms” secti o n o n

page 4-2 to process the Cover Sheet and document in a

Xerox Document Centre or an Internet fax devic e.

5-20 ❖ Xero x Flo wPor t Us er G uide

Storing documents to a repository

Repository

Information

Ta ble 5.1 Repository Information Page 1 of 4

Repository Repository Information

FTP Directory Checkbox Label—The text you want to appear on the form (usually the

director y nam e). FTP Host Name—The fully quali fied name or IP address of the destinat ion file

server. For example: ftpserver.mycompany.com or 12.123.456.78. Name for a Remote FTP Directory— The directory pat h for storing

documents. For example: /ftp-public/mydocument s. FTP Remote Host User Name—The user name used for login (can be

"anonymous" if enabled for this FTP site). FTP Remote Host Password—The password used for login.

DocuShare Collection Checkbox Label—The text you want to appear on the form (usually the

DocuShare collection name).

URL for a DocuShare Collection—The complete URL of the collection.

DocuShare User Name—Your DocuShare user name. Yo u mus t have Reader

and Writer permissions to the collection you specified. DocuShare Password—Your DocuShare password.

Table 5.1 contains data required t o complete the repository address window.

Note: Open another browser window, go to the DocuShare collection you

want to use, copy all of the text that appears in the Address (or Location) box, and pa st e it into the URL for a DocuShare Collection box.

Note: Any forms created uses the same DocuShare user name and

password you specify, unl ess the information is c h anged.

Microsoft Exchange Folder Checkbox label—The text you want to appear on the form (usually the public

folder name). Exchange SMTP Addres s—T he SM TP address of the folder to store scanned

documents.

Note: To find the address, open Mic rosoft Outlook. Rig h t-click the pu blic

folder, then click Properties. Click the Summary (or Administration) tab, click the Personal Address Book button, and th en c lick OK. Open your Address Book and select Personal Address Book (or Contacts) from the Show Names from the menu. Double-click the public folder name. Click the E-mail Addresses tab to di sp lay the SM TP address ( or in the Contact window, double -c li c k th e pu bl ic fol d er nam e listed in th e E-mail section , and then click the E-mail Addresses tab in the Properties window to display the SMTP address.)

Chapter 5: Flow Port cap abil ities ❖ 5-21

Storing docu ment s to a rep osit ory

Ta ble 5.1 Repository Information Page 2 of 4

Repository Repository Information

Lotus Notes/Domino Checkbox Label—The text you want to appear on the form (usuall y the

database name) . Lotus Notes/Dom ino SMTP Address—T he SM TP address of the repository to

store scan ned doc ument s. See y our Notes or Domi no ad minist ra tor i f you don't know the addre ss.

Domino.Doc Repository Checkbox Label—The text you want to appear on the form (usually the

repository name ). URL for a Domino.Doc Library—The URL of the Domino.Doc library.

Note: In a browser window, go to the Domino.Doc library you want to

use, and login . Before openi n g a file c abinet in the library, copy all of th e text that appears in the Address (or Location) box, and paste it into the URL for a Domino.Doc Library box.

Domino.Doc User Name—Your Domino Web login name, which could be the same as the your Notes short name. You must have Editor or Manager access level to t he file cabinet you specify. See your Domino adm inistrator if you don't remember your access level.

Domino.Doc Password—Your Domino Internet password. See your Domino administrator if you don't remember your password.

Domino.Doc File Cabinet Name—T he nam e of the file cabinet in the library you specified.

Note: In a browser window, go to the Domino.Doc library you specified in

the URL for a Domino.Doc Library box, and lo gin. Se le ct a fi le cabi ne t i n the library and, if prompted, log in. At the top of the Domino.Doc workspace, the n ame of the file cabinet disp lays to the right of the file cabinet ic on. Copy the n a m e in to the Domino .Doc Fil e Cabinet N ame box. Do not copy the space at the end of the name.

Domino.Doc Binder Name—The name of the binder within the file cabinet you specified.

Note: In a browser window, go to the Domino.Doc library you specified in

the URL for a Domino.Doc Library box, and log in. Select the file cabinet you specified in the Domino.Doc File Cabinet Name box and, if prompted, login. Select the binder you want to use. At the top of the Domino.Doc worksp ace, the na me of the bind er displays to the rig h t of the binder icon. Copy the name into the Domino.Doc Binder Name box. Make sure you do not copy the space at the end of the name.

5-22 ❖ Xero x Flo wPor t Us er G uide

Ta ble 5.1 Repository Information Page 3 of 4

Repository Repository Information

Storing documents to a repository

Domino.Doc Repository

(continued)

Documentum Repository Documentum Docbase Name—The nam e of the Documentum docbase, or

iManage Repository iManage Server Name/Database Name—The fully qualified name of the

Domino.Doc Profile Name—The Domin o.Doc document profile, or type, to associate w ith a document when it i s stored in the specified binder using a Distribute Document Cover Sheet.

Note: In a browser window, go to the Domino.Doc library you specified in

the URL for a Domino.Doc Library box, and log in. Select the file cabinet you specified in the Domino.Doc File Cabinet Name box and, if prompted, log in. Select the binder you specif ied in the Domino.Doc Binde r N a m e box. On the Actions sidebar, click the New Document button. Under Document Prof ile, select a document type from the menu. Enter the document type you selected in the Domino.Doc Profile Name box. On the Actions sidebar, click the Cancel button.

repository. Documentum Object ID—T he 16-c har acter c ombinati on of hex ade cimal di gits

(0-9, A-F) that uniqu ely identifies the file or folder. Documentum Remote Host User Name—The user name used for login to

the Documentum system. Documentum Remote Host Password—The password used for login to the

Documentu m sy stem.

iManage server and the database nam e. For example: imanageserver.mycompany.com/imana gedb.

iManage Folder Path—The name of the iManage folder within the specified database.

iManage Remote Host User Name—The user name used for login to the iManage system.

iManage Remote Host Password—The password used for login to the iManage system.

Chapter 5: Flow Port cap abil ities ❖ 5-23

Storing docu ment s to a rep osit ory

Ta ble 5.1 Repository Information Page 4 of 4

Repository Repository Information

Microsoft Exchange 2000 Web Folder

Domino Repository Domino Server Name—The Domi no s erver 's In ternet h ost name. F or e xampl e:

URL for an Ex change Web Folder—The complet e URL of the Web Folder. For example: http://hostname/ public/folderna me .

Note: Open Windows Explorer or My Computer and double-click the Web

Folde rs icon. Locate th e folder you want to use, right-click on it , and then click Properties. Copy all of the text that appears after Location and paste it in to the UR L f or an Ex c han ge W eb Fol de r box. Then type or copy and paste the folder name that displays at the top of the Properties window after the text in the URL for an Exchange Web Folder box.

Exchange User Name—The user's Windows 2000 user name. The user must have sufficient access permissions to the Web Folder you specify.

Exchange Passwor d — The user's Windows 2000 password.

hostname.domain name. com.

Note: Do not ente r th e se rver's ho st nam e in Not e s for mat (hostn am e/

orgunit/org).

Database Path— The pathname for the database. Use a forward sl ash (/) to separate directory names. For example: announcement.nsf or hr/resume.nsf.

Note: Do not inclu d e th e da ta direc t ory (for example,

c:\lotus\domino\data\) in the pathname.

Form Name—The name of the form to use when crea ti ng a docum ent in the database. For example: Employee Profile.

Note: If the Domi no for m re q uires certa in fiel d s , th en you mu st al so

include the corresponding Document Management Fields on the form template. Your Domino administrator can provide you with the list of any required fie ld s .

Web Login Name—The Domin o user 's W eb logi n name . The user mus t have at least Author ac cess level to the specified database. See your Domino administrator if you don't know t he user's Web l ogin name or access level.

Note: Do not e n ter the l og in name used to acc ess Domino through Notes.

Web Password— The Dom ino user's Interne t password. See your Domino administrator if you don't know t he password.

5-24 ❖ Xero x Flo wPor t Us er G uide

Storing documents to a repository

Storing a document

with document

management fiel ds

Yo u store a document with associated fields (or "properties") by creating a Distribute Document Cover Sheet with Document Management Field checkboxes and then scanning to FlowPort with the do cument.

You can also add Docume nt Management F i eld checkboxes to a Document Options Sheet, which is placed after your Cover Sheet. See th e “Creating a Document

Options Sheet” section on page 5-33.

Note: For some repositories such as Microsoft

Exchange or Lotus Notes, the property text will be stored with the document as an attached XML data file. The repository administrator may have set up the repository to specially process these attached data files.

To create a Distribute Document Cover Sheet for storing with document management fields:

the FlowPort Web Centre” section on page 2-2).

Click the Forms button.

In the Forms and Applications page, under Distribute

Document, click the New Cover Sheet.

In the Cover Sheet Creator tool, click title goes here and

enter a title in the Title box .

Create a repository checkbox; from the menu, click a

repository. You can select one of these repositories:

•Documentum Repository

•DocuShare Collection

• Domino Repository

• Domino.Doc Reposi tory

•FTP Directory

• iManage Repository

• Lotus Notes/Domino

• Microsoft Exchange 2000 Web Folder

• Microsoft Exchange Folder

On the form, click on the lower blue arrow icon (below

the Send To heading).

Chapter 5: Flow Port cap abil ities ❖ 5-25

Storing docu ment s to a rep osit ory

In the Repository window, enter the following:

Checkbox Label—the text you want to appear on the form next to the checkbox (usually the repository name).

Other repository information—the repository a ddress, user name, password, or other information. (To view help, click a link on a field name.)

Note: If you change your repository user name or password afterward, the Cover Sheet will no longer work.

For File Format for Scanned Documents, select one of

the following:

• TIFF—creates a TIFF image.

• PDF Image Only—creates a simple PDF file .

• PDF (searchable text)—creates a PDF file with page-by-page search capability.

• Other—creates a file format you choose from the menu.

5-26 ❖ Xero x Flo wPor t Us er G uide

Click OK.

The checkbo x and label d isplay on the f orm. You can repeat steps 5 th ro ug h 9 to add ot her repository checkboxes.

Note: When you scan a document to a repository supported for both storage and access, a Docum ent T oken is printed if your job confirmation method (in the Accoun t page) is set to Pri nter.

As an option, you can add a heading above the field or

property checkboxes.

A From the menu, select Heading. B Click on the blue arrow icon. C Enter a Heading in the window; for example, "Store with

Document Management Information".

D Click OK.

Storing documents to a repository

From the menu, click Document Management Field.

Click on the lower blue arrow.

In the window, enter the following:

Checkbo x label—the text you want to appear on the form next to the checkbox ( usually the val ue of the property , such as "Case-2401").

Field name—name of the field.

Note: Property names are usually case-sensitive; enter names exactly as they are defined for a repository.

Field Value—value of the field. Hidden—click if you want all the documents stored to

the repository to have this value automatically associated with them. No document management field checkbox appears on the form if you select Hidde n.

Handprint region—click to include a checkbox and a rectangular area on the form, which lets you add a handwritten document management field to the document when it is stored in a DocuShare collection.

Refer to Table 5.2 for detail information regarding the document management fields for a specific repository.

Click OK.

The checkbo x and label d isplay on the f orm. You can repeat steps 10 through 14 to add more property checkb oxes.

For Limit Form Access To, click one of the following to

specify who can use t he f orm.

• Public Use—allows anyone to use the form. You only need to authenticate if an administrator has created special security requir ements.

• Shared Use—al lows any local FlowPort user to use the form, provided ‘guest’ access is enabled on the Document Cen t re. See yo ur administrator if you are not sure.

Note: If you select Public Use or Shared Use, any Document Token that is printed as a result of storing a document to a repository such as DocuShare, will also be public or shared.

Chapter 5: Flow Port cap abil ities ❖ 5-27

Storing docu ment s to a rep osit ory

• Private Use—allows only the form's owner (providing authentication) to use the form.

Note: In general, create a form as ‘Public’ or you may need to provide authenticat ion s uch as a Login Sh eet, as described below.

Click the Save & Print button.

Click the Continue button.

The form appears on your Forms and Applications page and is printed at your default printer.

To scan the Cover Sheet and document to FlowPort:

Place your Cove r S heet on top of a doc umen t yo u wan t to

store. If the Cover Sh ee t is ‘P ri vate,’ or your sy st em has security

restrictions, provide authentication by placing a Login Shee t on top of it or login at the Docu m ent Cen tre. Se e page 8-6.

Refer to the “Scanning in FlowPort forms” secti o n o n

page 4-2 to process the Cover Sheet and document in a

Xerox Document Centre or a Internet fax dev ice.

Note: When you store a document to a repository that supports both storage and access, a Document Token is printed as a confirmation if your Job Confirmation Method is Printer. The Document T oken re presents the stored document, and can be used to retrieve and print it. To select a confirm ation method, click the Account button.

5-28 ❖ Xero x Flo wPor t Us er G uide

Storing documents to a repository

Repository document

management fiel ds

Table 5.2 Repository Document Management Fields Page 1 of 4

Repository Document Management Field

FTP Directory Field Name—the name of the document management field. You can

Microsoft Exchange Folder Field Name—the name of the docum ent management field. You can

Table 5.2 contains do cument management f i eld information for a supported FlowPort repository.

enter the follow ing field names:

• Titl e—lets you add a title field to the stored document (corresponds to the Title property).

• Description—lets you add a description field to the stored document (corresponds to the FTP Description property).

Field Value—t he valu e of the field sp ec if ie d in th e Field Name box. For example, a val ue for the titl e field name could be FlowPort Brochure Copy.

enter the follow ing field names:

• Titl e—lets you add a title field to the stored document (corresponds to the Title property).

• Description—lets you add a description field to the stored document (corresponds to the Exchange Description property).

Field Value—t he valu e of the field sp ec if ie d in th e Field Name box. For example, a val ue for the titl e field name could be FlowPort Brochure Copy.

Note: The field values are stored with the document in an attached

XML data file. (The repository administrator may have set up the reposito ry to specia l ly pr oc es s th e se a t tac h ed da t a files.)

Lotus Notes/Domino Field Name—the name of the document management field. You can

enter the follow ing field names:

• Titl e—lets you add a title field to the stored document (corresponds to the Title property).

• Description—lets you add a description field to the stored document (corresponds to the Notes/Domino Description property).

Field Value—t he valu e of the field sp ec if ie d in th e Field Name box. For example, a val ue for the titl e field name could be FlowPort Brochure Copy.

Note: The field values are stored with the document in an attached

XML data file. (The repository administrator may have set up the reposito ry to specia l ly pr oc es s th e se a t tac h ed da t a files.)

Chapter 5: Flow Port cap abil ities ❖ 5-29

Storing docu ment s to a rep osit ory

Table 5.2 Repository Document Management Fields Page 2 of 4

Repository Document Management Field

DocuShare Collection Field Name—the name of the document management field. You can

enter the follow ing field names:

• Titl e—lets you add a title field to the stored document (corresponds to the DocuShare Title property).

• Description—lets you add a description field to the stored document (corresponds to the DocuShare Summary property).

• Abstract—lets you add an abstract field to the stored document (corresponds to the DocuShare Description property). You can store more than one Abstract field with the document.

• Keywords—lets you add a keyword fiel d to th e sto re d document (corresponds to the DocuShare Keywords property). You can store more than one Keyw ords fie ld wit h the document.

• author—lets you add an author field to the stored document (corresponds to the DocuShare author property). You must type author in lower-case letters.

Y o u can al so e nter t he n ame of a Doc uSha r e cust om pr ope rty. For example, your DocuShare administrator may have created a custom property to let users add a budget center or case number to stored documents. To include a custom prop erty, you must type its nam e in the Field Name box exactly as it appears in the DocuShare Name box. To add custom pr operties, see your DocuShare administrator.

Field Value—t he valu e of the field sp ec if ie d in th e Field Name box. For example, a val ue for the titl e field name could be FlowPort Brochure Copy, and brochure could be a value for keywords include vali d HTM L m arkup tags for text formatting (such as <i>, <b>, or <font>).

Note: In DocuShare, you can view the field values of a document

stored in a coll ection by c licking the Service s button located to the right of the d oc um ent.

. The field value ca n also

5-30 ❖ Xero x Flo wPor t Us er G uide

Storing documents to a repository

Table 5.2 Repository Document Management Fields Page 3 of 4

Repository Document Management Field

Domino.Doc Repository Field Name—The name of the document management field. You can

enter the follow ing field names:

• Titl e—lets you add a title field to the stored document (corresponds to the Title property).

• Description—lets you add a description field to the stored document, if the document's profile includes the field.

Y ou can also enter the nam e of a Domino.Doc custom field. For example, your Domino.Doc administrator may have cr eated a custom pr operty to let users add a budget center or case number to stored documents. To include a custom prop erty, you must type its nam e in the Field Name box exactly as it appears in t he Prof ile as soc ia ted with th e Domino. Doc binder in which the document is stored. To add custom properties, see your Domino.Doc administrator.

Field Value—t he valu e of the field sp ec if ie d in th e Field Name box. For example, a val ue for the titl e field name could be FlowPort Brochure Copy.

Note: In Domino.Doc, you can view the document's property values

by clicking the Document's name in its Binder. Some fields have a constra in ed se t of va l u es . For example, a pro per ty named Department might only allow values Accounting , Legal, a n d Human Resources.

Documentum Repository Field Name—the name of the document management field. You can

enter the follow ing field names:

• Titl e—lets you add a title field to the stored document (corresponds to the Documentum Title property).

• Description (or Subject)—lets you add a description/subject field to the stored document (corresponds to the Documentum Subject property).

• Keywords—lets you add keywords to the stored document (corresponds to the Documentum Keywords property). Separate individual keywords with a comma; do not include a space before or after the comma.

• Authors—lets you add an authors field to the stored document (corresponds to the Documentum Authors property).

Field Value—t he valu e of the field sp ec if ie d in th e Field Name box. For example, a value for the title field nam e could be FlowPort Brochure Copy, and brochure could be a value for keywords.

Chapter 5: Flow Port cap abil ities ❖ 5-31

Storing docu ment s to a rep osit ory

Table 5.2 Repository Document Management Fields Page 4 of 4

Repository Document Management Field

iManage Repository Field Name—the name of the document management field. You can

enter the follow ing field names:

• Titl e—lets you add a title field to the stored document (corresponds to the iManage Title property).

• Description—lets you add a description field to the stored document (corresponds to the iManage Description property).

Field Value—t he valu e of the field sp ec if ie d in th e Field Name box. For example, a value for the title field nam e could be FlowPort Brochure Copy.

Domino Repository Field Name—the name of the document management field. You can

enter any custom field name the Domino adminis trator has created for the database. Obtai n the list of field names from the administrator.

Field Value—t he valu e of the field sp ec if ie d in th e Field Name box.

Note: You can view the d ocument's field values by opening it in a

browser window or Notes client. However, the Domino Application Designer determines which document fields display.

Microsoft Exchange 2000 Web Folder

Field Name—the name of the document management field. You can enter the follow ing field names:

• Title—lets you add a title field to the stored document.

• Description—lets you add a description field to the stored document (corresponds to the Comments field in Outlook).

• Keywords—lets you add a keyword field to the stored document. You can store more than one keywords field with the document.

• author—lets you add an author field to the stored document.

Y o u can als o enter the na me of a Exch ange cust om fiel d. For exampl e, you r Exchange admi nistrator may have cr eated a custom field to let users add a budget center or case number to stored documents. To include a custo m field, you must type its name i n the Field Name box exactly as it is defined by your administrator.

Exchange cus tom field names often inc lude a schema name, like "urn:schemas-microsoft-com:offic e:office." A full Exchange custom field name could be "urn:schemas-microsoft-com:office:office:Version" or "urn:schemas:contacts:callbackphone." To add custom fields, see your Exchange admi nistrator.

5-32 ❖ Xero x Flo wPor t Us er G uide

Storing documents to a repository

Creating a Document

Options Sheet

If you want to add opt i on s to a FlowPort job, you can create a Document Options Sheet. The following checkboxes can be added to a Document Optio ns Sheet:

• Document Management Field

•Network Accounting

Note: If you include Document Manage m ent Field checkboxes, you must use the Document Options Sheet with a Distribute Document Cover Sheet that has a checkbox for storing to a repository. See “Storin g a

document with docume nt manage ment field s” se c ti on on page 5-25.

To add Document Mana geme nt Fields:

the FlowPort Web Centre” section on page 2-2).

Click the Forms button.

In the Forms and Applications page, under Distribute

3 4

Document, click the New Cover Sheet.

In the Cover Sheet Creator page, click title goes here and enter a title in the Title box .

To add a Document Management Field checkbox, from

the menu, click Document Management Field.

Click on the lower blue arrow.

In the window, enter the following:

Checkbo x label—the text you want to appear o n the form next to the checkbox ( usually the val ue of the property , such as "Case-2401").

Field name—name of the field.

Note: Property names are usually case-sensitive; enter names exactly as they are defined for a repository.

Field Value—value of the field. Hidden—click if you wan t all the documents stored to

the repository to have this value automatically associated with them . No document management field checkbox appears on the form if you select Hidde n.

Chapter 5: Flow Port cap abil ities ❖ 5-33

Storing docu ment s to a rep osit ory

Refer to Table 5.2 for detail information regarding the document management fields for a specific repository.

Click OK.

The checkbo x and label d isplay on the f orm. You can repeat steps 6 through 8 to add more Document Management Field checkboxes.

Note: For some types of fields, you can sto re more th an one property value with a document (such as selecting multiple checkboxes for that property).

To add a checkbox for Network Accounting, from the

menu, select Network Accounting.

Click on the lower blue arrow.

In the window, enter the following:

• Checkbo x label—the text you want to appear o n the form next to the checkbox (usually to indicate the account to be charged).

• Network Accounting User ID—your User ID for network accounting on the Document Centre.

5-34 ❖ Xero x Flo wPor t Us er G uide

• Network Accounting Account ID—the Account ID to be charged with the print job.

Note: If you want the account to be charged ever y time the form is used, click the checkbox to select the option perma n e ntly. For remote printing, network a ccounti ng IDs must be registere d for the specified print er.

For Limit Form Access To, cl ic k one of the follo w i ng t o

specify who can use t he f orm.

• Public Use—allows anyone to use the form. You only need to authenticate if an administrator has created special security requir ements.

• Shared Use—al lows any local FlowPort user to use the form, provided ‘guest’ access is enabled on the Document Cen t re. See yo ur administrator if you are not sure.

Storing documents to a repository

Note: If you select Public Use or Shared Use, any Document Token that is printed as a result of storing a document to a repository such as DocuShare, will also be public or shared.

• Private Use—allows only the form's owner (providing authentication) to use the form.

Note: In general, create a form as ‘Public’ or you may need to provide authenticat ion s uch as a Login Sh eet, as described below.

Click the Save & Print button.

Click the Continue button.

The form appears on your Forms and Applications page and is printed at your de fault printer.

Place the Docu ment Options Sheet after a Di st ribute

Document Cover Sheet and scan in the forms with the document.

If the Options Sheet contain only Network Accounting checkboxes, it can simply be placed on top and scanned with the document.

Chapter 5: Flow Port cap abil ities ❖ 5-35

Using the Document

Options Sheet

Use a Document O ptions S he et to provide additional instructions to process a FlowPort job.

Mark t he checkboxes on the Options Sheet to s elect

options (document management fields you wish to associate with the stored document or a Network Accounting number for printing).

The Options Sheet is used with or without a Distribute

Document Cover Sheet.

• If the Opti o ns Sheet has Docum ent Man agemen t Field checkboxes it must be placed behind a Distribute Document Cover Sheet that contains a repository checkbox, followed by the document.

• If the Options Sheet has Network Accounting checkboxes, it must be placed behind a Distribute Document Cover Sheet, followed by the document to apply the Network Account number to all documents printed as a result of the Cover Sheet job—such as Confirmation Sheets or retrieved documents

• The Options Sheet has only Network Accounting checkboxes, it can be placed on top of the document without a Distribute Document Cover Sheet. You can also place it with a Document Token or Document Catalog. The Network Account number is applied to all documents printed.

5-36 ❖ Xerox Flo wPort U ser G uid e

If either the Options Sheet or the Cover Sheet is ‘Private,’

or your system has special secu rity restriction s, pr ov id e authentication by placing a Login Sheet in front or login at the Document Centre. See page 8-6.

Retrieving yo ur stored do cument s from a reposit ory

Retrieving your stored documents from a repository

Retrie v ing and

printing with a

Document Token

A Document Token is used to retrieve and print o ut a document that you stored with a Distrib ut e Document Cover Sheet.

FlowPort prints a Document Token when a document is stored to a repository that supports both storage and access such as:

• Documentum Repository

• DocuS hare Collection

•Domino Repository

• Domino.Doc Repository

•FTP Directory

•iManage Repository

• Microsoft Exchange 2000 Web Folder

To retrieve and print a document with a Document Token:

Note: If you have stored to a repository that is not listed, you must retrieve and print the document from your desktop application.

Take the Doc ument Token t o the Doc ument Centr e, and place it face up in the f eeder.

Refer to the “Scanning forms in the Xerox Document

Centre” section on page 4-2 to process the Document

Token. Your docu m ent is printed. If you want to retrieve your document by InternetFax,

your Internet Fax machine must be able to print. Refer to the “Scanning forms by Internet Fax” section on page 4-3 to fax the Document Token to FlowPort.)

Chapter 5: Flow Port cap abil ities ❖ 5-37

Retrieving your stored documen ts from a repository

Emailing a stored

document

Y ou can email a stored document from your desktop using your regular mail program. With FlowPort, if you have a Document Token that was created when you scanned and stored a document, or if you have a Document Catalog, you can email a stored doc ume nt directly from a multifunction or Internet Fax device.

Note: Document Tokens and Document Catalogs are only created if a document is stored to a repositor y supported by FlowPort for both storage and acc ess. If you have stored a document in an Exchange public folder or Lotus Notes database, you can email the document from your desktop applicat io n.

First, create a Distribute Docume nt Cover Sheet for emailing; then use it with a Documen t Token or with a Document Cata log, to email th e stored d ocument or documents.

To create a Distribute Document Cover Sheet for emailing:

1 2

the FlowPort Web Centre” section on page 2-2).

Click the Forms button.

In the Forms and Applications page, under Distribute Document, click the Create New Cover Sheet link.

5-38 ❖ Xero x Flo wPor t Us er G uide

In the Cover Sheet Creator page, click title goes here and

enter a title in the Title box .

From the menu, click Email Recipient.

On the form, click on the lower blue arrow icon (below

the Send To heading).

In the Email Recipient window, enter the following:

Email address—the address for an individual or group. You can enter more than o ne address, separated by commas.

Checkbo x label—th e text that appears on the form (usually the name of the email recipient).

Retrieving yo ur stored do cument s from a reposit ory

Send URL if available—click to email the URL of the repository that contains the document, instead of emailing the actual document. To use this option, you must add a checkbox for the URL of a document repository on the form. See “Emailing a stored docume nt

URL” section on page 5-7.

Note: Although you can select an option under File Format for Scanned Documents, if you are emailing a stored document, it will be emailed in its current format.

Click OK.

The checkbo x and label d isplay on the f orm. You can repeat steps 5 through 8 to add other email checkboxes.

To add an Email Subject, do the following:

A From the menu, click Email Subject. B On t h e form, cl i ck a blue ar row. C In the Subject box, en ter the text you wa nt and cli ck OK.

Note: By adding one or more Email Subjects, you can select a message subject when emailing a document.

For Limit Form Access To, click one of the following to

specify who can use t he f orm.

• Public Use—allows anyone to use the form. You will only need to authenticate if an administrator has created spe c ial sec urity re quirements.

• Shared Use—al lows any local FlowPort user to use the form, provided ‘guest’ access is enabled on the Document Cen t re. See yo ur administrator if you are not sure.

Note: If you select Public Use or Shared Use, any Document Token that is printed as a result of storing a document to a repository such as DocuShare, will also be public or shared.

• Private Use—allows only the form's owner (providing authentication) to use the form.

Note: In general, create a form as ‘Public’ or you may need to provide authenticat ion s uch as a Login Sh eet, as described below.

Click the Save & Print.

Chapter 5: Flow Port cap abil ities ❖ 5-39

Retrieving your stored documen ts from a repository

Click the Continue.

The form appears on your Forms and Applications page and is printed at your default printer.

To scan the Cover Sheet and document to FlowPort:

Place your Cover Sheet on top of the Document Token or

Document Catalog (for a Document Catalog, mark a checkbox on the Catalog to select a document.

If the Cover Sheet. D ocument Token, or Document Catalog is ‘Private,’ or your system has special security restrictions, provide authentication by placing a Login Sheet on top of the stack or login at the Document Centre. See page 8-6.

Mark t he checkbox o n t he Cov er Sheet to s elect a n email

recipient.

Refer to the “Scanning in FlowPort forms” secti o n o n

page 4-2 to process the Cover Sheet and document in a

Xerox D ocument Cent re or a Internet Fax device. You will receive a confirmation that your document was

emailed.

Distributing a stored

document in other

ways

5-40 ❖ Xero x Flo wPor t Us er G uide

Use a Distribute Docu ment Cover Sheet and a Document T oken or Document Catalog to distribute a document that is stored in a repository.

Create a Distribute Document Cover Sheet for distributing in your preferred method (email, Internet Fax, remote printi n g , or storing to a repos itory). The n u s e it with yo ur Document Token or Document Catalog to distribute the stored document.

Retrieving yo ur stored do cument s from a reposit ory

To create the Cover Sheet and document to FlowPort:

the FlowPort Web Centre” section on page 2-2).

Click the Forms button.

In the Forms and Applications page, under Distribute

Document, click the Create New Cover Sheet.

In the Cover Sheet Creator page, click title goes here and

enter a title in the Title box .

From the menu, click a menu item and then click the blue

arrow on the form. The menu items let you add the following checkboxes for distribution:

• Email Recipient—the address for an individual or group. You can enter more than o ne addr es s, sepa ra ted by commas.

• Internet Fax Recipient—an Internet F a x recipient's address

• Remote Printer—the name of a remote printer.

• Documentum Repository—the name of a Document u m doc ba se .

• DocuShare Collection—the URL of a DocuShare collection.

• Domino Repository—the Domino server name and database path.

• Domino.Doc Repository—th e URL of a Do mino.Doc library.

• FTP Directory—the fully qualified na me or I P a ddress of an FTP file server.

• iManage Repository—the fully qualified name of an iManage server and a database name.

• Lotus Notes/Domino —the SMTP a ddr es s of a Notes or Domino re p o sitory.

• Microsoft Exchange 2000 Web Folder—the UR L of an Exchange Web Folder.

• Microsoft Exchange Folder—the SMTP address of a Microsoft Exchange public folder.

Chapter 5: Flow Port cap abil ities ❖ 5-41

Retrieving your stored documen ts from a repository

In the window t hat is opened, enter th e requir ed

information. For help, click a link for an option.

Click OK in the window. The checkbox and label display

on the form.

You can repeat steps 6 through 8 to add more checkboxes.

For Limit Form Access To, click one of the following to

specify who can use t he f orm.

• Public Use—allows anyone to use the form. You will only need to authenticate if an administrator has created spe c ial sec urity re quirements.

• Shared Use—al lows any local FlowPort user to use the form, provided ‘guest’ access is enabled on the Document Cen t re. See yo ur administrator if you are not sure.

Note: When you create a checkbox to email or store a document, you can select an option for File Format for Scanned Documents. However, when you distribute a stored document it will be distribu ted in it s c urren t format.

5-42 ❖ Xero x Flo wPor t Us er G uide

• Private Use—allows only the form's owner (providing authentication) to use the form.

Note: In general, create a form as ‘Public’ or you may need to provide authenticat ion s uch as a Login Sh eet, as described below.

Click Save & Print.

Click Continue.

The form appears on your Forms and Applications page and is printed at your default printer.

To scan the Cover Sheet, and the Document Token or Document Catalog, to FlowPort:

Place your Cover Sheet on top of a Document Token or a

Documen t Catalog, marking checkbox es to select one or more do cument s f o r distrib ution.

If the Cover Sheet, D ocument Token, or Document Catalog is ‘Private,’ or your system has special security restrictions, provide authentication by placing a Login

Retrieving yo ur stored do cument s from a reposit ory

Sheet on top of the stack or login at the Document Centre. See page 8-6.

Refer to the “Scanning in FlowPort forms” secti o n o n

page 4-2 to process the Cover Sheet and other forms in a

Xerox Document Cent re or a Inte rnet Fax device.

Creating a Document

Token

Document Tokens can be created for a repository in the following docu ment manage ment systems:

• Documentum Repository

• DocuS hare Collection

•Domino Repository

• Domino.Doc Repository

•FTP Directory

•iManage Repository

• Microsoft Exchange 2000 Web Folder There are two ways to create a Document Token:

• When you use a Distribute Document Cover Sh ee t t o scan a document to a repository that supports both storage and access, by defa ult, yo u'll receive a Document Token of the document.

• In the FlowPort Web Centre, create a Document Token for any document stored in a repository that supports both storage and access.

Note: To ensure that you receive the Document Token, click the Account bu t ton an d check that your Job Confirmation Method is set to Printer.

Any Document Token can be used for distributing a stored document. For example, you could place a Document Token after a Distribute Documen t Cover Sheet in order to ema il the represented document.

However, only the following document file types are supported for printing from a Document Token:

•TIFF

•PostScript

• PDF (P ortable Document Format) doc uments

Chapter 5: Flow Port cap abil ities ❖ 5-43

Retrieving your stored documen ts from a repository

• Microsoft Office documents.

For all other file types, the Do cument Token indicates with a printed message, that the document c annot be printed.

To create a Document Token in the Web Centre:

the FlowPort Web Centre” section on page 2-2).

Click the Forms button.

In the Forms and Applications page, under Document

Token, click Create New Acc e s s She e t.

In the Create Document Token page, unde r Select

Document Repository, choose a repository from the menu.

The page is refreshed to display options for that repository.

Speci fy info rmation about the s tored d o c ument a nd

repository. F or help about th e rep ository parameters , cli c k a link for an option.

For Limit Form Access To, click one of the following to

specify who can use t he f orm.

5-44 ❖ Xero x Flo wPor t Us er G uide

• Public Use—allows anyone to use the form. You will only need to authenticate if an administrator has created spe c ial sec urity re quirements.

• Shared Use—al lows any local FlowPort user to use the form, provided ‘guest’ access is enabled on the Document Cen t re. See yo ur administrator if you are not sure.

Note: If you select Public Use or Shared Use, any Document Token that is printed as a result of storing a document to a repository such as DocuShare, will also be public or shared.

• Private Use—allows only the form's owner (providing authentication) to use the form.

Note: In general, create a form as ‘Public’ or you may need to provide authentication such as a Login Sheet.

Retrieving yo ur stored do cument s from a reposit ory

Click Save or Save & Print.

The Documen t Token is printed at you r de f au l t printer, and listed on your Forms and Applications page.

Note: When creating a Document Token for a long or complex document, you may receive a message that the browser could not open a particular internet site. FlowPo rt c ontinue s to create th e Document Token. Wait a few minutes and open the browser again.

Using a Document

Token

You can use a Docume nt Token to retrieve stored documents for printing or distribution.

The stored document ca n be printed from the Docume nt Token only if the document is one of the following file types:

• TIFF

• PDF ( P ort able Document Forma t)



• Microsoft Office (Word

•PostScript.

To print a document represented by the Document Token:

Place the Document Token in the device document feeder. Refer to the “Scanning in FlowPort forms” secti o n o n

page 4-2 to process the Document Token.

If the Docume nt Token is ‘Private,’ or yo u r syst em has security restrictions, provide authentication by placing a Login Sheet in front of it or login at the Document Centre. See page 8-6.

The document is ret rieved a nd print ed.

, PowerPoint, and Excel)

To distribute a stored document using a Document Token:

Place the Document Token after a Distribute Document

Cover Sheet, marking checkboxes on the Cover Sheet to indicate how to distribute the document (by email, Internet fax, remote printing, or storing to a repository).

Chapter 5: Flow Port cap abil ities ❖ 5-45

Retrieving your stored documen ts from a repository

If either the Cover Sheet or Document Token are ‘P rivate,’ or your system has security restrictions, provide authentication by placing a Login Sheet on top of the Cover Sheet or logi n at the D o c umen t Centr e. See page 8-6.

Place the forms in the device document feeder. Refer to

the “Scanning in F lowPort forms” section on page4-2 to process the D o c ument Token in a Docume nt Centre or a Internet Fax device.

Creating a Document

Catalog

You can create and print a Document Catalog from the FlowPort Web Centre.

Document Catalo gs can be created for a repo sito ry in the following docu ment manage ment systems:

• Documentum Repository

• DocuS hare Collection

•Domino Repository

• Domino.Doc Repository

•FTP Directory

•iManage Repository

• Microsoft Exchange 2000 Web Folder

To create and pr int a Document Catalog:

1 2 3

the FlowPort Web Centre” section on page 2-2).

Click the Forms button. In the Forms and Applications page, click Create New Access Sheet.

In the Document Catalog page, under Select Document Repository, choose a repository from the menu. The page refreshes to di sp lay t he options for that rep ository.

5-46 ❖ Xero x Flo wPor t Us er G uide

Enter the information for the selected repository. Refer to

Table 5.1 for repository information.

For Limit Form Access To, click one of the following to

specify who can use t he f orm.

Retrieving yo ur stored do cument s from a reposit ory

• Public Use—allows anyone to use the form. You will only need to authenticate if an administrator has created spe c ial sec urity re quirements.

• Shared Use—al lows any local FlowPort user to use the form, provided ‘guest’ access is enabled on the Document Cen t re. See yo ur administrator if you are not sure.

• Private Use—allows only the form's owner (providing authentication) to use the form.

Note: In general, create a form as ‘Public’ or you may need to provide authentication such as a Login Sheet.

Click Save and Print to print out the Document Catalog,

or Save to return to the Forms and Applications page. The D ocume nt Catalo g is pri n t ed at y o ur default prin t er,

and listed on your Forms and Applications page. Note that the Document Catalog may have multiple pages.

Using a Document

Catalog

You can use a Docume nt Catalog form to retrieve sto red documents for printing or distribution.

To print one or more documents using a Document Catalog:

Note: Only the following document file types can be printed from a Document Catalog:

• TIFF

• PDF (Portable Document Format)

• Microsoft Office (Word, PowerPoint, and Excel)

• PostScript

Mark checkboxes on the Document Catalog to select the documents you want to print.

Note: A Document Catalog may have multiple pages. You do not need to scan all the pages when you process the Document Catalog; just use the pages on which you have selec ted docum e nts (the pag e s wi th marked checkboxes).

If you select several documents for printing, and one of them cannot be printed, the FlowPort server will not be able to print any other of the selected documents. For example, if an HTML document is selected, it can not be

Chapter 5: Flow Port cap abil ities ❖ 5-47

Retrieving your stored documen ts from a repository

printed. Check the file type of a document listed on the Document Catalog before selecting it for printing.

Plac e t he Document Ca talog in the de vice do c ument

feeder. Refer to the “Scanning in FlowPort forms” section

on page 4-2 to proces s the Document Cata log.

If the Document Catalog is ‘Private,’ or your system has security restrictions, provide authentication by placing a Login Sheet on top of the Document Catalog or login at the Document Centre . See pag e 8-6.

To distribute one or more documents using a Document Catalog:

Mark checkboxes on the Document Catalog to select the

documents you want to distribute. You can distribute a document of any file type.

Note: If a Document Catalog consists of multiple pages, you do not need to use all the pages. Just use the pages that ha v e selecte d documents.

5-48 ❖ Xero x Flo wPor t Us er G uide

Place the Document Catalog after a Distribute Document

Cover Sheet, marking checkboxes on the Cover Sheet to indicate how to distribute the document or documents (by email, Internet fax, remote printing, or storing to a repository).

Plac e b oth form s in the device document feeder. Refer to the “Scanning in FlowPort forms” section on page4-2 to process the Document Catalog in a Xerox Document Centre or a Inte rnet Fax device.

If either the Cover Sheet or Document Catalog are ‘Private ,’ o r y our system has secu rity restrict ions, provide authentication by placing a Login Sheet in front or login at the Document Centre. See page 8-6.

Receivin g In tern et Fax es throug h Flo wPort

Receiving Internet Faxes through FlowPort

Receiving faxes by way of t he In te rnet is cost effective because it uses Int ern et protocols to deliver a faxed document instead of a standard fax phone line. FlowPort provides you the capability to receive Internet Faxes, have them printed , stored for you, and the option of recei ving email notification when a fax is sent.

FlowPort provides you with an Internet Fax mailbox with options for how you receive Faxes. You can easily enable or disable your Internet Fax mailbox. Contact your FlowPort administrator for your FlowPort Intern et Fax address.

To enable or disable receiving your Inter net Faxes:

the FlowPort Web Centre” section on page 2-2).

Click the Options button.

2 3

Under Application Options, click Internet Fax Mailbox.

Depending o n whether your Internet Fax Mailbox is

already enabled, you see one of the following:

• If Internet Fax receiving is not enabled, the page provides a status. Click Enable.

• If Intern et Fa x receiving is enabled, the page displ a ys Current Settings. Under Changing Settings, click

Enable/disable receipt of Internet Faxes for <username>.

On the next page, click one of the following options:

• Accept Internet Fax via FlowPort SMTP Mail Server—to receive Internet Faxes.

• Accept Internet Faxes via a POP3 mailbox on another server—to receive Internet faxes.

Note: The option shown depends on how Internet Fax receiving is setup by your FlowPor t administrator (an SMTP mail server or POP mailbox).

Chapter 5: Flow Port cap abil ities ❖ 5-49

Receivin g In ternet Faxe s th roug h Flow Port

• Do not accept incoming Internet Faxes for this user—disables your Internet Fax mailbox, so incoming

faxes are not received.

Click Next.

If you chose Accept Internet Faxes via a POP3 mailbox

on another server, you see a page for s pecify ing the POP mailbox. For help, click a link for an option or see your FlowPort administrator. Click Next when you are done.

If you chose Do not accept incoming faxes for this user , you see a confirmation page. Click Save to confirm (and do not follow any steps below).

If you chose the option to accept Internet Faxes, an

Internet Fax Receive Options page is displayed. Select one or more of the following:

• Notify by E mai l—sends an email message to you when an Internet Fax is received .

• Print Doc ume nt —prints the en tire fax on your de fault printer.

• Store Document in Repository—selects a repository for storing Internet faxes. You will be prompted to specify a repository when you click Next.

• Print Document Token—prints a o ne-pag e document that represents the stored document on the user's default printer. To use this option, you must specify a repository and a repository user name and password.

Click Next.

5-50 ❖ Xero x Flo wPor t Us er G uide

Xerox FlowPort 2.1 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Welcome Chapter1

About FlowPort and PaperWare®

Benefit s of Fl owPort

What’s in thi s gui de

Where to find more information

Online help

Getting started Chapter2

Login to the F low Port We b C entr e

About the Web Cen tre

Taking the Quickstart tutorial

Logout fr o m F lowPort

Quick look at using FlowPort Chapter3

Introduct ion t o Flo wPort

Docume nt ma nag eme nt sc ena rio s

Scan to email

Distributing single stored documents

Distr ibuting multi-sto red docu m ents

Using FlowPort forms Chapter4

Scannin g in F low Port fo rms

Printing forms with fax-size DataGlyphs

Sending the Internet Fax job

Using Cov er S hee ts an d o ther types of form s

Cover Sheets

Access Sheets

Options Sheet

Login Sheet

Tips about using forms

Marking a checkbox

FlowPort capabilities Chapter5

Distribu ting your documen ts to the digita l world

What if the email address was wrong?

What about other mail server problems?

Authentication problems

Storing docu ment s to a rep osit ory

Repository Repository Information

Retrieving yo ur stored do cument s from a reposit ory

Receivin g In tern et Fax es throug h Flo wPort