Xerox SMARTsend 2.0 Installation Guide
Installation and
Installation and
Administration Guide
Administration Guide
Release 2.0
Cov-
October 5, 2005
Xerox Corporation
Global Knowledge and Language Services
800 Phillips Road, Bldg. 0845-17S
Webster, New York 14580
USA
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Cover-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 Prepare for Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2 -1
Advance Planning Considerations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-2
Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-2
Scanning Device and Application Migration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-3
Network Configuration and Logistics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-4
SMARTsend Configuration Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-5
SMARTsend Computer Configuration Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-7
Verifying the SMARTsend Computer DNS Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-8
Enable File and Printer Sharing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-9
Install and Configure IIS / FTP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2 -10
Enable ASP.NET . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-12
Create Administrator, User, and Device Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-13
Obtain and Install a Security Certificate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-16
Additional Requirements for Destinations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-19
Client and Browser Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-25
Modifying Proxy Server Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-25
User Authentication Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-26
Language Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-27
Scanning Device Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-28
Xerox Multifunction Device Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-28
Internet Fax and E-mail Enabled Device Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-31
Prepare Information for Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-33
Next Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-34
Chapter 3 Install SMARTsend . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-1
Installer Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-2
Upgrade SMARTsend . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-3
Upgrade Eligibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-3
Install SMARTsend . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-5
Installing and Configuring Optional Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-7
Configuration Requirements for Optional Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-7
Installation Instructions for Optional Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-12
Migrate SMARTsend to a Replacement Computer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-14
SMARTsend Installation and Administration Guide iii
Repair a SMARTsend Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-15
Uninstall SMARTsend . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-16
Chapter 4 Site Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4-1
Accessing SMARTsend . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-2
Administration Home Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-3
Site Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-4
Status Icons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-4
Review Security Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-5
General Site Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-5
Device Scan Template Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-6
Add/Update Xerox Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-8
Manage Xerox Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-8
Adding and Discovering Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-9
Using the Xerox Multifunction Device List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-11
Device Configuration and Status Icons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-12
Configuring a Device for use with SMARTsend . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-13
Deleting Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-14
Manage Device Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-15
Configure Discovery Settings - Subnets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-17
Configure Discovery Settings - SNMP Credentials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-17
Edit Device Configuration Defaults . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-18
Edit Xerox Device Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-22
Configure PaperWare Internet Fax Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-24
Setup E-mail and Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-25
SMTP Server Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-25
LDAP Server Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-26
Publish the My E-mail Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-27
Schedule a Backup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-28
Configure Service Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-29
Configure Service Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-29
Configuring a Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-32
Service Setting Descriptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-32
Additional Service Configuration Requirements and Restrictions . . . . . . . . . . . . . . . . . . . . . . . 4-33
Manage Application Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-34
Changing the Application Account Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-34
General Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4- 35
Update Administrator Contact Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-35
Choose Error Handling Scheme . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-35
Review Publication / Workflow Defaults . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-36
Document Type Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-39
Configure PaperWare Form Forwarding Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-40
Next Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4- 42
Appendix A - Job Log Export Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-43
Appendix B - External Application Connection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-44
Chapter 5 Site Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5-1
Site Management Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-2
Manage Workflows and Publications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-3
Sorting and Viewing Workflows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-3
Workflow/Publication Management Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-3
iv SMARTsend Installation and Administration Guide
Managing Xerox Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5-6
View Xerox Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5-6
Manage Device Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5-6
Configure Discovery Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5-6
Device Configuration Defaults . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5-6
Backup Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5-8
Chapter 6 Scan to Home . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6-1
Scan to Home Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6-2
Managing Scan to Home Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6-2
Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6-2
Installing the SMARTsend Scan to Home Utility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6-3
Uninstalling the SMARTsend Scan to Home Utility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6-4
Getting Started with Scan to Home . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6-5
Advance Planning Considerations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6-5
Adding Scan to Home Users From a Windows NT Domain . . . . . . . . . . . . . . . . . . . . . . . . . . . .6-6
Adding Scan to Home Users from a Microsoft Active Directory Server . . . . . . . . . . . . . . . . . . .6-6
Adding Scan to Home Users From an LDAP Directory Service . . . . . . . . . . . . . . . . . . . . . . . . .6-7
Adding Scan to Home Users From the Local Computer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6-8
Scan to Home Utility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6-9
Accessing the Scan to Home Utility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6-9
Obtaining a List of Available Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6-9
Choosing a Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6-9
Enter Source Information Dialog . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6-10
Active Directory or LDAP Mappings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6-11
Showing Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6-11
Adding Users and Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6-12
Status Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6-13
Progress Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6-13
User Menu Commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6-13
Tools Menu Commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6-18
File Menu Commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6-19
Exit Utility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6-19
Editing User Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6-20
SMARTsend Scan to Home Application Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6-21
Importing Users into the SMARTsend Scan to Home User Database . . . . . . . . . . . . . . . . . . . .6-21
Managing the SMARTSend Scan to Home Users Database . . . . . . . . . . . . . . . . . . . . . . . . . . . .6-22
Managing Master Filing Credentials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6-24
Publishing Scan to Home Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6-25
Publish Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6-26
Adding Scan to Home Publications to Additional Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6-27
Viewing Scan to Home Publications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6-27
Deleting Scan to Home Publications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6-27
About Scan to Home Template Publishing Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6-27
Chapter 7 Problem Solving . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-1
Troubleshooting a Problem . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-2
SMARTsend Confirmations and Error Logs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-3
Common Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-4
Server Unavailable Errors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-4
403 "Forbidden" Error . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-4
SMARTsend Installation and Administration Guide v
SMARTsend does not recognize IIS FTP service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-4
Unable to install MSDE during installation of SMARTsend . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-4
Login Failure Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-5
SMARTsend Inaccessibility within an Intranet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-5
Windows 95/98/Me Client and Non-Microsoft Browser Access Problems . . . . . . . . . . . . . . . . . 7-5
Missing Icons on Document Destinations Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-5
Page Could Not be Displayed Error . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-5
Pop-up Blocker Problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-5
Device Communication and Configuration Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-6
Template Refresh Failure at Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-9
SharePoint Portal Server 2001 Compatibility with Windows Server 2003 . . . . . . . . . . . . . . . . 7-10
Frequently Asked Questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-14
Chapter 8 SMARTsend Utilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8-1
Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8- 2
Template Importer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-3
File Format and Language Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-4
Exceptions List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-7
Importing CentreWare Templates to SMARTsend Workflows . . . . . . . . . . . . . . . . . . . . . . . . . . 8-8
Reconfiguring Devices for CentreWare Network Scanning Services . . . . . . . . . . . . . . . . . . . . 8-11
Restore Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-12
Conditions for using the Restore Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-12
Using the Restore Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-12
Exporting Job History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-14
Chapter 9 SMARTsend Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9-1
Security Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-2
HTTPS/SSL Certificates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-3
Secure Password Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-3
Secure Web Site Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-3
Site Security Policies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-5
General Site Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-5
Device Scan Template Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-7
PaperWare Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-8
Workflow Access Level Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-9
Security Policy Interactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-10
Scenarios . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-10
SMARTsend Authentication . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-12
Accessing SMARTsend . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-12
SMARTsend Application Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-12
Setting the Password for the Application Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-12
SMARTsend Device Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-13
Credentials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-14
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . INDEX-1
vi SMARTsend Installation and Administration 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
W orkflow 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 inst allation 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 forwar ding
enables you to configure SMARTsend computers to process PaperWare cover sheets that were created
on other SMARTsend or Xerox Flowport com puters. 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 feat ures of two Xerox products—FlowPort™
and CentreW are™ 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, W eb 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 fo r installing and
configuring the SMARTsend computer, clients, and supported scanning devices.
SMARTsend User Guide
The SMARTsend User Guide introduces SMARTs en d to new users. It in cludes 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 fo llowing 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 documen tation
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.
Te lephone Support
For additional assistance, contact Xerox by telephone to speak with a Cust om er 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
Prepare for Installation
This chapter describes the hardware, software, network, and security issues that must be considered before
the SMARTsend application is installed on a computer. These tasks and considerations are essential
elements of a successful installation.
Please read this chapter thoroughly and perform all required configuration tasks before proceeding to
Chapter 3, Install SMARTsend.
TIP: Print the Administrator Quick Reference card for use as a configuration checklist. The Administrator
Quick Reference is available from the SMARTsend CD autorun program.
What is in this chapter:
Advance Planning Considerations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2
SMARTsend Configuration Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-5
Client and Browser Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-25
Scanning Device Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-28
Prepare Information for Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-33
Next Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-34
NOTE: If you are upgrading from a Trial Version or a previous version of SMARTsend, simply follow the
upgrade procedures in Chapter 3, Install SMARTsend, to upgrade your software. The SMARTsend
installation program will automatically upgrade a current Trial Version to the current licensed version. All
workflows generated while using the Trial Version or a previous version will be accessible after the
upgrade is completed. If you have a Trial Version of SMARTsend that has expired, you can upgrade to the
retail version and retain all workflows. The retail version can be ordered through your Xerox sales
representative, and installed as an upgrade to your existing Trial V ersion.
3-3 for additional information.
See Upgrade Eligibility on page
2-1
Advance Planning Considerations
This section contains information and issues that should be considered before you attempt to install and use
the SMARTsend application. Please allow adequate lead time to address these issues.
Security
A security certificate can be installed on the SMARTsend computer if secure password entry or secure data
transfer is required within the SMARTsend operating environment. Security certificates are used to enable
encryption of sensitive information. Security certificates can be obtained within the network by using
software bundled with the network operating system or by using an open-source product. Externally, they
can be obtained through the services of a third party for a fee. Which option to choose, if any, depends on
factors such as these:
Security policies and requirements that govern the use of network and physical resources within your
organization must be reviewed in advance of your SMARTsend installation. Please consider how your
security policies apply to SMARTsend and configur e your computer, clients, and scanning devices
accordingly. Refer to
The latest Xerox multifunction devices, such as WorkCentre Pro 232/238/245/255/265/275 or newer
devies, offer additional security capabilities such as authentication and more secure communication
protocols such as SNMP v3 and HTTPs. These enhanced capabilities can further enhance end-to-end
security when devices are configured for use with SMARTsend.
SMARTsend makes the use of security certificates optional to accommodate installations where other
security measures are employed or where security is not a concern. When a security certificate is
installed on the SMARTsend computer, it will provide secure password entry when users access
SMARTsend. Furthermore, if the Require Secure Channel (SSL) option and the security certificate are
properly configured on the SMARTsend computer, all data transfer between SMARTsend users and
devices will be encrypted.
9-3 for additional information.
If the use of SMARTsend will be limited to the local network or intranet, the most cost-effective
approach may be to use the SelfSSL option, or set up a Certificate Authority in-house. A local
Certificate Authority can be implemented by using Microsoft Certificate Services, which is included on
each Microsoft operating system CD. The SelfSSL option is available in the Microsoft Internet
Information Services (IIS) Resource Kit. Go to
information.
If SMARTsend will be available on the Internet, using a third party for certificate services may be
preferable.
See Obtain and Install a Security Certificate on page 2-16 for more information.
Chapter 9, SMARTsend Security, for additional security information.
See To configure the SMARTsend computer to require HTTPS/SSL: on page
http://www.microsoft.com/downloads for additional
NOTE: The process of obtaining a third party security certificate may take several days. If secure
password entry is required within SMARTsend, you should plan and initiate this activity in advance of your
SMARTsend installation to avoid the need to reconfigure the computer and SMARTsend at a later time.
2-2 Prepare for Installation
Scanning Device and Application Migration
Skip this section if network scanning applications are not currently in use within your organization.
If other scanning applications or services are being used at your site, you should consider the various
impacts that a new SMARTsend installation will have on your existing scanning resources. Con sider the
following factors when determining your migration strategy:
SMARTsend cannot be installed on the same computer as Xerox FlowPort.
The SMARTsend computer cannot be a domain controller.
SMARTsend can import templates that were created with CentreWare Network Scanning Services. See
Template Importer on page 8-3 for additional information.
Xerox Multifunction Devices cannot be configured for simultaneous use with both SMARTsend and
CentreWare Network Scanning Services because each application must use the Default Repository.
Therefore, each application must manage a different set of devices.
During device configuration, SMARTsend overwrites the Default Repository and Template Pool scan
settings of a Xerox Multifunction Device. If you have existing applications that use the Default
Repository, reconfigure the device to use an Alternate Repository for those applications before
configuring the device to use SMARTsend.
For example, to use a Xerox Multifunction Device with both FlowPort and SMARTsend, you must
reconfigure the device to use an Alternate Repository for FlowPort before configuring the device with
SMARTsend. Likewise, templates created using Cent reWare Internet Services must also be modified if
they currently utilize the Default Repository.
TIP: If any Xerox Multifunction Devices intended for use with SMARTsend are already configured for use
with other scanning applications, then you should print and save a configuration sheet for those devices
before you configure them for use with SMARTsend. The configuration sheet lists the current network
scanning configuration, which may be useful in the future if the device needs to be reverted back to a
previous configuration.
If FlowPort and SMARTsend are configured in the same office environment on different computers,
care must be taken to select the correct template at the device when using FlowPort or SMARTsend.
Under these circumstances, the FlowPort computer should be assigned an alternate repository when
configuring the Xerox Multifunction Device. Users must also ensure they select a SMARTsend
template at the device when scanning. PaperWare users must select the SMARTsend PaperWare
template.
Beginning with Release 2.0, SMARTsend can process PaperWare forms 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.
Settings on page 4-40 for additional information.
See Configure PaperWare Form Forwarding
Advance Planning Considerations 2-3
Network Configuration and Logistics
SMARTsend is a Web site designed to service multiple users simultaneously. The following factors may
impact the ability to service SMARTsend users within your organization:
Physical sites and network bandwidth, including such factors as the number and proximity of supported
scanning devices, anticipated network traffic, availability of e-mail services for notifications, and
workflow processing. Analyze these factors to determine the best location for the SMARTsend
computer.
Network configuration, security practices, and scanning device capabilities may limit the use of certain
SMARTsend features. Some examples include:
If SMB is blocked on a router or is not available on a particular device, you will be limited to using
FTP as the SMARTsend filing protocol.
If scanning devices are located on a different subnet, DNS must be properly configured and
functional.
information.
If SNMP Broadcast is not enabled across routers, you will not be able to utilize the SMARTsend
automated device discovery features.
If the SMARTsend workflow authentication features (private workflows, scan to my e-mail) will be
used, the configured scanning devices must be in the same domain (or trusted domain) as the
SMARTsend computer. The Xerox Multifunction devices must also support authentication, and
authentication must be configured and enabled on each device.
Additional information concerning network and device configuration is provided throughout this guide. If
problems are encountered after your installation, please refer to
support information.
See Verifying the SMARTsend Computer DNS Configuration on page 2-8 for more
Chapter 7, Problem Solving for additional
2-4 Prepare for Installation
SMARTsend Configuration Requirements
Computer configuration is the foundation for a successful SMARTsend installation. Please follow and
confirm all the guidelines and requirements in this chapter
computer is properly configured to support SMARTsend. Detailed explanations and configuration details are
provided in the sections following this checklist.
For best performance, install SMARTsend on a dedicated computer with a minimum of a 1.0 GHz or
faster CPU, at least 750 MB of free disk space, 512 MB RAM (1 GB or more is recommended), and a
single network adapter (multiple adapters are not supported). The computer cannot be a domain
controller.
SMARTsend can be installed on the following platforms: Windows 2000 Server or Advanced Server
(SP4 or later), Windows Server 2003 with all critical operating system software updates installed, or a
Windows XP Professional computer (SP2 or later).
NOTE: For large installations, multiple users, managing of many devices, a Windows 2000 or 2003
installation is recommended.
SMARTsend may also be installed on any of the su pported operating systems in conjunction with
VMware (GSX Server version 3.2.0, Workstation 4.5) or Microsoft Virtual PC 2004/Virtual Server
2005.
NOTE: SMARTsend performance may degrade when it is run on a shared file/print server, or when
using VMware or Microsoft Virtual PC/Virtual Server. Performance degradation is likely to be more
significant when using SMARTsend Professional OCR features.
before you install SMARTsend to ensure that the
TCP/IP must be enabled and functional.
Confirm that the ports required for each supported protocol are not blocked by filtering at a switch,
router, or firewall. See TCP/IP Port Configuration on page 2-29.
If using DNS, it must be properly configured. If the PaperWare Form Forwarding options are used
(Professional Edition), DNS must also be configur ed on all SMARTsend and FlowPort computers that
will be receiving forwarded forms. See V erifying the SMARTsend Computer DNS Configuration on page
2-8 and Configure PaperWare Form Forwarding Settings on page 4-40.
File and Printer Sharing must be enabled on the network adapter and port 139 must be availabl e. See
Enable File and Printer Sharing on page 2-9.
Internet Information Services (IIS) 5.0, or higher, must be installed and configured with the Common
Files, Internet Information Services Manager, and World Wide Web Service. If using FTP for filing, the
FTP Server component must also be enabled. See Install and Configure IIS / FTP on page 2-10. Please
note that IIS is part of the Windows operating system, and its components can be installed using the
Windows Add/Remove Programs options.
NOTE: The SMARTsend installation progra m will install the .NET Framework if it is not present on
the computer. However, IIS must be installed before
2000 Server/Advanced Server, or on a Windows XP Professional computer. If the .NET Framework
and IIS are currently installed on the computer and you are not certain if IIS was installed first, then
these components should be uninstalled and reinstalled in the proper sequence.
the .NET Framework is installed on a Windows
SMARTsend Configuration Requirements 2-5
Confirm that the Default Web Site and the FTP server are running under IIS before using SMARTsend.
Confirm that the Windows Authentication Methods are properly configured in IIS before installing
SMARTsend. Integrated Windows authentication is always required, and Basic Authentication is
also needed when Windows 95/98/Me clients and non-Microsoft browsers are used with
SMARTsend.
ASP.NET must be enabled (Windows Server 2003 only). See Enable ASP.NET on page 2-12.
If SMARTsend is being installed on a Windows XP Professional computer, then Simple File Sharing
must be disabled. Please consult the Microsoft web site,
See Windows Authentication Methods Configuration on page 2-11.
www.microsoft.com, for Simple File Sharing
configuration instructions.
SMARTsend administrator, user, and device accounts must be configured. See Create Administrator,
User, and Device Accounts on page 2-13.
If secure password entry is required, a security certificate must be installed (Optional). See Obtain and
Install a Security Certificate on page 2-16.
Additional configuration is required to manage the SMARTsend computer as a secure web site. See
Secure Web Site Configuration on page 9-3.
Additional configuration is required on the SMART s end computer when using Domino.doc, SharePoint
Portal Server 2001, Novell NetWare, Remote Printers, DocuShare, and other optional destinations. See
Additional Requirements for Destinations on page 2-19.
2-6 Prepare for Installation
SMARTs end Computer Configuration Requirements
The following table summarizes the key configuration requirements and options that must be addressed for a
successful install.
SMARTsend Computer
Configuration Requirements
Windows 2000
Server/Advanced
Windows Server
2003
Windows XP
Professional
Server
Minimum Hardware:
1.0 GHz CPU, 750 MB free disk
space, 512 MB RAM, single
network adapter.
SMARTsend computer can be used as
a Domain Controller
SMART send software can be installed
with VMware (GSX Server version
3.2.0, Workstation 4.5) or MS Virtual
PC 2004/Virtual Server 2005
Enable TCP/IP support
Confirm ports are available for each
required protocol (FTP, SMB, HTTP,
HTTPS)
Install Internet Information Services
5.0+ with common files, IIS Manager,
and W orld Wide Web Service.
Confirm that .NET Framework is
installed
Enable FTP Server Optional Optional Optional
Enable Integrated Windows
Authentication
Enable ASP.NET
after IIS is installed.
Not Applicable
Enable File and Printer Sharing
Disable Simple File Sharing Not Applicable Not Applicable
Create administrator and user
accounts
Install security certificate Optional Optional Optional
Configure secure web site Optional Optional Optional
Configure destinations...
(requirements vary)
Table 2-1: SMARTsend Co mputer Configuration Requirements Summary
SMARTsend Configuration Requirements 2-7
Verifying the SMARTsend Computer DNS Configuration
SMARTsend requires a valid DNS configuration to locate scanning devices or other computers when
multiple subnets are involved. If the PaperWare Form Forwarding options are used (Professional Edition),
DNS must also be configured on all SMARTsend and FlowPort computers that will be receiving forwarded
forms.
See Configure PaperWare Form Forwarding Settings on page 4-40 for additional information.
NOTE: Use of DNS is optional if SMARTsend and the scanning devices reside on a single subnet. If this
is the case, you can use WINS or the device IP Address instead of DNS, an d the following DNS
verification procedures can be ignored. However, w
resolved prior to installing and configuring SMARTsend.
To verify the local DNS configuration:
1 Use ipconfig to verify that the IP addresses of the DNS servers are listed correctly and in the proper
order.
a) Open the command prompt
b) Type ipconfig /all
c) Confirm that the DNS servers are listed properly
2 Use nslookup to verify SMARTsend computer and Xerox Multifunction Device network connectivity
and name resolution.
hen DNS is used, DNS configuration issues must be
a) Open the command prompt
b) Type nslookup
c) Enter the IP Address for the SMARTsend computer. The Host Name should be returned.
d) Next, enter the fully-qualified Host Name for the SMARTsend computer. The IP Address obtained
from the previous step should be returned.
e) Repeat steps a-d using the IP Address and fully-qualified Host Name of the devices that you intend
to configure for use with SMARTsend.
NOTE: If nslookup fails, there is a network connectivity issue that should be resolved before
installing SMARTsend. If the IP address lookup succeeds and the DNS name lookup fails, check the
DNS name resolution configuration. Likewise, if the Host Name lookup does not return the exact
same result as the IP Address lookup, you should check the DNS name resolution configuration.
Apply DNS name resolution changes as needed, then retest using nslookup to verify the DNS
configuration.
2-8 Prepare for Installation
Enable File and Printer Sharing
The SMARTsend computer must be configured to enable File and Printer Sharing for Microsoft Networks
and port 139 must be available. Use the following procedure to configure File and Printer Sharing on the
SMARTsend computer.
NOTE: The following sample procedure is based on a Windows 2000 Server.
To Configure File and Printer Sharing for Microsoft Networks:
1 On the SMARTsend computer, click Start > Settings > Control Panel.
2 Open the Network Connections option.
3 Right-click the appropriate network adapter and select Properties.
4 Select the option for File and Printer Sharing for Microsoft Networks. This option is enabled by
default.
5 Click OK to save any changes.
SMARTsend Configuration Requirements 2-9
Install and Configure IIS / FTP
SMARTsend has several Microsoft Intern et Information Services (IIS) installation and configuration
dependencies. These dependencies must be addressed to ensure proper site configuration and reliable service
for SMARTsend users. Please note that IIS is part of the Windows operating system, and its components can
be installed using the Windows Add/Remove Programs options. Consult the Microsoft web site,
www.microsoft.com, for additional IIS installation and configuration instructions.
NOTE: IIS must be installed before the .NET Framework is installed on a Windows XP Professional
computer or Windows 2000 Server/Advanced Server. The SMARTsend installation program will install the
.NET Framework if it is not present on the computer, but it cannot detect the order in which these
applications were installed. If the .NET Framework and IIS are currently installed on the computer and you
are not certain if IIS was installed first, then these components should be uninstalled and reinstalled in the
proper sequence.
General IIS Installation Requirements
Internet Information Services (IIS) 5.0, or higher, must be installed and configured with the following
components or options enabled and running:
Common Files–Installs required IIS program files.
Internet Information Services Manager–Installs the IIS administrative interface into Microsoft
Management Console.
World Wide Web Service–Uses the HTTP protocol to respond to Web client requests on a TCP/IP
network.
FTP Server (optional)–Used to support FTP data transfer between the SMARTsend computer and
configured scanning devices when the FTP filing protocol is selected. This component is not a part of
the default IIS installation; it must be selected during the initial installation procedure or added to the
installation afterwards.
NOTE: FTP support is required if the devices to be used with SMARTsend do not support SMB, HTTP , or
HTTPS, or in cases where the use of these additional protocols is restricted on your network. In addition,
if FTP is installed after SMARTsend is installed, please refer to the topic SMARTsend does not recognize
IIS FTP service on page 7-4 for additional configuration instructions.
FTP Service Directory Configuration
Devices that support FTP as a transfer protocol interpret FTP file path information according to UNIX
conventions. The directory listing style of the Internet Information Services FTP Server must be configured
to use UNIX style listings. (NOTE: The following sample procedure is based on a Windows 2000 Server.)
To change the FTP Home Directory style to UNIX and check
read/write permissions:
1 Open the Internet Information Services Manager (Start > Programs > Administrative Tools >
Internet Services Manager) and expand IIS in the tree view.
2 Right-click Default FTP Site and select Properties.
3 Select the Home Directory tab and select UNIX as the Directory Listing Style.
4 Confirm that both Read and Write are checked.
2-10 Prepare for Installation
5 Click OK on all screens.
Windows Authentication Methods Configuration
SMARTsend requires proper configuration of the Internet Information Services (IIS) authentication options.
These options should be configured and confirmed
To configure Windows Authentication on the SMARTsend computer:
before the SMARTsend application is installed.
1 If SMARTsend is installed on a Windows 2000 Server/Advanced Server:
Click Start > Settings > Control Panel > Administrative Tools > Internet Services Manager.
- OR If SMARTsend is installed on a computer running Windows Server 2003 or Windows XP Professional:
Click Start > Control Panel > Administrative Tools > Internet Information Services.
2 Expand IIS in the tree view.
3 Right-click Default Web Site and choose Properties.
4 Select the Directory Security tab.
5 Click Edit in the Anonymous access and authentication control section.
6 Select the Integrated Windows Authentication check box.
7 If Windows 95/98/Me clients or non-Microsoft browsers will be used with SMARTsend, then you
should also select the Basic Authentication check box.
8 Click OK on all screens.
SMARTsend Configuration Requirements 2-11
Enable ASP.NET
Applicable to Windows Server 2003 installations only.
When SMARTsend is installed to run under Windows Server 2003, ASP.NET must be enabled and properly
configured on the server. Please consult the Microsoft web site,
installation and configuration instructions.
NOTE: Additional ASP.NET configuration changes are require d if the server has been upgraded to
Windows Server 2003 from a previous installation of Windows 20 00 Server or Advanced Server. When
this is the case, the ASP.NET account must be granted execute permission to any files under wwwroot. T o
implement this change on your Windows 2003 server, open the wwwroot Properties dialog, then select
the Security tab. Next, select the account for Everyone, then select the checkbox to Allow Read &
Execute. Click Apply to save the changes, then click OK as needed to close the configuration dialogs.
www.microsoft.com, for ASP.NET
2-12 Prepare for Installation
Create Administrator, User, and Device Accounts
SMARTsend administrators, users, and the Xerox Multifunction Devices used with SMARTs end must be
authenticated with a valid Windows account in order to obtain access to the SMARTsend computer. The
Windows system that hosts SMARTsend can either be a standalone system or a member of a domain, but it
cannot be a domain controller.
Consider the following issues when determining your site-specific requirements for SMARTs end accounts:
All members of the Administrator group on the SMARTsend computer have SMARTsend
administrative privileges while all members of the Users group have SMARTsend user privileges. The
computer administrator can use the Microsoft Management Console (MMC) Comp ut er Management
snap-in to create, view, or modify the accounts that provide access to the SMARTsend computer.
Account Creation and Management on page 2-14 for instructions.
If you install the SMARTsend on a standalone computer, on a network that does not use a domain, or
where users are outside of the domain (or its trusted domains), then you must create local accounts for
the SMARTsend administrators and users.
If you configure the SMARTsend computer as a member of a domain or trusted domain, then the
domain security group (Domain Users) joins the computer’s Users group by default. If you take no
further action, all domain members will have access to the SMARTsend site in accordance with their
existing domain privileges. The domain account provides authorized users with access to resources
within the domain and any trusted domains. If needed, local accounts can also be added manually.
When devices are configured within SMART send, local user Device Accounts are automatically created
on the SMARTsend computer for each supported protocol. In most cases, no further configuration is
required for Device Accounts.
See Manage Device Accounts on page 4-15 for additional information.
See
SMARTsend Configuration Requirements 2-13
Account Creation and Management
The following procedures describe the use of Microsoft Management Console (MMC) for creating and
managing SMARTsend administrator, user, and device accounts.
NOTE: The sample procedures in this section are based on a Windows 2000 Server. Individual steps
and step names may vary slightly for Windows Server 2003.
Creating Local User or Administrator Accounts
To create local user or administrator accounts:
1 Open Control Panel > Administrative Tools > Computer Management.
2 Expand Local Users and Groups, then right-click the Users folder and select New User.
3 Enter the account information and choose the appropriate options.
4 Click Create.
5 Click Close.
Managing Local Access to SMARTsend
To manage local access to SMARTsend:
1 Open Control Panel > Administrative Tools > Computer Management.
2 Expand Local Users and Groups, then select the Groups folder.
3 Right-click Users or Administrators in the right panel, then select Properties.
4 Click Add, then select the user(s) or group(s) you want to have access to SMARTsend. Keep in mind
that any User or Group added to the Administrators group will have administrative access to
SMARTsend.
5 Click OK as needed to confirm the changes and close the dialogs.
NOTE: Membership in the Users or Administrators group is required to access the SMARTsend site.
Only members of the Administrators group can be SMARTsend administrators.
Managing SMARTsend Access Within a Domain
To manage SMARTsend access within a domain:
1 Open Control Panel > Administrative Tools > Computer Management.
2 Expand Local Users and Groups, then select Groups.
3 Right-click Users in the right panel, then select Properties.
4 In the Members list, select the Domain Users group and then click Remove.
5 Add either single domain users or domain groups to the Users group as needed to provide access to the
SMARTsend site.
2-14 Prepare for Installation
6 Click OK as needed to confirm the changes and close the dialogs.
NOTE: Follow the same steps to limit Administrator access in the local Administrators group so that all
members of the Domain Admins group do not have administrator access to the SMARTsend site.
Creating SMARTsend Device Accounts
This is an optional procedure. See Manage Device Accounts on page 4-15 for additional informati on.
To create SMARTsend device accounts:
1 Follow the procdures for Account Creation and Management on page 2-14 to create a Local User
Account for the Xerox Multifunction Devices that will be used with SMARTsend.
NOTE: Be sure to record and properly label the SMARTsend device account name and password
when you create the account. You will be required to enter this information at a later time when you
perform the site configuration tasks presented in
Add/Update Xerox Devices on page 4-8.
2 Expand Local Users and Groups, then select the Groups folder.
3 Right-click Users in the right panel, then select Properties.
4 Inspect the Member list. If the SMARTsend Device Account is in the Users group, select the account
and click Remove.
5 Click OK.
6 Right-click Administrators in the right panel, then select Properties.
7 Inspect the Member list. If the SMARTsend Device Account is in the Admini strators group, select the
account and click Remove. A device account should not have administrative privileges because it could
pose a security risk.
8 Click OK as needed to confirm the changes and close the dialogs.
SMARTsend Configuration Requirements 2-15
Obtain and Install a Security Certificate
Skip this section if secure password entry and communication is not required.
A security certificate may be obtained by submitting a certificate request to a Certificate Authority (CA) and
installing the returned certificate. This section assumes that Microsoft Certificate Services is installed on a
computer within a network domain, with the role of Root CA. It includes the processes of creating the
request file and submitting it to a certificate server. The examples and procedures in this section may vary
with other configurations and certificate services. For detailed information on related SMARTsend security
issues and secure configuration options, please refer to
NOTE: A SelfSSL option is available in the Microsoft Internet Information Services (IIS) Resource Kit.
Go to
http://www.microsoft.com/downloads for additional information.
The following information will be required as you obtain the certificate:
The "friendly" name of the new certificate. This is a short, easily recognizable name like "Scanning
Computer."
The bit length of the encryption key. Longer keys are more secure; shorter keys have less impact on
performance.
The "common name" of the site being secured. This is either the fully qualified DNS name or
NetBIOS name. Sites that appear on the Internet should use the fully qualified DNS name.
Location information. This includes company, department, city, state, and country.
HTTPS/SSL Certificates on page 9-3.
Preparing a Certificate Request File
To prepare a certificate request file:
The following instructions assume that you have already accessed the IIS management console on the
computer where SMARTsend will be installed.
1 Right-click the IIS Default Web Site or IIS site where SMARTsend is or will be installed. Select
Properties.
2 Select the Directory Security tab.
3 Click Server Certificate.
4 The Server Certificate Wizard window appears. Click Next.
5 Select Create a new certificate. Click Next.
6 Select Prepare the request now, but send it later. Click Next.
7 Enter the "friendly" name for the new certificate. Select the bit length if a different bit length is desired.
Click Next.
8 Enter the organization name and unit. Click Next.
9 Enter the site’s common name. Sites on the Internet should use their fully qualified DNS names; local
(intranet) sites may use the computer’s NetBIOS name. Click Next.
NOTE: SMARTsend will not be able to function properly under SSL if the Host Name on the
certificate does not match the fully qualified computer name.
2-16 Prepare for Installation
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