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.

+ 118 hidden pages