Xerox Image Retriever 7 User Manual

Scan to PC Desktop:

I

Image Retriever 7

Scan to PC Desktop includes Image Retriever, which is designed
to monitor a specified folder on a networked file server or local
drive for incoming scanned images. The Professional Edition of
the program can also monitor e-mail inboxes for attachments.
Image Retriever converts and transfers files from the watched
folder and/or e-mail inbox into the PaperPort desktop.

Monitoring an e-mail inbox is only available in the Professional Edition.

After you install the Scan to PC Desktop family of software
components, including Image Retriever, you must restart your
computer. When you do, Image Retriever runs as an icon in the
system tray on the Windows task bar:

mage Retriever

(Professional Edition icon)

Folder watching status

E-mail polling status

Depending on which program edition you use, the icon may have
one or two light indicators in the bottom. They represent the
status of e-mail polling and folder watching by means of different
colors. Since e-mail polling is only available in the Professional
Edition of Image Retriever, the corresponding (left) LED will not
be displayed in the Special Edition of the program. For details,
see: Image Retriever Status Display.

Right-click on the Image Retriever icon in the Windows system
tray to display the Image Retriever menu with six commands:

1

• Get Now

• Use Defaults

• Settings

• View Log

• About

• Close

Settings command

Before using Image Retriever it has to be configured through the
“Image Retriever Settings” dialog.

Once you have installed the program it starts up along with your
PC and resides in the system tray.

To configure Image Retriever, right-click the Image Retriever icon
to display its menu. Then click the “Settings” command to display
a dialog box of all the Image Retriever controls:

2 SCAN TO PC DESKTOP: IMAGE RETRIEVER 7

E-mail Polling

This feature of Image Retriever (available in Professional Edition
only) lets you monitor your Microsoft Outlook or Lotus Notes inbox
for new messages with attached PDF, TIFF or XPS files
generated by a Xerox device. Disable the feature if you do not
want to monitor your e-mail. Use the following controls to
configure e-mail polling of Image Retriever.

Watch for scanned files in your e-mail inbox

Click this checkbox to enable e-mail polling.

Options Button

Click the Options... button to change your current e-mail polling
configuration.

If you have both Microsoft Outlook and Lotus Notes installed on
your system, the following dialog box will display enabling you to
make your selection between the two mail clients. Click OK to
confirm your choice, or Cancel to close the dialog.

3

In case of Microsoft Outlook the “Choose Profile” dialog box
displays enabling you to choose the Microsoft Outlook profile
whose inbox you want Image Retriever to monitor. Select your
Microsoft Outlook profile and click OK.

In the “Image Retriever Settings” dialog, you will see your
Microsoft Outlook profile name displayed in the relevant field.

Microsoft Outlook users cannot enable e-mail monitoring or choose a Microsoft
Outlook profile unless Collaboration Data Objects is installed and enabled for
Microsoft Outlook. Image Retriever will display an error message if they attempt
to do so.

To install Collaboration Data Objects with Microsoft Outlook 2000, 2002 or 2003

• choose custom installation

• then detailed installation options for each application

• finally select and enable the installation of the Collaboration Data Objects.

Microsoft Outlook 98 users should pick the Full Installation option.
Microsoft Outlook 2007 users should download and install Collaboration Data

Objects from Microsoft’s Download Center.
For more information about Collaboration Data Objects please see your

Microsoft Outlook documentation.

If you set Lotus Notes as the mail client for Image Retriever to
watch, you have to specify your password. If you leave the
checkbox “Save password“ empty you will have to give it again
every time Image Retriever starts. If you click the checkbox, your
password will be stored in an encrypted format and will not be
prompted for again.

4 SCAN TO PC DESKTOP: IMAGE RETRIEVER 7

Please note that if Lotus Notes is installed, but is not configured
properly, or not set for any users, e-mail polling will not work, and
Image Retriever will display an error message (during configuring
the program) or the left-hand side light indicator in the program
icon will turn red (during monitoring).

E-mail Polling Supported Xerox Devices

Image Retriever can poll for e-mail attachments generated by the
below Xerox devices.

Document Centre 490/480/470/460 ST
Document Centre 440/432/425/420 ST
Document Centre 426/430
Document Centre 555/545/535
WorkCentre Pro 55/45/35
WorkCentre M55/M45/M35
WorkCentre Pro 90/75/65
WorkCentre Pro 40 Color/32 Color
WorkCentre Pro 165/175
WorkCentre M165/M175
WorkCentre Pro C2128/C2636/C3545
WorkCentre C2128/C2636/C3545
WorkCentre Pro 232/238/245/255/265/275
WorkCentre 232/238/245/255/265/275
WorkCentre M24
WorkCentre C7132
WorkCentre 7655/7665
WorkCentre 5030/5050
WorkCentre 7328/7335/7345
WorkCentre 4150
WorkCentre 7228/7235/7245
WorkCentre 123/128/133
Phaser 3200 MFP
Phaser 8560 MFP/X
Phaser 6110 MFP

NOTE: Scan to Email with JPEG attachments will not be polled by the
Image Retriever e-mail feature.

5

Folder Polling

Enable this setting to monitor a specified folder on a networked
file server or local drive for incoming scanned images generated
by a Xerox device.

Watch Document Repository Folder

Click this checkbox in the “Image Retriever Settings” dialog to
enable Image Retriever to monitor the folder of your choice.

Browse Button

Click the Browse... button to display the “Browse for Folder”
dialog box. This dialog box lets you locate and select the folder
you want Image Retriever to monitor:

After you identify the directory to be monitored and click OK, the
“Browse for Folder” dialog box closes.

Image Retriever can periodically monitor this folder to see if any
scanned images are placed there by the Xerox system.

6 SCAN TO PC DESKTOP: IMAGE RETRIEVER 7

Browse to the
network server
that contains
the folder to be
watched; select
the folder and
click OK.