Xerox FlowPort 2.1.1 SP3 User Guide

User Guide

2.1.1 SP3 Update

701P39395 April 2003

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®, X® (Stylized), DataGlyph, Document Centre, CentreWare, DocuShare®, FlowPortTM, DocuStamp, PaperWare and Document Token are trademarks of or licensed to Xerox Corporation.

Adobe® and Acrobat® are registered trademarks of Adobe Systems, Incorporated. Lotus, Lotusphere, and Lotus Notes® are registered trademarks and Notes and DominoTM are trademarks of Lotus Corporation. Pagis® and TextBridge are registered trademarks of ScanSoft, Inc. Microsoft, Microsoft Windows, Microsoft Word, Microsoft ExchangeTM, 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.

April 2003

FlowPort 2.1.1 SP3 UpdateChapter1

This Update provides an overview of changes to FlowPort since the FlowPort Release 2.1 User Guide was released in November 2000. The User Guide is included at the end of this document.

This update contains the following updated information. The number in parentheses following the feature indicates the page number(s) in the User Guide that are affected.

New Features and Updated Information

• Updated list of supported browsers

• New User Account Parameter to enable/disable creation of document tokens

• Updated list of supported repositories (1-2, 5-8, 5-15, 5-18, 5-19, 5-25, 5-37, 5-43, 5-46)

• Updated FlowPort support web site (1-6)

• Available Internet Fax file formats (5-50, 7-50)

• Login Credentials feature for repository login

Clarification

• Clarification about the availability of a stored document’s URL (5-7)

• Clarification of username and password required when supplying “other repository information” (5-9, 5-39)

• Clarification of “remote printer” capability (5-12)

• File Format for Scanned Documents (Chapter 5)

• Ignore all references to the iManage Repository

• Clarification of Public, Shared, and Private forms. (8-4)

Chapter1: FlowPort 2.1.1 SP3 Update1

Updated or New Features in FlowPort

Since the FlowPort User Guide was released, Xerox has issued two maintenance releases of FlowPort. Each of these releases have added performance and functionality to FlowPort.

Updated Browser Requirements for

FlowPort 2.1.1 SP3

Create Document

Tokens User Account

Parameter

FlowPort 2.1.1 SP3 is best used with one of the following browsers. Using an unsupported browser may give you unpredictable results.

• Microsoft Internet Explorer 4.0, version 4.72 to 5.5, or

• Microsoft Internet Explorer 6.0

Note: With this version of Netscape, you may need to refresh the screen occasionally.

• Netscape Navigator, version 4.5.1 to 4.77.

You can now select whether or not a Document Token is created when you store a document to a repository. Note that this feature is only available to you if the FlowPort administrator has set the “Enable Document Tokens” system parameter.

2 Xerox FlowPort User Guide SP3 Update

New User Account Parameter

Updated or New Features in FlowPort

Updated list of

supported repositories

Updated FlowPort

support web site

Internet Fax file

format and OCR

The list of repositories that are supported by FlowPort has changed. The following repositories are supported by FlowPort 2.1.1 SP3:

• Xerox DocuShare® Release 2.2 or DocuShare® Release

3.0.01 (store and retrieve)

• FTP Directory (store and retrieve)

• Documentum Version EDMS98, 4i (store and retrieve)

• Domino.Doc™ Version 2.5 (store and retrieve)

• Domino™ Version 5.0 (store and retrieve)

• Lotus Notes® Version 4.6 (store via email)

• Lotus Notes® Version 5.0 (store and retrieve)

• Microsoft Exchange™ Public Folder (store via email)

• Microsoft Exchange™ 2000 Web Folder (store and retrieve)

• Microsoft Windows Shared Folder (store and retrieve)

Please ignore any reference to the iManage repository in the User Guide.

For additional information, visit the FlowPort Support web site at: http://www.xerox.com/flowport/support

Previously, Internet Faxes could only be stored as TIFF files, and were not subject to OCR. With this release of FlowPort, Internet Faxes may be read and stored in one of more than 30 file formats. Please see your FlowPort Administrator for details about the format configured for your site.

Chapter1: FlowPort 2.1.1 SP3 Update3

Updated or New Features in FlowPort

Document Repositories

FlowPort 2.1.1 SP3 has a new security feature called “Login Credentials” that allows you to change a repository username and password, but still use existing forms that require a login.

For example, to access a Docushare Collection, you must supply your DocuShare User Name and Password. In FlowPort 2.1.1 SP3, each user maintains a list of uniquely named login credentials, where each login credential contains credential information such as:

• the name of the credential

• the repository user name

• the user’s password for the repository

A DocuShare login credential would appear as the following:

Name: joesmith Purchasing Server DocuShare User Name: joesmith DocuShare Password: *******

When you create a PaperWare form that requires repository information (such as a Document Token), you must specify the login credential you wish to use. You select a named credential (if you have created one), or you create a new login credential. In the example above, Joe Smith created a logon credential named “joesmith Purchasing Server.”

For any new forms that Joe creates that require access to the repository on the Purchasing Server, Joe simply needs to specify that credential by name, and not worry about the user name or password. In the future, if Joe’s DocuShare password changes, only the credential must be edited - not any of the forms using that credential. All existing forms could still be used without modification.

4 Xerox FlowPort User Guide SP3 Update

Updated or New Features in FlowPort

Managing Login Credentials

Login credentials can be created in a user’s profile (either by the Admin or the FlowPort user). Click “Credentials” under “Application Options.”

Chapter1: FlowPort 2.1.1 SP3 Update5

Updated or New Features in FlowPort

You also use the Application Option “Credentials” to edit existing login credentials.

Name for these login credentials: the name you create should help you easily identify the DocuShare server and username.

DocuShare User Name: a valid DocuShare user name for the server.

DocuShare Password: the password for the user name entered above.

Server Domain: leave this field blank unless instructed otherwise by your FlowPort administrator.

Online help is available if you require additional assistance.

6 Xerox FlowPort User Guide SP3 Update

Updated or New Features in FlowPort

Or, users can create a login credential at the same time a form is created:

Chapter1: FlowPort 2.1.1 SP3 Update7

Clarification of Various Sections of the User Guide

Availability of a stored

document’s URL

Username and

password required

when supplying “other

repository information”

“Remote printer”

information

File Format For

Scanned Documents

(correction)

One of the options you can choose when scanning a document to an email recipient is to “Send URL if available” (page 5-7 and 5-39). You must ensure that the recipient has sufficient privileges to access the URL in order to retrieve the document. This feature is only available for URLs for DocuShare, Exchange 2000 and Domino repositories.

When you are requested to enter “other repository information (for example, see step 16 of the procedure to email a stored document URL on page 5-8), make sure the username and password you enter are for the repository, and not FlowPort.

Remote printers on which you will print FlowPort forms must be lpr enabled. See page 5-12.

When you send a document to a remote printer, you can specify the fully qualified name of the remote printer, or the printer’s IP address. See page 5-15, Step 5.

Throughout Section 5 of the User Guide, there are several areas that describe “File Format for Scanned Documents.” See Step 8 on page 5-4 as an example. The Note under the bullet “Other” is incorrect, and should read:

Note: OCR is NOT performed if you select “TIFF” or “PDF Image Only.” OCR is performed if you select “PDF (searchable text)” or any of the other available file formats.

Public, Shared, and

Private forms

8 Xerox FlowPort User Guide SP3 Update

In order to help clarify the differences between Public, Shared, and Private forms and how they relate to host (portal) authentication, please reference the text on page 8-4 and see the figure on the following page.

Clarification of Various Sections of the User Guide

This figures shows the authentication required for public, shared and private forms for trusted/untrusted portals.

Chapter1: FlowPort 2.1.1 SP3 Update9

User Guide

Version 2.1

copyrightable materials and information now allowed by statutory or judicial law or her einaft er grante d, inclu ding with out lim itation , material generated fr om t he soft ware p rogram s which are displaye d on the s creen such as styles, templates, icons, screen displays, looks, etc.

XEROX®, The Document Company®, the stylized X, DataGlyph, Document Centre, Cent reWare, DocuShare, P aperWare®, are re giste red 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 an d Note s and Domino are trade mar k s of L otu s Corpo ra tion . Pagis and TextBridge are registered trademarks of ScanSoft, Inc. Microsoft, Microsoft Windows, Microsoft Word, Microsoft Exchange, Microsoft Internet Expl ore r, Microsoft Office, Im ag ing for W in dow s, 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 de scrib ed in th is pub lication are su bject t o chang e without notice. Use of some features may be limited by your hardware or software configuration. Contact your dealer or Xerox for details.

November 2000

Contents i

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

About Flo w Port and Paper W a re ® ........ .. .............. .. .............. 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 hel p.......... .............. .. ............................ .. .............. 1-6

Contacting your FlowPort 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 fr om FlowPort ... .. .............. .. .............. .. .............. .. ..... 2-5

Contents ❖ iii

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

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

Documen t m a na g e m en t scenarios.......... ........................... .. 3-4

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

Distribu ting document s multiple ways...............................3-6

Storing a docume nt with special information............. .......3-8

Accessin g do c u ments with Docu ment Tokens.............. .. .. 3-10

Retrieving document s w ith Document Catalogs. .............. 3-11

Distribu ting previously stored documents........................3-12

Distributing single stor ed d ocuments..................... ......3-13

Distributing mult i-stored documents ................... ......3-15

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

Retrieving your documents wh en traveling..... .................3-18

Getting a form at anytime..... .............. .. .. .............. .. .......3-1 9

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 Docu ment Centre.................4-2

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

Printing fo rm s with fax-size Dat a G ly p h s .... .............. .. ....4- 3

Sending the I nternet Fax job......... .................................4-5

Using Cover Sheets and other types of forms........................4-6

Cover Sh ee ts ............. ... ........................... ... ............. ... ......4-6

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

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

Tips abou t u si n g fo r ms ........... .. .............. .. .............. .. .. .........4-8

Marking a checkbox .........................................................4-8

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

iv ❖ Xerox FlowPort User Guide

Printing H el p for a Fl o w P or t fo rm.................... .. ... ............. 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 th e em a il address was wr o n g? ...... .............. ......5-6

What abou t other mail serve r problems? .......... .. ...........5-6

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

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

Distributing a document by In te rn e t Fa x ..... .. ..................5-11

Sending a do cu m e n t to a remote printe r..... ............. ... ....5-12

Distributing a document in

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

Storing documen ts to a reposito ry..................... .................5-18

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

Storing a document with docu ment 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

Distributi n g a stored document in oth er ways.................5-40

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

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

Creating a Document Catal o g..................... ................ ...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 Flow Port.......... .................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 fo rm.......................... ......................................6-8

Sorting your forms............ ......... ................ ......... ................ .6-9

Printing fo rm s ........................... .. .. .............. ... .. ..................6-10

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

Using previous versions of a for m...................... .................6-11

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

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

Changin g y ou r account infor m a tion... ............................ .. ....7-2

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

Setting your Internet Fax opt i ons.............. ........................7-4

Setting your Network Accounting o p tions ......................... 7-5

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

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

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

vi ❖ Xerox FlowPort User Guide

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

Printing to an In te rn et Fax device ........ .. .............. .. ...........7-9

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

Special secur ity policies defined by your administrator.......8-3

Public, sh a re d , a n d p ri va t e forms................... .. ....................8-4

Defining a sh a r ed o r pr ivate 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 Lo g in sh eet................................. .. ....................8-7

Protecti ng access to you r Lo g in Sh eet................... .........8-8

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 Chapter1

Welcome to Xerox FlowPort. FlowPort enables you to transform your paper documents easily into electronic documents, so t hat you can share a nd access them in your digital workplace. It uses an innovative paper user interface called Pape rWare

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 hel p .............. ... .. .............. .. ............................ .. ... 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 user interface called Paper Ware. Using Flo wPo rt Pa perWare forms wit h a Xerox Document Centre or an Internet Fax device, you instruct your FlowPort server to distribute, store, and retrieve your paper and electronic documents.

Benefits of FlowPort

Applications included

in this release

FlowPort br ings you an intelligent and powerful way to integrate your paper documents into electronic workflow, with be nefits 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 N otes)

• easy retrieval o f stored documents using D ocument

Tokens an d 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 a nd distributes the resulting electr onic documents through email, Internet Fax, remote printing, or storage to a document repository. The application features a FlowPort form called a Distribute Doc ument Cover Sheet that you scan with your printed document to provide distribution instructi ons to a Xerox Document Centre or an Internet Fax machine.

1-2 ❖ Xerox FlowP ort User Guide

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.

About Flow Port a nd Pap erWare®

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 obj ect. 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 d ocuments, 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 FlowPo rt server print s a one-page Document Token of the fax a nd em ails th e URL w her e 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 D ocument Centre as an alternative to logging in at the device’s contr ol panel, or when submitting jobs to the FlowPort server from an Internet Fax machine.

PaperWare Co py —Prints copies of documents. As the default application, it makes a copy of yo ur document when you s can a Do cu ment Token, Document Ca tal og, o r documen t 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 t o your a ccount on a Documen t 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

Chapter 2 Getting Started

This guide describes how you can use the basic FlowPort applications to s implify 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

networ k printer or distribute the documents.

• Store a document and receive a Document Token, a

piece of paper that represents the sto red 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 3 Quick look at using FlowPort

Chapter 4 Using FlowPort forms

1-4 ❖ Xerox FlowP ort User Guide

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

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

Provides procedures to sc an 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.

What’s in this guide

Chapter 5 FlowPort capabilities

Provides a task-oriented approach to using your FlowPort applications. C ho ose 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 crea te , view, print, a nd edit forms i n t he Web Centre.

Chapter 7 Specifying user preferences and printers

Provides details about setting your u ser 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 m ulti-page TIFF do cuments 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

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 information about how to use the Web Centre

window.

Your FlowPort administrator can provid e 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 yo ur local version of FlowPort.

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

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

page.

In the Login box, clic k the link "Contact your

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

the email address for your FlowPort administrator.

Going to the

FlowPort web site

1-6 ❖ Xerox FlowPort User G uide

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

http://www.xerox.com/flowport

Getting started Chapter2

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 :

About the Web Cent re . ............................ .. ... ............. ... .. ... 2-4

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

Logout fr om FlowPort ....................... .. . .. .. .............. ............ 2-5

Chapter 2: Getting started ❖ 2-1

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:

You are sent a ‘Welc ome to FlowP ort’ email message when

your FlowP ort a dmi nist rat or add s you a s a us er. The email message contai n s th e Flo wPo rt Welcome page URL, your user name and password to log in, an d if re qui re d , you r 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.

Enter the FlowPort URL in the Location or Address line of

your Web browser.

2-2 ❖ Xerox FlowP ort User Guide

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 bookm ark ‘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 Web Centre opens to your use r pag e .

Chapter 2: Getting started ❖ 2-3

About the Web Centre

The FlowPort 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 sta rt QuickStar t tu torial

Click to logout

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

• Intro

See an introduction to the Web Centre and

open a Quicks tart tuto rial . Clic k the link a t the b ottom of the page if you do not want this page displayed each time you login.

2-4 ❖ Xerox FlowP ort User Guide

• Forms

delete your existing forms.

• Account

including user name, password, email add ress, personal identification number (PIN) used by your Login Sheet, and default printer.

• Options

options for receiving Internet faxes.

Create new forms, and view, print, edit, or

Change your account information,

Specify application options, including

Taking the Quickstart tutorial

A brief “Quickstart” online tuto rial 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:

Click the blue gr aph i c th at say s step me through the

Quick Start.

Taking the Quickstart tutorial

Logout from FlowPort

To logout from the FlowPort Web C entre:

The Quickstar t online help window op ens. Use the green back and forward arrows to navigate through the pages.

When you are f inis hed, cl ick the upper right corn er of t he window to close it.

Click the logout link in the upper right corner of the Web Centre inter face. You are returned to the Welc ome 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

2-6 ❖ Xerox FlowPort User G uide

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 st eps in Chapter 5 that you c an follow to perform that task.

This chapter contains the following :

Introduction to FlowP o rt ............ .. .............. ... .. .............. .. ... 3-2

Documen t m a na g e m en t 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

Chapter3

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

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

Chapter 3: Quick look at using Flow Port ❖ 3-1

Introductio n to F lowPor t

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 docu ments

• 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 PaperWare forms contain machine-readable instructions.

The DataGlyph is located in the lo wer 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 Xero x Document Centre to perform various tasks.

technology,

3-2 ❖ Xerox FlowP ort User Guide

Introduct ion to F lowPo rt

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 Flow Port ❖ 3-3

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; page 3-8

Accessing documents with Document Tokens; page 3-10

Retrieving docum ents with Documen t Catalog s; page 3-11

Use a workflow Cover Sheet to store a documen t with a title, summary, keywords, and other information, to help make sharing your documents easy.

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

Use a Document Catalog to select and print the exact combination of documents you need.

Distributing previously stored 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 directly from the

Getting Help about a form; page 3-20 Get printed help about a PaperWare form any time.

Distribute a stored document by email, Internet fax, or remote printing.

Copy a stored document to another repository.

When traveling, retrieve and print documents that are stored at your workplace

digital device— no need to go to the desktop.

3-4 ❖ Xerox FlowP ort User Guide

Document mana gement s cenarios

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 se l ec ted

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 have a hardcopy document to send to a single

person, mark the checkbox for

JohnFriend@company. com.

Put this Cover Sheet in front of the document.

Chapter 3: Quick look at using Flow Port ❖ 3-5

Document management scenarios

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 detaile d step s, ref er to th e “Emailing a document with

FlowPort” section on page 5-3.

Distributing

documents multiple

ways

You can email, Internet Fax, store, and rem otely print a document.

In the FlowPort Web Centre, you cr eate a Cover Sheet with checkbox es for emailing, storin g to a repository, submitting an Internet Fax, pr in ti ng to a remote l oca ti on , or any combination of these tasks. Figure 3.3 illustrates an example of a Cover Sheet.

3-6 ❖ Xerox FlowP ort User Guide

Checkboxes for email

Checkboxes for selecting an email subject

Checkboxes for storing in a repository

Document mana gement s cenarios

Figure 3.3 Cover Sheet with Checkboxes

Checkbox for Internet faxing

Check this option to send an image attac hmen t as well as the URL of a document ( when both an email and a repository checkbox are marked)

Checkboxes for remote prin ti ng

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

Mark the appropriate Email to and Internet Fax to

checkboxes.

Chapter 3: Quick look at using Flow Port ❖ 3-7

Document management scenarios

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 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 exampl e, th e work flow C ove r Sheet (Fig ures3.4) 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.

3-8 ❖ Xerox FlowP ort User Guide

Marketing checkbox stores to a repository

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

Type of Document checkboxes store the document with a “Summary” describing the type of do c u ment.

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

Document mana gement s cenarios

Figure 3.4 Cover Sheet with Special Information

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 (exam ple: Sales Group checkbox).

Chapter 3: Quick look at using Flow Port ❖ 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

Document Token has a thumbnail image of the document that th is Token represents

When you store a document to a reposito ry that supports access from FlowPort, you receive a Pa perWare Document

Token document you stored. Figure 3.5 illu strates an example of a Document Token.

Figure 3.5 Document Token

which is a piece of paper that represents the

3-10 ❖ Xerox FlowPort User Guide

Y o u c an us e a D ocu ment Token to retrieve, pr int, re -rou te, or re-fax the original document by scanning this one page, even if that document is a large file.

Document mana gement s cenarios

For more information, refer to the following sections:

• “Storing documents to a repository” section on

page 5-18

• “Retrieving and printing wi th a Document Token”

section on page 5-37 and “Emailing a stored document URL” sectio n on page 5-7.

Retrieving documents

with Document

Catalogs

You can get direct access to the documents in an electro ni c 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 an example of a Document Catalog.

Figure 3.6 Document Catalog

DocuShare collection in a Web Browser

Document Catalog form

Chapter 3: Quic k look at u sin g Flow Port ❖ 3-11

Document management scenarios

Use the Document 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 Documen t Catalog.

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

For more information, refer to the following sections:

• “Creating a Document Catalog” section on page 5-46.

• “Using a Document Catalog” section on page 5-47.

Distributing

previously stored

documents

Y ou can email, Internet Fax, or remotely print a document that you have stor ed to a repository without having to retrieve and print it.

Create a Document Distribution Cover Sheet in the FlowPort Web Centre, with checkboxes for email, Internet Fax, remote printing, or storing, as shown in Figure 3.7.

Figure 3.7 Document Distribution Cover Sheet

3-12 ❖ Xerox FlowPort User Guide

Document mana gement s cenarios

Distributing single stored documents

There are two methods to distributing a single stored document.

• Mark checkboxes on the Cover Sheet and place it in

front of a Document Token that represents one stored document, as shown in Figure 3.8

Figure 3.8 Cover Sheet in front of a Document Token

that repres ents one stored doc ument

Chapter 3: Quic k look at u sin g Flow Port ❖ 3-13

Document management scenarios

• Place the Cover Sheet in front of a Document Catalog,

with a ch eckbox ma rked, to select the s tored do cument you want to distribute, as shown in Figure 3.9.

Figure 3.9 Cover She et in front o f a Docume nt Catalog

with one stored document selected

Document selected

3-14 ❖ Xerox FlowPort User Guide

Document mana gement s cenarios

Distributing multi-stored documents

There are two methods for distributing multi-stored documents.

• Place the Cover Sheet in front of a Document Catalog

that can represent more than one stored document. — Mark checkboxes on the D ocument Catalog to

select the documents that you would like to distribute, as shown in Figure 3.10.

— Pla c e b o th sh ee ts into a X er ox Do c ument Centr e or

Internet Fax device (se l ecting 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: Quic k look at u sin g Flow Port ❖ 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 Document C atalogs (also called Ac cess Sheets), as shown in Figure 3.11.

Place all the sheets in the digital device and sca n 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 Ca talogs

3-16 ❖ Xerox FlowPort User Guide

For more information, refer to the following sections:

• “Emailing a document with Flow Port” section on

page 5-3

• “Distributing a document in multiple ways” section on

page 5-14.

Document mana gement s cenarios

Copying a stored

document to another

repository

Once yo u store a docum ent to a repo sitory that supports access by FlowPort and received a Document Token, you can use the Document Token to copy the document to another repository. For example, you can copy the stored document to a DocuShare Collection, Lotus Notes databas e repositor y a Microsof t Exchange Folder or another repository.

To copy a stored document to another repository:

Create a Docume n t Distribution Cover Sheet that h a s

checkboxes for any repo si to ry yo u wa nt, as shown in Figure 3.12.

Figure 3.12 Document Cover Sheet that shows a new

repository

Place the Cover Sheet (with checkboxes marked) in front

of the Document Token.

Put both forms in a Xerox Document Centre (select the

Scan tab and FlowPort scan template) or an Internet Fax machine (send to flowport@FlowPort-InternetfaxAddress, your server’s Internet Fax address), and press Start.

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

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

• “Storing documents to a repository” section on

page 5-18.

Chapter 3: Quic k look at u sin g Flow Port ❖ 3-17

Document management scenarios

Retrieving your

documents when

traveling

When traveling, you do not have to take all your hardcopies with you. You can carry Document Tokens or Document Catalogs that represent documents stored in a repository on your company intranet.

Figure 3.13 D oc u ment Token and Document Catalog

Follow these guidelines to use these forms w hen you are away from your office:

• If you are at a location inside your company (within

your company's firewall), you can use Document Tokens and Document Catalogs in any Document Centre with a template that points to a FlowPo rt server; or you can use them in an Internet Fax device. Fax the documents from a n Internet Fa x device to

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

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

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

3-18 ❖ Xerox FlowPort User Guide

• If you are outside your company (at a hotel or other

office location), you can Internet Fax your Document Tokens and Document Catalogs to the FlowPort server. The stored documents will be retrieved and faxed back to the Internet Fax device.

For more information, refer to the following sections:

• “Retrieving and printing wi th a Document Token”

section on page 5-37

• “Using a Document Catalog” section on page 5-47.

Document mana gement s cenarios

Getting a form at

anytime

You can copy a version of any form directly on a copier. There is no need to go back to your PC to print a new form.

Y ou can also print a new form by marking the c heckbox at the bott om of the form that says Cancel & Re-fetch, as shown i n Figure 3.14.

Figure 3.14 PaperWare form with the Cancel & Re-fet ch

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 template 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 box at the bottom of the form.

Note: The Cancel & Re-fetch checkbox is normally not available on Inte rn et fax able forms.

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

a FlowPort fo rm” section on page 4-8.

Chapter 3: Quic k look at u sin g Flow Port ❖ 3-19

Document management scenarios

Getting Help about a

form

You can get printe d help about a form when using the Document Centre. Mark the Help checkbox on any f or m, as shown in figure 3-12.

Figure 3.15 PaperWare form wi th the Help box checked

Put an ‘X’ in the Help box

Scan the form to get a pri n te d she et about how to use the form. If you check Help, any other checkbox you mark on the form is not processed unless you also ma rked the Cancel & Re-fetch box at the bottom of the form.

Note: Internet-faxable forms gen er ally do not have a Help box, due to the size of the DataGlyph on the form.

For more info rmation, refer to the “Printing Help for a

FlowPort form” section on page 4-9.

3-20 ❖ Xerox FlowPort User Guide

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 copy of a form when you need one, and to print help about a form.

This chapter contains the following :

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 I n ternet Fax job .......................... ........ ...... 4-5

Using Cover Sheets and other types of forms ...................... 4-6

Cover Sh ee ts ............... .. .. .............. .. .............. .. .............. . 4-6

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

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

Tips about u si n g fo rms ................... .. .............. .. .............. .. . 4-8

Marking a checkbox ....................................................... 4-8

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

Printing H el p for a Fl o w P or t fo rm ........ .. .............. .. .......... 4-9

Chapter 4: Using FlowPort f orms ❖ 4-1

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 devi ce

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 th e l ist of scan templates s uch as “FlowPort.xst” or the default template (default.xst), which may be set to scan your forms to FlowPort. Check with your FlowPort administrator if you do not know if a Xerox Document Centre is enabled for FlowPort or do not know the name of the FlowPort scan template.

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

To scan a FlowPort form in the Xerox Document Centre:

Mark the appropriate c h eckboxes on the for m. Depending on whether the fo r m i s a Cover Sheet or an

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

4-2 ❖ Xerox FlowP ort User Guide

Scanning in F lowPo rt forms

At a Xerox Document Centre, perform the following:

A Place the form (and any accompanying documents) in

the document feeder. A single form such as a Document 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 D o cument Ce n tre, this is generally default.xst; or a FlowPort scan template such as FlowPort.xst is auto-hig hl ig h te d. Check with your Flow Port administrator.)

D Press the Start button.

Note: You may need to login at th e Docume nt Ce ntre or use a Login Sheet; for example, if you use a private FlowPort form or yo ur adm inistr ator ha s defin ed spe cial security policies.

See the “Security and your FlowPort system” section on

page 8-2.

Scanning forms by

Internet Fax

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

When you Internet Fax a PaperWare form to the FlowPort 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 the 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 intend to send 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 f orms ❖ 4-3

Scanning in FlowPort forms

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

To print a form with Internet Fax-size DataGlyphs:

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

Click the Forms button.

In the Forms and Applications page, cre ate th e fo rm y ou

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

page 6-5.)

Click th e selectio n box to the le ft of the form. For

example:

Click Print.

In the Print Chooser window, make sure that the default

Printer Name and Printer Type are correct .

4-4 ❖ Xerox FlowP ort User Guide

For DataGlyph si z e , select 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 resol ut ion .

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

Large standard mode—use for forms to be scanned using standard resolution. When using Large standard mode, the DataGlyph region is significantly larger, and the printed form does not have the Help and Cancel & Re-fetch checkboxes.

Click OK.

Scanning in F lowPo rt forms

Sending the Internet Fax job

To Internet Fax your forms to the FlowPort server:

Place the form and any accompanying documents into

the Internet Fax device. Refer to the “Using Cover Sheets and other types of

forms” sectio n on pag e 4-6 for more about the order in

which you place Pa perWare forms.

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

Use an Internet Fax ad dre ss li ke th e fol lo w in g:

flowport@FlowPort-InternetFaxAddress

flowport is a default I nternet F ax address for submitting

PaperWare forms to the FlowPort server. FlowPort-InternetFaxAddress is the address d e signated by

your administrator for the FlowPort server to receive Internet Faxes.

You can see the Internet Fax address for your FlowPort server by opening up your Internet Fax application options page . C li c k the Options button, and then th e Internet Fax Mailbox link. At the top of the screen, your personal Internet Fax address is displayed in quotes. The text that appears after the “@” is your FlowPort Internet Fax address name. When you Internet Fax forms to the FlowPort server, replace the user name (which appears before the “@”) with flowport.

Note: Unless speci fie d, a Log in She et is not required when submitting jobs by Internet Fax. However , you ar e required to use a Log in She et if us ing a shar ed or pr ivate form, or if your FlowPort administrator has specified that all jobs have user names and passwords.

See the “Security and your FlowPort system”

section on page 8-2.

Chapter 4: Using FlowPort f orms ❖ 4-5

Using Cover Sheets and o ther types o f forms

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 types of forms and how they are used.

Table 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 Cover 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 FlowPort job.

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

You can place more than one Cover Sheet in a stack, if you want to b atch yo ur Pape rWare forms. The jo bs are ru n in the sequence in which they are entered. Each time the FlowPort server detec ts a new Cover Sheet, it ends the previous job an d starts a new job.

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

Sheet).

authentication.

4-6 ❖ Xerox FlowP ort User Guide

Using Cover Sheets and other ty pes of form s

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 orig inal document.

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

You can also place an Access Sheet with other Access Sheets, or after a Cover Sheet. If placed after a Cover Sheet, the Acc ess Sheet is used as if it were the original document. For example, a Distribute Document Cover Sheet can be used with a Document Token to ema il a stored document .

An Options Sheet is placed after a Cover Sheet to add instructions about processing.

An Options Sheet i s used with a Co ver or Access Sh eet; the Options Sheet is placed just after the Cover Sheet 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.

The Login Sheet, placed on top of the paper stack, provide s authentication for a FlowPort job. The Login Sheet is typic ally used for private Pa perWare forms. In some instances, the FlowPort 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 f orms ❖ 4-7

Tips about us ing fo rms

Tips about using forms

This section p rovides helpful tips fo r 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 processi ng results:

• Mark checkb ox wi th an ' X,' or fill in the entire box.

• Use a d ark pen if possible (faint pencil marks may not

be detec ted)

For exampl e:

If you have a form that has been used and wish to obtain a new form with checkboxes unmarked, you can get a fresh printout of any PaperWare form withou t going to the FlowPort Web Centre by doing the following steps.

Mark an ’X’ in the Cancel & Re-fetch check bo x at the

bottom of the Pape rWare form.

4-8 ❖ Xerox FlowP ort User Guide

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 fo rm). If you mark any other ch ec kbox options, they are not processe d.

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

Tips about using forms

Place the form in th e in pu t d e vi ce .

Refer to the “Scanning forms in the Xerox Document

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

A clean unmarked version of the form is printed.

Printing Help for a

FlowPort form

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

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

To get PaperWare form information:

Mark an 'X' in the Help chec kbox at the bottom of th e

form.

Note: When you mark the Help box, it cancels out all other checkboxes on the form (except for the Cancel & Re-fetch box, which you can check to re-print the form at the same time you are retrieving help). If you mark any other checkbox options, they are not proce sse d.

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

Place the form in th e in pu t d e vi ce .

Refer to the “Scanning forms in the Xerox Document

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

A Help page about using this FlowPort form is printed.

Chapter 4: Using FlowPort f orms ❖ 4-9

4-10 ❖ Xerox FlowPort User Guide

FlowPort capabilities Chapter5

This chapter provides a task-oriented approac h to using your FlowPort applications. Choose a tas k 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 t o th e d ig it al wo r l d

• Storing documents to a repository

• Retrieving stored documents from a repository

• Rece iving Internet Faxes thr ough FlowPort

This chapter contains the following :

Distributing your docu me n t s to th e d ig ital 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 abo u t o th e r ma il server pro b le m s? ......... .. .......... 5-6

Authentication problems ............................................. 5-6

Emailin g a sto r ed d oc u ment URL ............ ... ............. ... ..... 5-7

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

Sending a do cu m e n t to a remote printe r .................... .. . 5-12

Distributing a document in m ul ti p le w a y s .... ................. 5-14

Chapter 5: FlowPort capabilities ❖ 5-1

FlowPort capabilities

Storing docu ments to a repository ............................. ....... 5-18

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

Storing a document with docu ment management fields 5-25

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

Creating a Doc u ment Options Sheet ......... .................. .. 5-33

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

Retrie vi n g y ou r stored docum en t s fr om a repositor y ......... . 5-37

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

Emailin g a sto r ed d oc u m en t ...................... .. .. .............. . 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 Docu ment Catalog . .. .............. .. ........................ 5-4 7

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

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

Using Network Accounting with Flow Port ......................... 5-52

5-2 ❖ Xerox FlowP ort User Guide

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

Distributing your documents to the digital world

Emailing a document

with Flo wPort

You can email a doc ument by creating a Distribute 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 Applica tions page, under Distribute

Document, click th e 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, clic k Email Recipient.

On the form, click the 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. Y o u can enter more than one address, separated by commas.

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

• Send URL if available—click the chec kbox to email the URL of the reposi to ry that contains the docu me nt , instead of emailing the actual docume n t . To use this option, you must add a ch ec kbo x for th e URL of a document repository on the form. See “Emailing a

stored document U RL ” section on page 5-7.

Chapter 5: FlowPort capabilities ❖ 5-3

Distributing your docum ents to th e digital w orld

For File Format for Scanned Documents (optiona l), y ou

can select one of the following formats for scanned documents:

• TIFF—creates a TIFF im ag e.

• PDF Image Only—creates a simple PDF file.

• PDF (searchable text)—creates a PDF file wit h

• Other—create s a fil e format you choose from the

Click OK.

The checkbox and label display on the form.

Y o u 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 recognition) on the document. For all other formats, except PDF Image Only, FlowPort performs OCR on the document using Te xtBridge 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 FlowP ort User Guide

To add an Email Subject:

A From the menu, click Email Subject. B On the form, click a blue arrow. C In the Subject box, enter the 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 the fo rm:

• Public Us e—allo ws anyone to us e th e form. You need to authenticate if an administrator has created special security requirements.

• Shared Use—allows any local FlowPort user to use the form, provided ‘guest’ access is enabled on the Document Centre. See your adminis tra to r if you are not sure.

Distributing your documents to the digital 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 authentication such as a Login Sheet, 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 Sheet is ‘Private,’ or your system has security

restrictions, provide authentication by placing a Login Sheet on top of the C ove r Sh eet or lo gin at the Do cu men t Centre. See “Login at the Doc ument Centre” section on

page 8-9.

Mark checkbo xe s to all email recipient s yo u wa n t to sen d

the document.

Refer to the “Scanning in FlowPort forms” section on

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

Xerox Document Centre or a Internet Fax device.

Chapter 5: FlowPort capabilities ❖ 5-5

Distributing your docum ents to th e digital w orld

Confirming your

document was sent

or received

When you email a document using a Distribute Document C over Sheet, you r eceive one of the following:

• If your Cover Sheet was successfully processed, a confirmation sheet is printed with a list of the email recipients.

• If there was a problem processing the Cover Sheet, an error message is printed. It may show a picture of the Cover Sheet, indicating any problems such as checkboxes that must be marked in order to process the form.

Note: If your Job Confirmat ion Method is not set to Printer, then confirmations and errors are issued using the method you selected. To se lect a job confirmation method, click the Account button.

What if the email address was wrong?

If you entered an incorrect email address when creating the Cover Sheet, the document w ill not be emailed successfully. An “unable to deliver mail” message is sent by the mail server back to the owner 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 recipient 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 FlowP ort User Guide

Authentication problems

If you have p rob lems pr oce ssin g the Di str ibu te Docu ment Cover Sheet, check to see whether it is ‘Private’ or ‘Shared’ (indicated in the upper right corner). If c hecked ‘Private’ or your Administrator has placed special security restrictio ns on your Xerox Document Centre, you may need to aut he ntic ate the j ob; f or ex am ple, a Lo gin Shee t is required. See the “Providing auth enti ca tion wh en y ou us e

FlowPort forms” section on page 8-6.

Distributing your documents to the digital world

Emailing a stored

document URL

If you prefer not to email a documen t as an image attachment, wh ich uses sp a c e in th e mailbox of the emai l recipients, you can store a document in a repository and email the URL to recipients.

The Distribute Document Cover Sheet mu st include two types of checkboxes: a checkbox for the repository and checkboxes for email recipients.

First, cr ea te a Di stribute D ocu me nt Co ve r Sheet, and th en 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 Applica tions page, under Distribute

Document, click th e 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, clic k Email Recipient.

On the form, click 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. Y o u can enter more than one address, separated by commas.

Checkbox label—the text that appe ars on th e 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 featur e allows you to scan the document to a reposi tory at the s am e time it e ma ils to re ci pi ent s th e UR L to the document.

Chapter 5: FlowPort capabilities ❖ 5-7

Distributing your docum ents to th e digital w orld

Click OK.

The checkbox and label display on the form. You can repeat steps 5 to 8 to add any other email checkboxes.

To add an Email Subject:

A From the menu, click Email Subject. B On the form, click a blue arrow. C In the Subject box, enter the text you want and click OK.

From the menu, select Heading.

Click the lowe st blue arrow icon.

Note: Althou gh you can select an option for File Format for Scanned Documents, if you ar e ema iling the URL of a stored document, the document is stored in th e 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 FlowP ort User Guide

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

checkbox or c h ec kboxes (for examp le, Store To).

Click OK.

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

For storing a document and emailing the URL, you can select an item for one of these repositories:

• Documentum Repository

• DocuShare Collection

• Domino Repository

• Domino.Doc Repository

• FTP Directory

• iManage Repository

• Microsoft Exchange 2000 Web Fol der

Click the lowe st blue arrow icon.

In the window, enter the following:

Checkbox Label—displays tex t you wa n t to appear on the form (usually the repository name).

Distributing your documents to the digital world

Other repository information—the repository 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 checkbox and label display on the form. You can

repeat steps 15 to 17 to add other repository checkboxes.

Note: When you store a document to a repository that supports access, a Document Token is pr inted if your job confirmation method (in the Acc o unt page) is set to Printer.

For File Format for Scanned Documents, select one of

the following:

• TIFF—creates a TIFF im ag e.

• PDF Image Only—creates a simple PDF file.

• PDF (searchable text)—creates a PDF file wit h

page-by-page search capability.

• Other—create s a fil e format you choose from the menu.

Click OK.

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

specify who can use the fo rm:

• Public Us e—allo ws anyone to us e th e form. You will need to authenticate if an administrator has created special security requirements.

• Shared Use—allows any local FlowPort user to use the form, provided ‘guest’ access is enabled on the Document Centre. See your adminis tra to r if you are not sure.

Chapter 5: FlowPort capabilities ❖ 5-9

Distributing your docum ents to th e digital w orld

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

Click the Save&Print button.

Click the Continue button.

The for m 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 Sheet is ‘Private,’ or your system has security

restrictions, provide authentication by placing a Login Sheet on top of the C ove r Sh eet or lo gin at the Do cu men t Centre. Refer to Chapter 8: Using shared and private 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 Cover Sheet will also be public or shared.

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, as described below. Refer to Chapter 8: Using shared and private forms.

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

5-10 ❖ Xerox FlowPort User Guide

Mark th e repository checkbox, and a checkbox fo r each

email recip ient to receive the URL.

Refer to the “Scanning in FlowPort forms” section on

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

Note: When you store a document to a repository that supports access by Flowport, a Document Token is printed as a confirmation if your Job Confirmation Method is Printer. The Docum en t Token represents the stored document, and can be us ed to retr ie ve and print it. T o select a confirmation method, click th e Account button.

Distributing your documents to the digital world

Distributing a

document by Internet

Fax

You can Internet Fax a document by creating a Distribute Document Cov er Shee t, an d then scanning it to FlowPort with the document.

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

in to the FlowPort Web Cen tre” sect ion 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, cl ick title goes here and

enter a title in the Title box.

From the menu, click Internet Fax Recipient.

On the form, clic k the lower blue ar row icon (below the

Send To heading).

In the Internet Fax wind ow, enter the following:

Internet Fax address—address of the Internet fax machine.

Checkbox label—text to appear on the form (usually the Internet fax machi ne name or address).

Send in Internet fax base mode format—keep this box checked if y ou are sending the docu ment to an In ternet fax mach ine.

Note: Uncheck this box only if you ar e sending the document to another user’s F l o w Port Internet Fax mailbox and wish to send it in fine r mode.

Click OK.

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

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

specify who can use the form.

Chapter 5: FlowPo rt ca pabi litie s ❖ 5-11

Distributing your docum ents to th e digital w orld

• Public Us e—al lows anyone to use the form. Y ou will

• Shared Use—allows any local FlowPort user to use the

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

Click the Save & Print button.

Click the Continue button.

The for m 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 special security requirements.

form, provided ‘guest’ access is enabled on the Document Centre. See your adminis tra to r if you are not sure.

authentication) to use the form.

Note:In gen eral, cre a te a form as ‘Public’ or you may need to provide authentication such as a Login Sheet, as described below. Refer to Chapter 8: Using shared and private forms.

Sending a document

to a remote printer

Place your Cover Shee t on to p of a docum ent you want t o

send by Internet Fax, and mark the Internet Fax checkbox.

If the Cover Sheet is ‘Private,’ or your system has security restrictions, provide authentication by placing a Login Sheet on top of the C ove r Sh eet or lo gin at th e Docu m ent Centre. See page 8-6.

Refer to the “Scanning in FlowPort forms” section on

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

Xerox Document Cent re or a Int e rnet fa x device .

You can print a document to a remote printer by creating a Distribute Document Cover Sheet, and then scanning it to FlowPort with the document.

To create a Distribute Document Cover Sheet for remote printing:

in to the FlowPo r t Web Centre” section in chapt er 1).

5-12 ❖ Xerox FlowPort User Guide

Distributing your documents to the digital world

Click the Forms button.

In the Forms and Applica tions page, under Distribute

Document, click th e 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, clic k 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—printer or Internet fax device on which to print, or the email address to use wh en em ailing documents.

Note: To get the name of a networked Xerox Documen t Centre or other printer that is at a remote location, contact the system administrator. Click the Printer Name link in the Remote Printer window for more information about print er name s.

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

(usuall y th e printer n ame). Network Accounting User ID (optional)—your User ID

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

Account ID to which t h is print job will be charged.

Note: The Network Accounting IDs must be registered for the specified printer. For more information, see

“Using Network Accounting with FlowPort” section on page 5-52.

Click OK.

The checkbox and label display on the form. You can repeat steps 5 through 8 to add more printers.

Chapter 5: FlowPo rt ca pabi litie s ❖ 5-13

Distributing your docum ents to th e digital w orld

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

specify who can use the fo rm.

• Public Us e—al lows anyone to use the form. Y ou will

• Shared Use—allows any local FlowPort user to use the

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

Click the Save & Print button.

In the following screen, click the Continue button.

The for m 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 special security requirements.

form, provided ‘guest’ access is enabled on the Document Centre. See your adminis tra to r if you are not sure.

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, as described below.

Distributing a

document in

multiple ways

5-14 ❖ Xerox FlowPort User Guide

Place your Cover Shee t on to p of a docum ent you want t o

print remotely, and mark the pr inter checkbox. If the Cover Sheet is ‘Private,’ or your system has security

restrictions, provide authentication by placing a Login Sheet on top of the C ove r Sh eet or lo gin at the Do cu men t Centre. See page 8-6.

Refer to the “Scanning in FlowPort forms” section on

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, store to a repository, remotely print a document, or perform a combination of these tasks all at once. Create a Distribute Document Cover Sheet w i th che ckboxes for all the ta sk s you wa nt to perform, and select the appropriate checkboxes before you scan in the form.

Distributing your documents to the digital 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 Applica tions page, under Distribute

Document, click th e 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, sel ect the type of checkbox you want to

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

• Email recipient—an email reci p ient's addr ess.

• Internet Fax Recipient—an Internet Fax recipie nt's

address.

• Remote printer—the name of a remote printer.

• Do cumentum Repository—the name of a

Documentum docbase.

• DocuShare Collection—the URL of a DocuShare collection.

• Domino Repository—the Domino server name and databa se path.

• Domino.Doc Repository—the URL of a Domino.Doc library.

• FTP Directory—the fully qualifi e d nam e or IP add re ss of an FTP file server.

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

• Lotus Notes/Domino—the SMTP address of a Notes or Domino repository.

• Microsoft Exchange 2000 Web Folder—the U RL of a n Exchange Web Folder.

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

Chapter 5: FlowPo rt ca pabi litie s ❖ 5-15

Distributing your docum ents to th e digital w orld

On the form, click the lower blue a rrow icon (below the

Send To heading). In the window that is opened, enter the required

information. Email checkbox—refer to the “Emailing a document

with FlowPort” se cti on on pag e 5-3 in this chapter.

Repository checkbox —refer to the “Storing documents

to a repository” section on page 5-18.

Internet fax checkbox—refer to the “Distributing a

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

Remote print checkbox—refer to the “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, Inte rn et fa x to, or Print 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, enter a heading. D Click OK.

want the heading located.

5-16 ❖ Xerox FlowPort User Guide

For File Format for Scanned Documents, select one of

the following:

• TIFF—creates a TIFF im ag e.

• PDF Image Only—creates a simple PDF file.

• PDF (searchable text)—creates a PDF file wit h

page-by-page search capability.

• Other—create s a fil e format you choose from the menu.

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

Click OK in the window.

The checkb ox and labe l d isplay on th e form.

Distributing your documents to the digital world

Y o u 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 the fo rm.

• Public Us e—al lows anyone to use the form . You will only need to authenticate if an administrator has created special security requirements.

• Shared Use—allows any local FlowPort user to use the form, provided ‘guest’ access is enabled on the Document Centre. See your adminis tra to r 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, as described below.

Click the Save & Print button.

In the following screen, click the Continue button.

The for m 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 the 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 checkbox at the same time, by defaul t the

document will be st ored, and only a URL will be s e nt to email recipients. If you wish to send th e document its elf (as an email attachment), de-select Send URL if available when you create the Email checkbox.

Refer to the “Scanning in FlowPort forms” section on

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

Xerox Document Centre or a Internet Fax device.

Chapter 5: FlowPo rt ca pabi litie s ❖ 5-17

Storing documents t o a reposito ry

Storing docume nts to a repo sito ry

To store a docume nt to a reposi tory you need to create a Distribute Document Cover Sheet, and then scan to FlowPort with the doc ument.

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 Applica tions page, under Distribute

Document, click th e Create New Cover Sheet link.

In the Cover Sheet Creator tool, click title g oe s h ere and

enter a title in the Title box.

Create a reposi tory checkbox. From the menu, select a

repository. You can select one of these repositories:

5-18 ❖ Xerox FlowPort User Guide

• Documentum Repository

• DocuShare Collection

• Domino Repository

• Domino.Doc Repository

• FTP Directory

• iManage Repository

• Lot us Note s/ 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 window, enter the following:

Checkbox Label—displays tex t you wa n t to appear on the form (usually the repository name).

Storing documents to a reposito ry

Note: If you change your repo si tory us er name or password afterward, the Cover Sheet will no longer work.

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

Note: Refer to Table 5.1 for i nf o r ma t i o n rega rd in g specific repositories.

For File Format for Scanned Documents, select one of

the following:

• TIFF—creates a TIFF im ag e.

• PDF Image Only—creates a simple PDF file.

• PDF (searchable text)—creates a PDF file wit h

page-by-page search capability.

• Other—create s a fil e format you choose from the menu.

Click OK.

The checkbox and label display on the form. You can

follow steps 5 to 9 to add other repository checkboxes.

Note: When you scan a document to a repos itory that supports both storage and access by Flowport, a Document Token is printed if your job conf irmat ion method (in th e Acc ou nt pag e) i s se t to Print er. Storing to the following repositories will generate a Document Token:

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

Chapter 5: FlowPo rt ca pabi litie s ❖ 5-19

Storing documents t o a reposito ry

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

specify who can use the fo rm.

• Public Us e—allo ws anyone to us e th e form. You will only need to authenticate if an administrator has created special security requirements.

• Shared Use—allows any local FlowPort user to use the form, provided ‘guest’ access is enabled on the Document Centre. See your adminis tra to r 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, as described below.

Click Save & Print.

Click Continue. The form appears on your Forms and

Applications pag e an d is printe d at your defau lt pr int er.

To scan the Cover Sheet and document to FlowPort:

Place your Cover Sheet on top of the document you want

to store.

Mark the chec kbox to the r epos itory where th e docu ment

will be stored. If the Cover Sheet is ‘Private,’ or your system has security

restrictions, provide authentication by placing a Login Sheet on top of the C ove r Sh eet or lo gin at the Do cu men t Centre. See page 8-6.

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

Refer to the “Scanning in FlowPort forms” section on

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

Xerox Document Centre or an Internet fax device.

5-20 ❖ Xerox FlowPort User Guide

Storing documents to a reposito ry

Repository

Information

Table 5.1 Repository Information Pag e 1 o f 4

Repository Repository Information

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

directory name). FTP Host Name—The fully qualified name or IP address of the destination file

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

documents. For example: /ftp-public/mydocuments. 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. You must have Reader

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

Table 5.1 contains data required to complete the repository address window.

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

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

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

password you specify, unless the information is changed.

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

folder name). Exchange SMTP Address—The SMTP address of the folder to store scanned

documents.

Note: T o find t he address, open Microsof t Outlook. Right-click the public

folder, then click Properties. Click the Summary (or Administration) tab, click the Personal Address Book button, and then click 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 display the SMTP address (or in the Contact window, double-click the public folder name listed in the E-mail section, and then click the E-mail Addresses tab in the Properties window to display the SMTP address.)

Chapter 5: FlowPo rt ca pabi litie s ❖ 5-21

Storing documents t o a reposito ry

Table 5.1 Repository Information Pag e 2 o f 4

Repository Repository Information

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

database name). Lotus Notes/Domino SMTP Address—The SMTP address of the repository to

store scanned documents . See your Notes or Domino admin istrator if you don 't know the address.

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 opening a file cabinet in the library, copy all of the 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 W eb login name, which could be the same as the your Notes short name. You must have Editor or Manager access level to the file cabinet y ou spec ify. See your Domino administrator 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—The name of the file cabinet in the library you specified.

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

the URL for a Domino.Do c Library box, and login. Sel ect a file cabinet in the library and, if prompted, log in. At the top of the Domino.Doc workspace, the nam e of the file cabinet displays to the right of the file cabinet icon. Copy the name into the Domino.Doc File Cabinet Name 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.D oc 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 workspace, the name of the binder displays to the right 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 ❖ Xerox FlowPort User Guide

Table 5.1 Repository Information Pag e 3 o f 4

Repository Repository Information

Storing documents to a reposito ry

Domino.Doc Repository

(continued)

Documentum Repository Documentum Docbas e Name—The name of the Documentum docbase, or

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

Domino.Doc Profile Name—The Domino.Doc document profile, or type, to associate with a document when it is stored in the specified binder using a Distribute Document Cover Sheet.

Note: In a browser window , go to the Domino.D oc 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 bind er you specified in the Domino.Doc Binder Name box. On the Actions sidebar, click the New Document button. Under Document Profile, 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—The 16-character combination of hexadecimal digits

(0-9, A-F) that uniquely 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

Documentum system.

iManage server and the database name. For example: imanageserver.mycompany.com/imanagedb.

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: FlowPo rt ca pabi litie s ❖ 5-23

Storing documents t o a reposito ry

Table 5.1 Repository Information Pag e 4 o f 4

Repository Repository Information

Microsoft Exchange 2000 Web Folder

Domin o Repository Domino Server Name—Th e Domino server's Internet host na me. For example:

URL for an Exchan ge W e b Fo lder—The com plete URL of the Web Folder. For example: http://hostname/public/foldername.

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

Folders icon. Locate the 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 into t he UR L for an E xchang e W eb Folder 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 Password—The user's Windows 2000 passwor d.

hostname.domainname.com.

Note: Do not enter the server’s host name in Notes format (hostname/

orgunit/org).

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

Note: Do not include the data directory (for example,

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

Form Name—The name of the form to use when creating a document in the database. For example: Employee Profile.

Note: If the Domino form requires certain fields, then you must also

include the corresponding Document Management Fields on the form template. Your Domino a d mini strator can provid e you wit h the l ist of any required fields.

Web Log in Name—The Dom ino user's Web log in name. Th e user must have at least Author access level to the specified database. See your Domino administrator if you don't know the user's Web login name or access level.

Note: Do not enter the logi n name used t o acce ss Do mino t hrou gh N otes .

Web Password—The Domino user's Internet password. See your Domino administrator if you don't know the password.

5-24 ❖ Xerox FlowPort User Guide

Storing documents to a reposito ry

Storing a document

with doc ument

management fields

You store a document with associated fields (or "properties") by creating a Distribute Document Cover Sheet with Document Management Field checkboxes and then scanning to Fl owPort with the document.

You can also add Document Management Field checkboxes to a Document Options Sheet, which is placed after your Cover Sheet. See the “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 administrato r 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 Applica tions page, under Distribute

Document, click th e New Cover Sheet.

In the Cover Sheet Creator tool, click title g oe s h ere and

enter a title in the Title box.

Create a repos itory checkbox; from the menu, cli ck a

repository. You can select one of these repositories:

• Documentum Repository

• DocuShare Collection

• Domino Repository

• Domino.Doc Repository

• FTP Directory

• iManage Repository

• Lot us Note s/ Domino

• Microsoft Exchange 2000 Web Folder

• Microsoft Exchange Folder

On the form, click on the lower blue ar ro w icon (below

the Send To heading).

Chapter 5: FlowPo rt ca pabi litie s ❖ 5-25

Storing documents t o a reposito ry

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 address, user name, password, or other information. (To view help, click a link on a field name.)

Note: If you change your repo si tory us er 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 im ag e.

• PDF Image Only—creates a simple PDF file.

• PDF (searchable text)—creates a PDF file wit h

page-by-page search capability.

• Other—create s a fil e format you choose from the menu.

5-26 ❖ Xerox FlowPort User Guide

Click OK.

The checkbox and label display on the form. You can repeat steps 5 through 9 to add other repository checkboxes.

Note: When you scan a document to a repos itory supported for both storage and access, a Document To ken is print ed if your job con firmation meth od (in t he Account page) is set to Printer.

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 w ith

Document Management Information".

D Click OK.

Storing documents to a reposito ry

From the menu, clic k Document Management Field.

Click on the lower blue arrow .

In the window, enter the following:

Checkbox label—the tex t y ou want to appear on the form next to the checkbox (usually the value 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 define d for a repository .

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

the repository to have this value automatically associated with them. No documen t management field checkbox appears on the form if you select Hidden.

Handprint region—click to include a checkbox and a rectangular area on the form, which lets you add a handwritten document mana gement 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 checkbox and label display on the form. You can repeat steps 10 throug h 14 to add more prope rt y checkboxes.

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

specify who can use the fo rm.

• Public Us e—allo ws anyone to use the form. You only need to authenticate if an administrator has created special security requirements.

• Shared Use—allows any local FlowPort user to use the form, provided ‘guest’ access is enabled on the Document Centre. See your adminis tra to r 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: FlowPo rt ca pabi litie s ❖ 5-27

Storing documents t o a reposito ry

• 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, as described below.

Click the Save & Print button.

Click the Continue button.

The for m 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 Shee t on to p of a docum ent you want t o

store. If the Cover Sheet is ‘Private,’ or your system has security

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

Refer to the “Scanning in FlowPort forms” section on

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

Xerox Document Cent re or a Int e rnet fa x device .

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 Token represents the stored document, and can be us ed to retr ie ve and print it. T o select a confirmation method, click th e Account button.

5-28 ❖ Xerox FlowPort User Guide

Storing documents to a reposito ry

Repository document

management fields

Table 5.2 Repository Document Ma na gement 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 document management field. You can

Table 5.2 contains document management field informati on for a supported FlowPort repo sitory.

enter the following field names:

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

• Description—lets you add a descr ipt ion field to the stored document (corresponds to the FTP Description pr operty).

Field Value—the value of the field specified in the Field Name box. For example, a value for the title field name could be FlowPort Brochure Copy.

enter the following field names:

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

• Description—lets you add a descr ipt ion field to the stored document (corresponds to the Exchange Description prope rty).

Field Value—the value of the field specified in the Field Name box. For example, a value for the title 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 repository to specially process these attached data files.)

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

enter the following field names:

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

• Description—lets you add a descr ipt ion field to the stored document (corresponds to the Notes/ Dom in o Descr iptio n pr oper ty ).

Field Value—the value of the field specified in the Field Name box. For example, a value for the title 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 repository to specially process these attached data files.)

Chapter 5: FlowPo rt ca pabi litie s ❖ 5-29

Storing documents t o a reposito ry

Table 5.2 Repository Document Ma na gement Fields Page 2 of 4

Repository Document Management Field

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

enter the following field names:

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

• Description—lets you add a descr ipt ion 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 field to the stored docume nt (corresponds to the DocuShare Keywords property). You can store more than one Keywords field with 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 ou can als o enter the nam e of a DocuShare cu stom pr operty. For example, your DocuShare administrator may have created a custom property to let users add a budget c enter or case n umb er to s tor ed docum ents . To include a custom property, you must type its name in the Field Name box exactly as it appears in the DocuShare Name box. To add custom properties, see your DocuShare administrator.

Field Value—the value of the field specified in the Field Name box. For example, a value for the title field name could be FlowPort Brochure Copy, and brochure could be a value for keywords. The field value can also include valid HTML markup 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 collection by clicking the Services button located to the right of the document.

5-30 ❖ Xerox FlowPort User Guide

Storing documents to a reposito ry

Table 5.2 Repository Document Ma na gement 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 following field names:

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

• Description—lets you add a descri pt ion field to the stored documen t , if the document's profile i ncl ud es the fiel d .

You can also enter the name of a Domino.Doc custom field. For example, your Domino.Doc administrator may have created a custom property to let users add a budget c enter or case n umb er to s tor ed docum ents . To include a custom property, you must type its name in the Field Name box exactly as it appears in the Pr of ile associated with the D omino.D oc bin der in wh ich the document is stored. To add custom properties, see your Domino.Doc administrator.

Field Value—the value of the field specified in the Field Name box. For example, a value for the title 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 constrained set of values. For example, a property named Department might only allow values Accounting, Legal, and Human Resources.

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

enter the following field names:

• Title—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—the value of the field specified in the Field Name box. For example, a value for the title field name could be FlowPort Brochure Copy, and brochure could be a value for keywords.

Chapter 5: FlowPo rt ca pabi litie s ❖ 5-31

Storing documents t o a reposito ry

Table 5.2 Repository Document Ma na gement Fields Page 4 of 4

Repository Document Management Field

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

enter the following field names:

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

• Description—lets you add a descr ipt ion field to the stored document (correspon ds to the iManage De sc ription property ).

Field Value—the value of the field specified in the Field Name box. For example, a value for the title field name could be FlowPort Brochure Copy.

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

enter any custom field name the Domino administrator has created for the database. Obtain the list of field names from the administrator.

Field Value—the value of the field specified in the Field Name box.

Note: You can view the document’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 following field names:

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

• Description—lets you add a descr ipt ion field to the stored document

(corresponds to the Comments field in Outlook).

• Keywords—lets you add a keyw or d 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 ou can also enter the name of a Exchange custom field. For example, your Exchange administrator may have created a custom field to let users add a budget center or case number to stored documents. To include a custom field, you must type its name in the Field Name box exactly as it is defined by your administra tor.

Exchange custom field names often include a schema name, like "urn:schemas-m icrosoft-com:office: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 administrator.

Field Value—the value of the field specified in the Field Name box. For example, a value for the title field name could be FlowPort Brochure Copy, and brochure could be a value for keywords.

5-32 ❖ Xerox FlowPort User Guide

Storing documents to a reposito ry

Creating a Document

Options Sheet

If you want to add options to a FlowPort job, you can create a Document Options Sheet. The following checkboxes can be added to a Document Options Sheet:

• Document Management Field

• Network Accounting

Note: If you include Document Management Field checkboxes, you must use the Document Options Sheet with a Distribute Document C ove r Sheet that has a checkbox for storing to a repository. See “Storing a

document with document manage me nt fields” section on page 5-25.

To add Document Management Fields:

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

Click the Forms button.

In the Forms and Applica tions 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:

Checkbox label—the tex t y ou want to appear on the form next to the checkbox (usually the value of the property, such as "Case-2401").

Field name—name of the field.

Note: Property names are usu ally case-sensitive; enter names exactly as they are define d for a repository .

Field Value—va lue 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 Hidden.

Chapter 5: FlowPo rt ca pabi litie s ❖ 5-33

Storing documents t o a reposito ry

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

Click OK.

The checkbox and label display on the form. You can repeat steps 6 through 8 to add more Document Management Field checkboxes.

Note: For some types of fields, you can store more than one property value with a document (such as sele cting 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:

• Checkbox label—the text you wan t to appear on the form next to the checkbox (usually to indicate the account to be charged).

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

5-34 ❖ Xerox FlowPort User Guide

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

Note: If you want the account to be charged every time the form is used, click the checkbox to select the option permanently. For remote printing, network accounting IDs must be registered for the speci f ie d prin ter.

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

specify who can use the fo rm.

• Public Us e—allo ws anyone to use the form. You only need to authenticate if an administrator has created special security requirements.

• Shared Use—allows any local FlowPort user to use the form, provided ‘guest’ access is enabled on the Document Centre. See your adminis tra to r if you are not sure.

Storing documents to a reposito ry

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, as described below.

Click the Save & Print button.

Click the Continue button.

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

Place the Document Options Sheet af ter a Distribute

Document Cover Shee t an d scan in the forms with the document.

If the Options Sheet co ntain only Network Acc ounting checkboxe s, it can simply be placed on top and scanned with the docum ent.

Chapter 5: FlowPo rt ca pabi litie s ❖ 5-35

Using the Document

Options Sheet

Use a Document Options Sheet to provide additional instructions to process a FlowPort job.

Mark the checkboxes on the Options Sheet to select

options (document management fields you wish to associate wi th the stored document or a Network Accounting number for print ing).

The Options Sheet is used with or without a Distrib ute

Document Cover Sheet.

• If the Options Sheet has Document Management Field check boxes it must be placed beh i n d a Distribute Document Cover Sheet that conta ins a rep os it or y checkbox, followed by the document.

• If the Options Sheet has Network Acc ounting checkboxes, it must be placed behind a Distribut e Document Cover Sheet, followed by the d oc um ent 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 checkboxe s, it can be place d on top of the document without a Distribute Document Cover Sheet. You can also place it with a Document Token or Document Catalog . The N etw ork Acc ou nt nu mber is app lie d to a ll documents printed.

5-36 ❖ Xerox FlowPort User Guide

If either the Options Sheet or the Cover Sheet is ‘Private,’

or your system has special security restrictions, provide authentication by placing a Login Sheet in front or login at the Document Ce ntre. See page 8-6.

Retrieving y our sto red d ocumen ts fr om a reposito ry

Retrieving your stored documents from a repository

Retrieving and

printing with a

Document Token

A Document Token is used to retrieve and print out a document that you stored with a Distribute Document Cover Sheet.

FlowPort prints a Document Token when a document is stored to a repository that supports both storage and access such as:

• Doc umentum Repository

• DocuShare Collection

• Domino Reposito ry

• 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 Document Token to the Document Centre, and place it face up in the fee der.

Refer to the “Scanning forms in the Xerox Document

Centre” section on page 4-2 to process the Document

T oken. Your document 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: FlowPo rt ca pabi litie s ❖ 5-37

Retrieving your st ored docume nts from a re pository

Emailing a stored

document

Y ou can e mail a st ored document from your de sktop using your regular mail program. With FlowP ort, if you have a Document Toke n that was cr eate d whe n you sc an ned a nd stored a document, or if you have a Document Catalog, you can email a stored document directly from a multifunctio n or Internet Fax device.

Note: Document Tokens and Docu me nt C a talogs are only created if a document is stored to a repository supported by FlowPort for both storage and access. If you have stored a document in an Exchange p ublic folder or Lotus Notes datab ase, yo u can em ail the document from your desktop application.

First, create a Distribute Document Cover Sheet for emailing; then use it with a Document Token or with a Document Catalog, to email the stored document 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 Applica tions page, under Distribute Document, click th e Create New Cover Sheet link.

5-38 ❖ Xerox FlowPort User Guide

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

enter a title in the Title box.

From the menu, clic k Email Recipient.

On the form, c lick on the lower bl ue arrow icon (below

the Send To heading).

In the Email Recipient window, enter the following:

Email address—the address for an individual or group. Y o u can enter more than one address, separated by commas.

Checkbox label—the text that appe ars on th e form (usually the name of the email recipient).

Retrieving y our sto red d ocumen ts fr om a reposito ry

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 document

URL” section on page 5-7.

Note: Although you can select an option under File Format for Scanned Documents, if you ar e emai ling a stored document, it will be e maile d in its current format.

Click OK.

The checkbox and label display on the form. 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 the form, click a blue arrow. C In the Subject box, enter the 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 the fo rm.

• Public Us e—allo ws anyone to us e th e form. You will only need to authenticate if an administrator has created special security requirements.

• Shared Use—allows any local FlowPort user to use the form, provided ‘guest’ access is enabled on the Document Centre. See your adminis tra to r 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, as described below.

Click the Save & Print.

Chapter 5: FlowPo rt ca pabi litie s ❖ 5-39

Xerox FlowPort 2.1.1 SP3 User Guide

Specifications and Main Features

Frequently Asked Questions

User Manual