Xerox FlowPort 2.1 User Manual

User Guide

Version 2.1

Copyright © 1999-2000 Xerox Corporation. All Rights Reserved.

Publication number: 613P08641

Copyright protection claimed includes all forms of matters of copyrightable materials and information now allowed by statutory or judicial law or hereinafter granted, including without limitation, material generated from the software programs which are displayed on the screen such as styles, templates, icons, screen displays, looks, etc.

XEROX®, The Document Company®, the stylized X, DataGlyph, Document Centre, CentreWare, DocuShare, PaperWare®, are registered trademarks and FlowPort, Document Token, and DocuStamp are trademarks of Xerox Corporation or its subsidiaries.

Adobe and Acrobat are registered trademarks of Adobe Systems, Incorporated. Lotus, Lotusphere, and Lotus Notes are registered trademarks and Notes and Domino are trademarks of Lotus Corporation. Pagis and TextBridge are registered trademarks of ScanSoft, Inc. Microsoft, Microsoft Windows, Microsoft Word, Microsoft Exchange, Microsoft Internet Explorer, Microsoft Office, Imaging for Windows, MS, MS-DOS, and Windows 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 Corporation. Java, Java Runtime Environment, JRE, Java Archive, JAR, and Sun Solaris are trademarks or registered trademarks of Sun Microsystems, Inc. All other product names are trademarks/ tradenames of their respective owners.

Notice

Specifications described in this publication are subject to change without notice. Use of some features may be limited by your hardware or software configuration. Contact your dealer or Xerox for details.

August 2000

Contents

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 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 2 Getting started ........................................................	2-1
Login to the FlowPort Web Centre........................................	2-2
About the Web Centre.........................................................	2-4
Taking the Quickstart tutorial ..............................................	2-5
Logout from FlowPort ..........................................................	2-5

Contents iii

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 multi-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 and other types of forms ........................	4-6
Cover Sheets ....................................................................	4-6
Access Sheets ...................................................................	4-7
Options Sheet ..................................................................	4-7
Login Sheet ......................................................................	4-7
Tips about using forms ........................................................	4-8
Marking a checkbox .........................................................	4-8
Getting a new copy of a FlowPort form .............................	4-8
Printing Help for a FlowPort form ......................................	4-9

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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
Authentication 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 document management fields ..	5-25
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

Contents v

Chapter 6 Managing FlowPort forms ......................................	6-1
Using the Forms and Applications page................................	6-2
Creating a new form............................................................	6-5
Pointers to information about creating forms ....................	6-6
Editing an existing form .......................................................	6-7
Previewing a form................................................................	6-8
Sorting your forms...............................................................	6-9
Printing 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 your Internet Fax options ......................................	7-4
Setting your Network Accounting options .........................	7-5
Specifying a printer..............................................................	7-7
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

Chapter 8 Using shared and private forms ..............................	8-1
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
Login at the Document Centre..........................................	8-9

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

A-1

Viewing scanned documents ................................................	A-2
Viewing PDF documents ...................................................	A-2
Viewing TIFF documents ...................................................	A-2
Troubleshooting multi-page TIFF viewing problems...............	A-3
Index ..................................................................................	IX-1

Contents vii

viii Xerox FlowPort User Guide

Welcome

Welcome to Xerox FlowPort. FlowPort enables you to transform your paper documents 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 chapter provides an overview of FlowPort, contents of this guide, and where to find additional information about FlowPort.

This chapter contains the following:
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®

About FlowPort and PaperWare®

Benefits of FlowPort

Applications included in this release

FlowPort provides an innovative paper user interface called PaperWare. Using FlowPort PaperWare 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.

FlowPort brings you an intelligent and powerful way to integrate your paper documents into electronic workflow, with benefits that 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 Document Tokens and Document Catalogs

•output to a wide variety of recipients simultaneously (by email, Internet Fax, remote printing, and storage)

FlowPort currently provides you with the following applications.

Distribute Document—Scans paper documents and distributes the resulting electronic documents through email, Internet Fax, remote printing, or storage to a document repository. The application features a FlowPort form called a Distribute Document Cover Sheet that you scan with your printed document to provide distribution instructions to a Xerox Document Centre or an Internet Fax machine.

Document Token—Accesses a document stored in a repository using a Document Token form that represents the stored document. When you want to retrieve the stored document, you 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.

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About FlowPort and PaperWare®

Document Catalog—Accesses the documents stored in a repository using a Document Catalog form, which is a printed list of the repository's contents with a checkbox for each stored object. To 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 form with a Distribute Document Cover Sheet, you can distribute the 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 stored.

Login Sheet—Specifies your personal identification number (PIN) on a Login Sheet form when submitting jobs that require authentication. You can use a Login Sheet at a Xerox Document Centre as an alternative to logging in at the device's control panel, or when submitting jobs to the FlowPort server from an Internet Fax machine.

PaperWare Copy—Prints copies of documents. As the default application, it makes a copy of your document when you scan a Document Token, Document Catalog, or document at a Xerox Document Centre without a Cover Sheet.

Document Options—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 this guide

What’s in this guide

This guide describes how 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 printing, or storage to a repository.

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

•Store a document and receive a Document Token, a piece of paper that represents the stored document, that you can later use to copy, Internet Fax, or email the actual document.

•Receive and 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 2 Getting Started

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

Chapter 3 Quick look at using FlowPort

Introduces you to FlowPort, presents a number of quick scenarios for using FlowPort to scan, store, and distribute paper documents, and to access stored documents seamlessly.

Chapter 4 Using FlowPort forms

Provides procedures to scan forms by a Xerox Document Centre or submit them by Internet Fax. Also describes how to get fresh copies of a form or get printed help.

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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 for that task.

Chapter 6 Managing FlowPort forms

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

Chapter 7 Specifying user preferences 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 and stored documents, and how to authenticate yourself as a user when you use a secure form.

Appendix A Viewing documents scanned by FlowPort

Gives information and troubleshooting pointers about viewing multi-page TIFF documents that are 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	You 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 information about how to use the Web Centre
	window.

Contacting your FlowPort administrator

Going to the FlowPort web site

Your FlowPort 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 document repositories on your network such as Xerox DocuShare, Microsoft Exchange, or Lotus Notes/Domino, for scanning and storing documents.

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

To obtain your FlowPort administrator’s e-mail address:

1 In your Web browser, go to the FlowPort Login/Welcome page.

2 In the Login box, click the link "Contact your administrator...." A help window is opened, displaying the email address for your FlowPort administrator.

To get more information about FlowPort, visit the following web site:

http://www.xerox.com/flowport

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Getting started

This chapter describes how to login to the FlowPort Web Centre, use features of the Web Centre, open the online Quickstart Tutorial, and logout.

This chapter contains the following:
Login to the FlowPort Web Centre ......................................	2-2
About the Web Centre .......................................................	2-4
Taking the Quickstart tutorial ............................................	2-5
Logout from FlowPort ........................................................	2-5

Chapter 2: Getting started 2-1

Login to the FlowPort Web Centre

Login to the FlowPort Web Centre

As a FlowPort user, you use paper forms to distribute, store, and retrieve your documents directly from a digital copier or Internet Fax device. In the FlowPort Web Centre, you can customize and print your own forms to carry out these tasks.

To login to the FlowPort Web Centre:

1 You are sent a ‘Welcome to FlowPort’ email message when your FlowPort administrator adds you as a user. The email message contains the FlowPort Welcome page URL, 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 the name of the FlowPort server. For example, if the server’s name is fish, the URL will be http://fish.

2 Enter the FlowPort URL in the Location or Address line of your Web browser.

The FlowPort Welcome page is displayed.

Note: Create a bookmark for the FlowPort Welcome page. In Netscape, click Bookmarks 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.

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Login to the FlowPort Web Centre

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

4 Click Login.

The Web Centre opens to your user page.

Chapter 2: Getting started 2-3

About the Web Centre

About the Web Centre

The FlowPort Web Centre window is shown in the following diagram.

Click to open help window

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

Links to the				Click to logout
Web Centre
pages

Click to start

QuickStart tutorial

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

•Intro¾See an introduction to the Web Centre and open a Quickstart tutorial. Click the link at the bottom of the page if you do not want this page displayed each time you login.

•Forms¾Create new forms, and view, print, edit, or delete your existing forms.

•Account¾Change your account information, including user name, password, email address, personal identification number (PIN) used by your Login Sheet, and default printer.

•Options¾Specify application options, including options for receiving Internet faxes.

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Taking the Quickstart tutorial

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 your first Cover Sheet.

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

•Receive and view the scanned document on your desktop.

•Look at other tasks you can perform with FlowPort forms.

To open the Quickstart tutorial:

1 Click the blue graphic that says step me through the Quick Start.

The Quickstart online help window opens. Use the green back and forward arrows to navigate through the pages.

2 When you are finished, click the upper right corner of the window to close it.

Logout from FlowPort

To logout from the FlowPort Web Centre:

1 Click the logout link in the upper right corner 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 log you out of FlowPort. You should always click the logout link to logout.

Chapter 2: Getting started 2-5

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Quick look at using FlowPort

This chapter introduces you to FlowPort, and demonstrates a number of 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 Chapter 5 that you can follow to perform that task.

This chapter contains the following:
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 FlowPort 3-1

Introduction to FlowPort

Introduction to FlowPort

FlowPort enables you to easily transform your paper documents into electronic form, so that you can distribute and access them within the digital world of your office.

For instance, FlowPort lets you scan and:

•store documents

•email documents

•Internet Fax documents

•remotely print your documents

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

To help you with these tasks, FlowPort provides you with

PaperWare forms. Using DataGlyph® technology,

PaperWare forms contain machine-readable instructions.

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

To process your documents, you typically use a Cover Sheet to give instructions to the FlowPort server. The Cover Sheet information is scanned in with a digital device, such as a Document Centre or Internet Fax 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.

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Introduction to FlowPort

Figure 3.1 Xerox Document Center

In the same way, you can submit forms by Internet Fax.

You can use an Access Sheet, 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 FlowPort 3-3

Document management scenarios

Document management scenarios

A list of document management scenarios 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; page 3-5	If you email documents frequently to an important
		recipient—just create a Cover Sheet for this task and
		use it repeatedly.
	Distributing 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;	Use a workflow Cover Sheet to store a document with a
	page 3-8	title, summary, keywords, and other information, to
		help make sharing your documents easy.
	Accessing documents with Document Tokens;	Carry a single Document Token in place of a 50-page (or
	page 3-10	more) stored document.
	Retrieving documents with Document Catalogs;	Use a Document Catalog to select and print the exact
	page 3-11	combination of documents you need.
	Distributing previously stored documents;	Distribute a stored document by email, Internet fax, or
	page 3-12	remote printing.
	Copying a stored document to another	Copy a stored document to another repository.
	repository; page 3-17
	Retrieving your documents when traveling;	When traveling, retrieve and print documents that are
	page 3-18	stored at your workplace
	Getting a form at anytime; page 3-19	Re-fetch a fresh version of any form directly from the
		digital device— no need to go to the desktop.
	Getting Help about a form; page 3-20	Get printed help about a PaperWare form any time.

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	Document management scenarios
Scan to email	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

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

1

2

When you have a hardcopy document to send to a single person, mark the checkbox for

[e-mail].

Put this Cover Sheet in front of the document.

Chapter 3: Quick look at using FlowPort 3-5

Document management scenarios

Distributing documents multiple ways

3 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 checkbox 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.

You can email, Internet Fax, store, and 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 Sheet.

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Checkboxes for email

Checkboxes for selecting an email subject

Checkboxes for storing in a repository

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 are marked)

Document management scenarios

Figure 3.3 Cover Sheet with Checkboxes

Checkboxes for remote printing

For example, to email a document to two recipients and then Internet Fax the document, perform the following steps:

1 Mark the appropriate Email to and Internet Fax to checkboxes.

Chapter 3: Quick look at using FlowPort 3-7

Document management scenarios

Storing a document with special information

2 Place this Cover Sheet and the document into a Xerox Document Centre or an Internet Fax machine.

3 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.

You can store a document to a document repository with identifying information—Title, Summary, Keywords, and other document management fields that help you organize and share your documents.

For example, the workflow Cover Sheet (Figures 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 message with a URL pointer to the stored document, print it at a group printer, or both.

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Document management scenarios

Figure 3.4 Cover Sheet with Special Information

Marketing checkbox stores to a repository

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

Type of Document checkboxes store the document with a “Summary” describing the type of document.

Notify checkboxes send email with the URL of the stored document to the Sales Group, print the document at a remote printer, or both.

For more information, refer to the following sections:

•“Storing documents to a repository” section on

page 5-18 to store to a repository (example: Marketing checkbox).

•“Storing a document with document management fields” section on page 5-25 to associate a Title, Summary, and other fields with the stored document (for example, Type of Document and Product checkboxes).

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

Chapter 3: Quick look at using FlowPort 3-9

Document management scenarios

•“Sending a document to a remote printer” section on page 5-12 to send to a remote printer (example: Palo Alto Printer checkbox)

Accessing documents with Document Tokens

When you store a document to a repository that supports access from FlowPort, you receive a PaperWare Document Token® which is a piece of paper that represents the document you stored. Figure 3.5 illustrates an example of a Document Token.

Figure 3.5 Document Token

Document Token has a thumbnail image of the document that this Token represents

You can use a Document Token to retrieve, print, re-route, or re-fax the original document by scanning this one page, even if that document is a large file.

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