Xerox SMARTsend 2.0 User Guide
User Guide
Release 2.0
October 4, 2005
Xerox Corporation
Global Knowledge and Language Services
800 Phillips Road, Bldg. 0845-17S
Webster, New York 14580
USA
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 ® is a trademark of Palo Alto Research Center, Inc.
Adobe and Acrobat are registered trademarks of Adobe Systems, Incorporated.
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.
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ii
Table of Contents
Chapter 1 Welcome to SMARTsend . . . . . . . . . . . . . . . . . . . . 1-1
What is Included in This Release? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-2
What is New in This Release? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3
SMARTsend Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-4
SMARTsend Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-5
SMARTsend Installation and Administration Guide . . . . . . . . . . . . . . . .1-5
SMARTsend User Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1-5
Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1-5
Quick Reference Cards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1-5
Readme.txt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-5
Customer Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-7
Telephone Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-7
Internet Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1-7
Chapter 2 Site Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-1
Accessing the User Home Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2
About the User Home Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-3
Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-4
E-mail Address . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-4
Create a Scan To My E-mail PaperWare Cover Sheet . . . . . . . . . . . . . . . 2-4
Workflows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-5
My Credentials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-6
Add a New Credential . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-6
Manage My Credentials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-6
Customization Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-7
Job Confirmation E-mail Address . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-7
Site Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-7
Manage My Document Attribute Profiles . . . . . . . . . . . . . . . . . . . . . . . . . 2-7
Personalize Your PaperWare Form Scan Settings . . . . . . . . . . . . . . . . . .2-7
Chapter 3 Distribution Workflows . . . . . . . . . . . . . . . . . . . . . . 3-1
Workflow Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-2
Workflow Explorer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-3
Workflow Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-3
Workflow Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-3
Workflow Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-4
Adding a Distribution Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-5
Creating a New Distribution Workflow . . . . . . . . . . . . . . . . . . . . . . . . . .3-5
Creating a Workflow from an Existing Workflow . . . . . . . . . . . . . . . . . . 3-6
Editing a Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-7
Deleting a Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-9
Document Destinations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-10
Adding/Removing Listed Destinations to/from a Workflow . . . . . . . . .3-10
Adding New Destinations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-10
Editing Destinations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-12
SMARTsend User Guide iii
Deleting Destinations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-12
Managing Destination Credentials . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-13
Destination Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-16
Document Name and Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-25
Document Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-25
Document Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-27
Document Attributes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-35
Document Attribute Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-35
Document Attribute Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-36
Attribute Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-36
Attribute Mapping . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-39
Save Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-41
Job Confirmation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-41
Workflow Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-41
Workflow Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-42
Workflow Name and Description . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-42
Publication Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-42
Appendix A: Sample Network Folder Workflow Creation . . . . . . . . . 3-43
Appendix B: Sample E-mail Workflow Creation . . . . . . . . . . . . . . . . 3-45
Appendix C: Specifying a Custom Object in a SMARTsend Workflow 3-47
Appendix D: Specifying a LiveLink Category in a SMARTsend Workflow 3-48
Chapter 4 Search Workflows . . . . . . . . . . . . . . . . . . . . . . . . . . 4-1
Search Workflow Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-2
Adding a Search Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-2
Creating a New Search Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4-2
Document Search Locations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-4
Adding/Removing Listed Search Locations to/from a Workflow . . . . . .4-4
Adding New Search Locations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4-4
Editing Search Locations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4-5
Deleting Search Locations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4-5
Document Search Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-6
Search Results Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-6
Job Confirmation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4-6
Document Search Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-8
Workflow Name and Description . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-8
Publication Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4-8
Publishing a Search Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-9
Search Criteria . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-9
Using a Search Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-10
Chapter 5 Publishing Workflows . . . . . . . . . . . . . . . . . . . . . . . 5-1
Publication Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-2
Device Scan Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-2
PaperWare Cover Sheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-2
Publishing to a Xerox Multifunction Device . . . . . . . . . . . . . . . . . . . . . 5-3
Publication Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5-3
iv SMARTsend User Guide
Document Attributes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5-4
Scan Profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-5
Customizing Scan Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5-6
Publishing to a PaperWare Cover Sheet . . . . . . . . . . . . . . . . . . . . . . . . 5-8
Using a PaperWare Cover Sheet with Internet Fax . . . . . . . . . . . . . . . . . 5-10
Publication Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5-11
Destinations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-11
Document Attributes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5-11
Scan Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-12
Viewing Publications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-14
Publication Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5-14
Adding or Removing Devices from a Publication . . . . . . . . . . . . . . . . 5-15
Deleting Workflow Publications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-16
Deleting Individual Publications of a Workflow . . . . . . . . . . . . . . . . . . .5-16
Deleting All Publications of a Workflow . . . . . . . . . . . . . . . . . . . . . . . .5-16
Chapter 6 How to Scan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-1
Before Scanning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-2
How Publication Affects Scanning . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-3
Scanning with a Device Scan Template . . . . . . . . . . . . . . . . . . . . . . . . . 6-4
Scanning with a PaperWare Cover Sheet . . . . . . . . . . . . . . . . . . . . . . . 6-5
Workflows with Editable Document Attributes . . . . . . . . . . . . . . . . . . . . 6-5
Customized PaperWare Scan Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . .6-6
Refetching the Cover Sheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6-7
Common Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-8
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . INDEX-1
SMARTsend User Guide v
vi SMARTsend User Guide
1
Welcome to SMARTsend
This chapter describes the features and functions of the Xerox FreeFlowTM SMARTsendTM software and the
support services available through both application documentation and Xerox customer support services.
What is in this chapter:
What is Included in This Release? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-2
What is New in This Release? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3
SMARTsend Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-4
SMARTsend Documentation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-5
Customer Support. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-7
1-1
What is Included in This Release?
SMARTsend is available in Standard and Professional Editions.
Features common to both versions
Workflow creation features that define the conversion and transmission of paper-based documents from
Xerox Multifunction Devices to the following destinations:
DocuShare server
Domino server
Domino.Doc server
FTP location
Microsoft Exchange 2000 Web Folder
Microsoft SharePoint Portal Server 2001
Microsoft SharePoint Portal Server 2003
NetWare Folder
Network Folder
Remote Printer
URL location
External Application Connection
Workflow publication and management features
Backup and Restore Tools—to save SMARTsend workflows, credentials, user preferences, device
configurations, and general settings.
Template Importer—to import CentreWare Network Scanning Services templates into SMARTsend.
Job History Exporter—to create a job history text file for analysis and reporting.
Professional Edition features
The Professional Edition includes the following additional features:
Optical Character Recognition (OCR)
Scanning with PaperWare cover sheets
Optional components for Standard or Professional versions
The following components can be purchased from Xerox and added to either version of SMARTsend:
Documentum version 5.2 destination support
Hummingbird version 5.1.0.5 destination support
Interwoven WorkSite version 8 destination support
LiveLink version 9.5.0 support
Optional components for Professional version
The following components can be added to SMARTsend Professional Edition:
TrueMatch—a patented Xerox technology that enables you to locate electronic documents by scanning
portions of the original paper document.
1-2 Welcome to SMARTsend
What is New in This Release?
The current release of SMARTsend provides many new and improved features. The most significant
changes include:
The SMARTsend installer has been updated to provide seamless upgrades from previous versions.
SMARTsend can now be installed on any of the supported operating systems in conjunction with
VMware (GSX Server version 3.2.0, Workstation 4.5) or Microsoft Virtual PC 2004/Virtual Server
2005.
SMARTsend now supports installation on Windows XP computers.
Numerous file format and enhanced file compression options have been added. Users can now create a
single workflow that will create unique file formats for each destination.
DocuShare credentials can now be defined at the server level. Previous SMARTsend versions required
credentials for each DocuShare collection.
SharePoint Portal Server 2003 destinations no longer require installation of the SharePoint Backward-
Compatible Document Libraries.
SMARTsend now offers improved integration with newer Xerox devices. This improved integration
restricts changes to certain settings at scan time in order to avoid undesired results or scanning failures.
Document Attribute (metadata) fields can now be masked and/or designated as required fields. These
changes enhance security and help to ensure that scanned documents are processed properly.
Support for SNMP v3 has been added to provide advanced device discovery and security options.
Support for the HTTP and HTTPS data transfer protocols has been added to provide additional device
configuration options and advanced security.
SMARTsend now provides PaperWare forms forwarding capabilities. PaperWare forms forwarding
enables you to configure SMARTsend computers to process PaperWare cover sheets that were created
on other SMARTsend or Xerox Flowport computers. This option improves usability and extends the
power of SMARTsend within the enterprise by effectively increasing the number of devices that can be
used to initiate scan jobs from a single PaperWare cover sheet.
The default scan template can now be configured to work with PaperWare cover sheets.
The SMARTsend computer can now be configured as a secure website. This configuration option
makes HTTPS and SSL encrypted data transmission a requirement for all communications between
SMARTsend and the devices and clients it serves.
A new External Application Connection destination has been added that permits users to scan
documents and process the resulting files with external applications. This feature is intended for use by
advanced users and system integrators.
Workflows now provide a mechanism for customizing and exporting Job Logs to FTP and Network
Folder destinations.
The following new features are optional components that can be added to the base SMARTsend
configuration:
Documentum version 5.2 support
Hummingbird version 5.1.0.5 support
Interwoven WorkSite version 8 support
LiveLink version 9.5.0 support
TrueMatch... a patented Xerox technology that enables you to locate electronic documents by
scanning portions of the original paper document. (The SMARTsend Professional Edition is
required for this component.)
What is New in This Release? 1-3
SMARTsend Overview
SMARTsend combines and enhances many of the powerful features of two Xerox products—FlowPort™
and CentreWare™ Network Scanning Services—to deliver one integrated software application. Built on the
Microsoft .NET platform, SMARTsend software works with new and legacy Xerox advanced multifunction
systems, as well as many types of Internet Fax devices from Xerox and other manufacturers.
Using SMARTsend, paper documents can be scanned in full color and converted into a variety of industry
standard digital formats, including PDF, JFIF/JPEG, TIFF, and Multi-Page TIFF formats. SMARTsend can
also convert scanned documents into editable files such as Excel, Word, PowerPoint or searchable PDF. The
resulting files can then be edited, manipulated, saved and shared. SMARTsend also allows the user to add
descriptive information (also known as metadata) that will accompany the scanned documents. These
versatile features make it simple to categorize, search and retrieve scanned documents.
Web-based application
SMARTsend is a web-based application that requires no additional client software. Users can easily create
workflows that define the type of scanned document, the distribution locations and processes, and the
methods and devices that can be used to submit SMARTsend scan jobs. The workflow is then published to
make it available to users as device scan templates, or as PaperWare cover sheets. These publications make
it simple for anyone to scan a document and distribute the resulting electronic file(s) to a wide variety of
destinations, including e-mail addresses, network folders, FTP folders, remote printers, external
applications, Web URLs, Domino and Domino.doc repositories, Microsoft SharePoint Portal Server
repositories, and Xerox DocuShare respositories. Additional destinations, such as advanced document
management repositories, can be added as optional components.
Ease of use
SMARTsend is designed for ease of use, versatility, and security. Wizards assist users with complex tasks,
and descriptive instructions, status messages, and help system information accompany all SMARTsend
screens. Users can set up e-mail and printed confirmation reports, and administrators can create job logs to
track usage and obtain audit trails in support of legal and regulatory requirements. Where security is
important, SMARTsend stands above the competition with support for the latest secure protocols and secure
web site configuration options. In addition, the open and flexible .NET architecture permits easy integration
with other programs and provides the flexibility to expand capabilities and features as Xerox makes future
enhancements available.
1-4 Welcome to SMARTsend
SMARTsend Documentation
Several forms of documentation are available with SMARTsend, including printable guides that are
provided as Adobe Acrobat PDF format documents. The documentation components can be accessed from
the links that are provided on the SMARTsend Home Pages, or from the links in the CD autorun program.
SMARTsend administrators can also access the Readme file and the Installation and Administration Guide
from the Start Menu on the SMARTsend computer.
The Adobe Acrobat Reader is required to view and print the guides. Obtain the reader from the Adobe Web
site,
www. adobe.com.
SMARTsend Installation and Administration Guide
The SMARTsend Installation and Administration Guide includes step-by-step instructions for installing and
configuring the SMARTsend computer, clients, and supported scanning devices.
SMARTsend User Guide
The SMARTsend User Guide introduces SMARTsend to new users. It includes overviews of all the main
SMARTsend pages and features, as well as step-by-step instructions for key tasks users perform with
SMARTsend.
Help
SMARTsend contains extensive online Help that covers the use of the application beyond installation and
initial configuration. Help links are included in the upper right corner of any SMARTsend page.
Quick Reference Cards
SMARTsend documentation includes the following Quick Reference Cards:
Administrator Quick Reference—Contains requirements, basic installation procedures, and site
configuration information for SMARTsend administrators.
User Quick Reference—Contains basic overview and getting started information for general
SMARTsend users.
NOTE: The Administrator Quick Reference is not recommended for first-time installations of the product.
Please use the Installation and Administration Guide for detailed planning and installation instructions.
Readme.txt
Readme.txt provides product support information that was not available when the other documentation
components were released for publication. This information is intended primarily for SMARTsend
administrators, and it can be accessed by administrators using the following methods:
After SMARTsend is installed:
On a Windows 2000 server, click Start > Programs > Xerox > SMARTsend > View ReadMe.txt;
- OR -
On a Windows XP Professional computer or server running Windows Server 2003, click Start > All
Programs > Xerox > SMARTsend > View ReadMe.txt.
Insert the SMARTsend CD into your CD drive. Click the README File link from the CD Installer
program.
SMARTsend Documentation 1-5
Click the View Readme file button during installation.
1-6 Welcome to SMARTsend
Customer Support
You can contact Xerox for support either by telephone or Internet.
Telephone Support
For additional assistance, contact Xerox by telephone to speak with a Customer Support Representative.
Before you call, locate the SMARTsend Serial Number by clicking the About link in the upper right corner
of any SMARTsend page. For future reference, be sure to record the Serial Number in the space provided
below. The Serial Number is required to obtain technical support from Xerox.
Xerox SMARTsend Serial Number:
NOTE: SMARTsend permits the management of a limited number of devices. To identify the number of
supported devices, click the About link on any SMARTsend page and locate the product serial number.
The last set of digits appended to the serial number indicate the number of supported devices. License
packs permitting the management of additional devices are available for purchase.
The Xerox customer support telephone numbers are listed in the following table. If the telephone number for
your country is not listed, please contact your local Xerox representative to obtain the number. If necessary,
please record the telephone number in the space provided below.
Xerox Customer Support Telephone Numbers:
UNITED STATES 800-821-2797
UNITED STATES (TTY)
CANADA 800-939-3769 (800-93-XEROX)
800-855-2880
Internet Support
Additional tips and technical information are available from the Support & Drivers link on the Xerox Web
site,
www.xerox.com. Locate or search for your product and access the product support resources. The
documents in this section cover specific issues that may require special procedures or application notes
regarding the operation and configuration of your Xerox product.
Customer Support 1-7
1-8 Welcome to SMARTsend
2
Site Overview
This chapter summarizes the basic components of the User Home Page. It is intended to explain the entry
points to the SMARTsend application and to provide a foundation for later chapters.
What is in this chapter:
Accessing the User Home Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2
Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-4
Workflows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-5
My Credentials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-6
Customization Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-7
2-1
Accessing the User Home Page
SMARTsend is a web-based application. The User Home Page is the central access point for creating and
accessing workflows and workflow publications, managing credentials, and configuring personal settings.
The following browsers are currently supported:
Microsoft Internet Explorer version 5.5 or higher. (Internet Explorer is recommended for best
performance.)
Netscape version 7.0 or higher.
Mozilla version 1.7 or higher.
Mozilla FireFox version 1.0.6 or higher.
To access the User Home Page:
1 Open a browser window.
2 Enter the following URL or address:
http://[computer name]/SMARTsend
where computer name is the name of the SMARTsend computer. Contact your SMARTsend
administrator if you are unsure of the computer name.
3 Press Enter.
4 You may be asked to enter your user name and password. Enter your SMARTsend user name and
password and click OK.
5 A SMARTsend Welcome screen will be displayed. Select Click here to enter SMARTsend.
6 The User Home Page appears. Keep in mind that some SMARTsend options and buttons that are located
at the bottom of the pages may not be visible on all displays. Use the scroll bar on the right side of the
window to scroll to the bottom of the pages as needed. If you change the settings on the page, you will
need to click the Save or Save As button at the bottom of the page in order to save the changes on
certain pages.
NOTE: If a proxy server is used to connect to the Internet, you may need to bypass the proxy server in
order to connect to SMARTsend. This is done by bypassing the proxy server for all local addresses or by
adding the IP address and fully qualified Host Name of the SMARTsend computer to the proxy server
exceptions list. See your administrator for detailed instructions.
NOTE: Pop-up blockers may interfere with some SMARTsend windows. Pop-up blockers should be
disabled for the SMARTsend URL. See your administrator for instructions on disabling your pop-up
blocker.
2-2 Site Overview
About the User Home Page
e
The User Home Page contains visual cues to indicate who is logged in, what computer the user is logged
into, and where in the application the user is.
Navigation Path
Computer / User Nam
Figure 2-1: User Home Page (Top Section)
Navigation Path – This area lists the current page and the pages that were used to access the current
page. For example, Home >> Workflow Explorer >> Add New Distribution Workflow is displayed
when adding a new workflow. Keep in mind that the text provides links to each page. Click on the links
to access any of the SMARTsend pages in the path.
Computer / User Name – This area displays the SMARTsend computer name and the user who is
currently logged in.
NOTE: On many of the SMARTsend pages it may be necessary to scroll down to see additional buttons
or to view error messages.
Accessing the User Home Page 2-3
Getting Started
The left side or Getting Started section of the User Home Page indicates the status of the application.
The following icons appear to indicate the status of a step or the application:
Indicates that a step is not complete or that the application is not ready for use.
Indicates that a step may not be complete.
Indicates that a step is complete or that the application is ready for use.
E-mail Address
You must enter an e-mail address before managing workflows and credentials. Your e-mail address is used
for e-mail confirmation and as a destination for the My E-mail workflow which comes with the SMARTsend
installation. Type your e-mail address and click Save.
Create a Scan To My E-mail PaperWare Cover Sheet
Professional Edition Feature
Although the My E-mail workflow is part of the SMARTsend installation, the workflow must be published
before it can be used. Creating a PaperWare cover sheet is one method of publishing the workflow. Use this
link to create a cover sheet for the My E-mail workflow. See
publishing workflows.
The My E-mail workflow is used to automatically e-mail a scanned document to the e-mail account of the
scan submitter. The scan submitter is the owner of the PaperWare cover sheet or the person who is logged in
at the Xerox Multifunction Device. If the device requires authentication, however, the scan will always be
sent to the person who is logged in at the device.
Chapter 5, Publishing Workflows, for details on
2-4 Site Overview
Workflows
Add New Workflow
Any user can create a new workflow. The Add New links invoke a wizard which leads you through the steps
necessary to define the workflow, including defining the document destinations, specifying the document
attributes, and determining the workflow settings.
information on adding workflows.
Manage My Workflows
This link invokes the Workflow Editor which you can use to manage workflows and publications you have
created. From the Workflow Editor you can view, add, edit, delete, and publish workflows, as well as view
and delete publications. For more information on the Workflow Editor, see
Workflows.
View All Workflows
This link invokes the Workflow Explorer which you can use to view all public workflows, as well as all
private workflows you own. The workflow tasks that are available from the left panel depend upon the
workflow selected from the list of workflows on the right panel. For more information on the Workflow
Explorer, see
Chapter 3, Distribution Workflows.
See Adding a Distribution Workflow on page 3-5 for more
Chapter 3, Distribution
Getting Started 2-5
My Credentials
Scanning credentials are needed for all scanning destinations that require credentials for storing and filing
scan documents, e.g., DocuShare, Domino, Microsoft Exchange, FTP, NetWare Folder, Network Folder, or
Microsoft SharePoint. The My Credentials region enables you to add or modify credentials (login user
name/password) for scanning document destinations.
Add a New Credential
You will be prompted to add credentials for new destinations when you add a new workflow. See Adding a
Distribution Workflow on page 3-5. You may also add credentials for new destinations using the Add a New
Credential link on the User Home Page. For more information on adding credentials, see Managing
Destination Credentials on page 3-13.
Manage My Credentials
When credentials on an existing destination have changed, the new credentials must be reflected on the
SMARTsend computer or the workflow scanning job will fail. You can manage credentials for destinations
using the Manage My Credentials link. For more information on changing or deleting credentials, see
Managing Destination Credentials on page 3-13.
2-6 Site Overview
Customization Options
Job Confirmation E-mail Address
This option specifies an e-mail address for jobs that are configured for e-mail confirmation.
Select Use my e-mail address for e-mail job confirmation to use your SMARTsend e-mail address.
See E-mail Address on page 2-4.
To use an alternate address, select Use the following e-mail address for e-mail job confirmation,
specify an e-mail address, and click Save.
Site Preferences
User preferences for using SMARTsend are configured here.
Select Show status pages on both failure and success to have status pages appear after successfully
performing tasks such as publishing workflows. If this option is not selected, no status pages will be
displayed when workflows are successfully published.
Select Show Welcome screen next time I access SMARTsend to have the Welcome Page appear when you
access the application.
Manage My Document Attribute Profiles
This link takes you to the Manage Document Profiles page. Document attributes are pieces of additional
information which can be added to each scanned document to describe the document—information such as
document version, document title, or document description. These document attributes can be created when
a workflow is created and will be applied when the workflow is scanned.
The SMARTsend installation comes with pre-packaged sets of document attributes, also called document
profiles. All document attribute profiles are publicly accessible by all SMARTsend users. The document
profiles displayed during workflow creation are filtered by workflow document destinations. For example,
FTP Only is a document profile for an FTP destination and will only be displayed when a workflow has an
FTP destination.
The Manage Document Profiles page will display all document profiles in the system. From this page
document profiles can be deleted by the workflow owner or by an administrator. Custom document attribute
profiles can be created during workflow creation. See
on managing document profiles.
Document Attribute Profiles on page 3-35 for details
Personalize Your PaperWare Form Scan Settings
Professional Edition Feature
This link allows you to publish templates with customized scan settings for PaperWare cover sheets.
During device configuration, a PaperWare template (named PaperWare) is automatically published for each
device configured for the application. This PaperWare template uses a set of default scan settings.
If you often choose alternate settings at the Xerox Multifunction Device when using the PaperWare form,
you may publish a new device template with the desired scan settings. When scanning at the device using a
PaperWare cover sheet, you then select the new template rather than the default PaperWare template. See
Customizing PaperWare Scan Settings on page 5-2 for more information on personalizing PaperWare scan
settings.
Customization Options 2-7
2-8 Site Overview
Customization Options 2-9
2-10 Site Overview
3
Distribution Workflows
This chapter covers how to create and edit distribution workflows. Included are detailed instructions for
specifying document destinations, filenames and formats, document attributes, and other settings that affect
the operability of SMARTsend distribution workflows.
NOTE: Search workflows can also be created if the TrueMatch component is installed with SMARTsend.
See Chapter 4, Search Workflows for more information.
What is in this chapter:
Workflow Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-2
Workflow Explorer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-3
Adding a Distribution Workflow. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-5
Editing a Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-7
Deleting a Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-9
Document Destinations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-10
Document Name and Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-25
Document Attributes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-35
Save Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-41
Workflow Summary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-42
Appendix A: Sample Network Folder Workflow Creation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-43
Appendix B: Sample E-mail Workflow Creation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-45
Appendix C: Specifying a Custom Object in a SMARTsend Workflow. . . . . . . . . . . . . . . . . . . . 3-47
3-1
Workflow Overview
SMARTsend uses the concept of workflows to manage how scanned documents are converted to a digital
format and then routed to various destinations. For example, a workflow can be created that will convert
paper documents to PDF files and then route the PDF files to a document repository such as a DocuShare
repository. The workflow can also specify multiple destinations, such as e-mail accounts, network folders, or
any combination of document repositories.
Workflows offer:
Automation of frequently used tasks and settings
Versatile security options
Simple use and maintenance
Workflows are a convenient method of combining scan job settings such as destinations, document name
and type, document attributes, and imaging settings into a single entity that can be used and reused whenever
appropriate. The Document Name and Type are properties that define and describe a scanned document.
Defining the basic attributes for the scanned document, such as the file name and the type of digital format
(for example, PDF, JFIF, Single-Page TIFF, Multi-Page TIFF, etc.), are essential to creating a usable
workflow. SMARTsend also provides a way to add optional document attributes, commonly referred to as
metadata, to scanned documents. These attributes are stored with the digital document and can be used to
automate document storage, retrieval, and management tasks.
Workflows can be designated as either public or private. Public workflows are available for use by all
SMARTsend users to view, use, and edit. Private workflows can be viewed, used, and edited only by the
workflow owner (workflow creator). SMARTsend administrators can list and delete private workflows, but
cannot view or edit them.
Workflows must be published to make them available for use when scanning documents. For information on
publishing workflows, see
Chapter 5, Publishing Workflows.
NOTE: Search workflows can also be created if the optional TrueMatch component is installed with
SMARTsend. See Chapter 4, Search Workflows for more information.
3-2 Distribution Workflows
Workflow Explorer
The Workflow Explorer page is used to access and manage workflows and is where the majority of
SMARTsend user operations are performed, including viewing, adding, editing, and publishing workflows.
Access the Workflow Explorer from the Home Page by clicking Manage My Workflows, which displays
only the workflows created by the user who is logged into SMARTsend, or by clicking View All
Workflows, which displays all workflows to which the user who is logged in has access.
The left side of the Workflow Explorer contains the menus for Workflow Tasks and Workflow Views.
Details of the particular workflow selected on the right side of the Workflow Explorer are displayed in the
Details region on the left side.
The right side of the Workflow Explorer displays the workflows in a table. The list of workflows can be
sorted by a particular heading by clicking on that heading. A workflow must be selected when editing or
publishing a workflow.
The following icons appear next to workflow names:
Indicates a workflow created by the user who is logged in.
Indicates a workflow created by a user other than the user who is logged in.
Indicates a private workflow created by the user who is logged in.
Indicates a PaperWare Scan Settings workflow.
Indicates a Search workflow (only available with the TrueMatch optional component).
Workflow Tasks
The Workflow Tasks region lists the tasks that are available to the user for the selected workflow. Except for
adding a new workflow, the task selected will operate on the workflow selected in the right panel.
The tasks available will vary based upon the workflow selected. For example, if a workflow has not yet been
published, the tasks to view or delete the workflow publications will not be available for that workflow.
NOTE: The My_E-mail workflow that comes with the SMARTsend installation cannot be deleted.
Workflow Views
View options allow you to view different listings of workflows and publications.
Show All
Click Show All to view all of the workflows to which you have access. This includes all public workflows
and only the private workflows that you have created.
My Workflows
Click My Workflows to view all the public and private workflows that you have created.
Workflow Explorer 3-3
Workflow Details
The Details region displays information about the workflow selected in the right panel. The following
information is displayed:
The name of the workflow
The description of the workflow, if any
The owner of the workflow
Whether the workflow is public or private
When the workflow was last used for scanning
When the workflow was last edited
Number of device publications
Number of PaperWare publications
Whether the workflow is a Distribution workflow or a Search workflow.
3-4 Distribution Workflows
Adding a Distribution Workflow
There are two ways to create a workflow. A new workflow can be created by using a wizard which steps the
user through the process of defining the workflow. Alternatively, a new workflow can be created by basing
the new workflow on an existing workflow.
Creating a New Distribution Workflow
Any user can create a new workflow. A wizard leads the user through the steps necessary to define the
workflow, including defining the document destinations, defining the filename and formats, specifying the
document attributes, and determining the workflow settings.
To create a new distribution workflow:
1 Navigate to the User Home Page and click Add New Distribution Workflow under the Workflows
heading.
2 Select the desired destinations for the scanned output files. For destinations that have already been
configured, checkboxes will be displayed. Select a configured destination by selecting the checkbox for
the destination. If a desired destination is not listed, go to the destination type and click add locations.
See
Document Destinations on page 3-10 for detailed information on adding destinations.
3 Click Next >>.
4 Specify the document name and type. See Document Name and Type on page 3-25 for detailed
information.
5 Click Next >>.
6 Specify the document attributes. See Document Attributes on page 3-35 for detailed information.
7 Click Next >>.
8 Specify the workflow settings. See Save Workflow on page 3-41 for detailed information on specifying
workflow settings.
9 Click Next >>.
10 At the Save Workflow page review the workflow details specified in the previous steps. If something
needs to be changed, click the Change buttons on the page to return to the previous screens. Otherwise,
click Finish to create the workflow.
If you specify that the workflow is to be published later, you will be returned to the User Home Page.
Otherwise, the appropriate Publish Workflow page will be displayed. See
for information on publishing workflows.
Chapter 5, Publishing Workflows
Adding a Distribution Workflow 3-5
Creating a Workflow from an Existing Workflow
Sometimes a new workflow may be needed that is similar to an existing workflow, except that a different
document destination or some other property of the workflow needs to be altered. Rather than creating a new
workflow, you can make the needed changes to the existing workflow and save it under a different name.
NOTE: In order to create a new workflow from an existing one, you must edit the existing workflow. See
Editing a Workflow on page 3-7 for information on editing a workflow.
To create a new workflow from one that already exists:
1 Navigate to the User Home Page and click View All Workflows.
2 From the list of workflows in the Workflow Explorer select the workflow that you want to use as the
basis of the new workflow.
3 Click Edit this workflow from the Workflow Tasks list on the left side. The Save Workflow page will
be displayed.
4 Before making any other changes, you should rename the workflow. Change the workflow name and
click Save As. The Workflow Explorer window will be displayed, and the new workflow will now be in
the list of workflows. This workflow is identical to the workflow on which it was based, except that it
now has a different name.
5 To make additional changes, follow the steps in Editing a Workflow on page 3-7.
NOTE: If you are saving the workflow of another user, you will need to add credentials for the
destinations. The workflow always uses the credentials of the owner. If you do not add new credentials at
the time you create the workflow, you will be prompted to add them when the workflow is published. See
Add a New Credential on page 2-6 for information on adding credentials.
3-6 Distribution Workflows
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