Xerox SMARTsend 2.0 Quick Reference Guide

SMARTsend User Quick Reference

FreeFlowTM SMARTsendTM is an application used for scanning, converting, and distributing printed documents in a variety of digital formats. SMARTsend

Professional Edition adds PaperWare and Optical Character Recognition (OCR) functionality. PaperWare enables you to select scan job options using a cover sheet with your scan document. SMARTsend can output electronic documents to a variety of common formats compatible with popular applications.

Output Types File Formats

PDF, Image Only PDF, Image Only

PDF, Image Only - Preserve Image from Scan Source

JFIF JPEG

Single-page TIFF Single-page TIFF 6.0

Single-page TIFF 6.0 TTN2

Multi-page TIFF Multi-page TIFF 6.0

Multi-page TIFF 6.0 TTN2 Multi-page TIFF - Preserve Image from Scan Source

Original Document Type

PDF, Text Searchable

Other ASCII Text: formatted/standard/standardEx (*.txt)

File format is determined at scan time.

OCR Output File Types

(Professional Edition)

PDF PDF with image substitutes PDF with image on text PDF with image on text - Preserve Image from Scan Source

Microsoft Word 97, 2000, 2002, 2003 (*.doc) Microsoft Excel 97, 2000, 2002, 2003 (.xls) Microsoft PowerPoint 97 (*.rtf) Microsoft Publisher 98 (*.rtf) Rich Text Format: Word 2000/6.0-95/97,WordPad (*.rtf) Text, standard/smart/stripped/plain/tab delimited (*.txt) Text, comma delimited (*.csv)

Workflows

A workflow manages the way a scanned document is converted to a digital format and then routed to various destinations. Workflows organize and combine destinations, document attributes, and settings into a single entity that can be reused.

Document Destinations

Document destinations or service destinations are the final locations to which a document is scanned. E-mail, Domino, Domino.doc, DocuShare, External Application Connection, FTP site, Network folder, NetWare folder, Microsoft SharePoint Portal Server 2001, Microsoft SharePoint Portal Server 2003, Microsoft Exchange 2000 Web Folder, Remote Printer, and Scan to URL are available destinations that can be configured in workflows. Additional destinations, such as Documentum, Hummingbird, and Interwoven WorkSite repositories, can also be added as optional components.

Document Attributes

Document attributes are the properties (metadata) that describe the scan document and automate filing to document destinations. The attributes or fields can be defined in workflows and then used during scanning for entry of specific information.

Workflow Settings

Workflow settings define either public or private access and use of a workflow. Job confirmation settings for a workflow determine how users are notified of job completion.

Publications

A publication is a published workflow. Publishing makes workflows available for scanning documents. The following publications can be created from workflows for use with FreeFlow SMARTsend:

• Device Scan Templates

Device Scan Templates are used for scanning from Xerox Multifunction Devices.

• PaperWare Cover Sheets (Professional Edition)

Cover sheets are used for scanning with Xerox Multifunction Devices and devices that use Internet Fax.

• Xerox PaperWare Settings

A template that is used with PaperWare cover sheets containing modified scan information. It is used to determine default scan settings that you use often at your site.

SMARTsend User Quick Reference

Creating a Workflow

You can create workflows to scan to a variety of destinations. Following is a general procedure for creating a workflow.

Click Add New > Distribution Workflow... from the SMARTsend Home Page or from the Workflow Explorer page.

On the Document Destinations page, select a destination type, then click add locations (or addresses).

Enter the information needed to define the location, then click OK.

Select one or more of the checkboxes beside each desired destination, then click Next >> to proceed.

On the Document Name and Type page, configure the document naming conventions and the output file format(s) that will be created. Click Next >> to proceed.

On the Document Attributes page, choose a profile or manually configure the document attribute (metadata) fields, if needed. Click Next >> to proceed.

On the Workflow Settings page, configure the workflow name, confirmation, and access options. Click Next >> to proceed.

On the Workflow Summary page, choose the publication options and confirm the workflow settings listed on the page. Use the buttons on the page to make changes. Otherwise, click Finish to save and/or publish the workflow.

Publishing a Workflow

Once a workflow has been created, it must be published before it is available for use when scanning documents.

From the Workflow Explorer select the workflow to be published and click

Publish to Xerox Multifunction Device or Publish a cover sheet.

If publishing to a Xerox Multifunction Device: Specify name, expiration period,

devices, document attributes, and scan profile properties, and click OK.

If publishing a PaperWare cover sheet (Professional Edition): Specify name, description, expiration period, default destinations, document attributes, and scan settings, and click Create Cover Sheet. Save and print the PDF cover sheet file.

Copyright © 2001–2006 by Xerox Corporation. All rights reserved. XEROX ®, The Document Company ®, the stylized X ®, CentreWare ®, Document Centre ®, WorkCentre® Pro, DocuShare ®, FlowPort ®, PaperWare, SMARTsend, and FreeFlow are trademarks of or licensed to Xerox Corporation in the United States and other countries. DataGlyph

IBM, Lotus, Domino, and Domino.Doc are registered trademarks of IBM Corporation. NetWare is a registered trademark of Novell, Inc. Flash is a trademark of Macromedia, Inc. Microsoft, Microsoft Windows, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Microsoft Internet Explorer, Microsoft Office, Exchange 2000, SharePoint, and Internet Information Services (IIS) are registered trademarks of Microsoft Corporation. Netscape Navigator is a registered trademark of Netscape Communications Corporation. WordPerfect is a registered trademark of Corel Corporation. WorkSite is a trademark of Interwoven, Inc. Hummingbird DM is a trademark of Hummingbird, Ltd. Documentum is a registered trademark of EMC Corporation. LiveLink is a registered trademark of Open Text Corporation. Xerox PDF Reader Powered by Foxit Software Company http://www.foxitsoftware.com

is a trademark of Palo Alto Research Center, Inc. Adobe and Acrobat are registered trademarks of Adobe Systems, Incorporated.

Using a Device Scan Template

Select a template at the Xerox Multifunction Device.

Enter any document attributes (if configured).

Scan the document.

Using a PaperWare Cover Sheet (Professional Edition)

Create and print a PaperWare cover sheet.

Check desired destinations on the cover sheet.

Place the cover sheet and document into the document feeder on the scanning device. The cover sheet must be the first page scanned.

At the Xerox Multifunction Device, select a PaperWare template, Xerox PaperWare Settings template, or the Default template (if configured).

Enter any document attributes (if configured).

Scan the document.

Using My E-mail

The My_E-mail workflow is installed with SMARTsend and is used to automatically send scanned documents to the workflow submitter's e-mail address. You must first publish this workflow as device scan template or PaperWare cover sheet.

Log into the Xerox Multifunction Device for authentication.

Select the My_E-mail device scan template.

Scan the document.

Scanning at an Internet Fax Device

You can scan from any Internet Fax device using a PaperWare cover sheet.

Publish a workflow as a PaperWare cover sheet. You must select Internet Fax or

Internet Fax from Xerox Multifunction Device as the scan source.

Check the desired destinations on the PaperWare cover sheet.

Place the cover sheet and document into the document feeder on the Internet Fax

device. The cover sheet must be the first page scanned.

Select the Internet Fax option, select the text mode, and enter the Internet Fax address for SMARTsend computer.

Scan the document. The document is distributed as an e-mail attachment.

September 24, 2005.