HP Digital Sender Flow 8500 fn2 Document Capture Workstation User Guide

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HP Digital Sender Flow 8500 fn2 Document Capture Workstation,

HP ScanJet Enterprise Flow N9120 fn2 Document Scanner

User Guide

8500 fn2 N9120 fn2

www.hp.com/go/DSFlow8500fn2 www.hp.com/support/sj

owN9120fn2

HP Digital Sender Flow 8500 fn2 Document

Capture Workstation, HP ScanJet Enterprise

Flow N9120 fn2 Document Scanner

User Guide

L.P.

Reproduction, adaptation or translation without prior written permission is prohibited, except as allowed under the copyright laws.

The information contained herein is subject to change without notice.

The only warranties for HP products and services are set forth in the express warranty statements accompanying such products and services. Nothing herein should be construed as constituting an additional warranty. HP shall not be liable for technical or editorial errors or omissions contained herein.

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Edition 4, 7/2020

1 Product overview ...................................................................................................................................................................................... 1

Product views (HP Digital Sender Flow 8500 fn2 Document Capture Workstation) ..................................................... 1

Front view .............................................................................................................................................................. 1

Back view ............................................................................................................................................................... 2

Control-panel view ............................................................................................................................................... 3

How to use the control panel ........................................................................................................ 5

Product views (HP ScanJet Enterprise Flow N9120 fn2 Document Scanner) ................................................................ 5

Front view .............................................................................................................................................................. 5

Back view ............................................................................................................................................................... 6

Control-panel view ............................................................................................................................................... 7

How to use the control panel ........................................................................................................ 9

Product specifications ........................................................................................................................................................... 10

Supported operating systems (HP Digital Sender Flow 8500 fn2 Document Capture Workstation) .. 10

Supported operating systems (HP ScanJet Enterprise Flow N9120 fn2 Document Scanner) ............. 10

Product dimensions (HP Digital Sender Flow 8500 fn2 Document Capture Workstation) ................... 11

Product dimensions (HP ScanJet Enterprise Flow N9120 fn2 Document Scanner) ............................... 11

Power consumption, electrical specifications and acoustic emissions ..................................................... 12

Operating environment range (HP Digital Sender Flow 8500 fn2 Document Capture Workstation) .. 12

Operating environment range (HP ScanJet Enterprise Flow N9120 fn2 Document Scanner) ............. 12

Product hardware setup and software installation .......................................................................................................... 14

Hardware setup ................................................................................................................................................. 14

How to get software updates .......................................................................................................................... 14

Scanner software (Windows) ............................................................................................................................................... 15

HP Scan software .............................................................................................................................................. 15

HP TWAIN ............................................................................................................................................................ 15

ISIS ....................................................................................................................................................................... 15

WIA ....................................................................................................................................................................... 15

Sleep Mode and auto-off settings ....................................................................................................................................... 15

2 Use the scanner ...................................................................................................................................................................................... 17

Set up the scanner ................................................................................................................................................................. 18

Set up Scan to Email ......................................................................................................................................... 19

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Introduction ................................................................................................................................... 19

Before you begin ........................................................................................................................... 19

Step one: Access the HP Embedded Web Server (EWS) ......................................................... 20

Step two: Configure the Network Identification settings ........................................................ 20

Step three: Configure the Send to Email feature ..................................................................... 21

Method one: Basic configuration using the Email Setup Wizard ...................... 21

Method two: Advanced configuration using the Email Setup ........................... 24

Step four: Configure the Quick Sets (optional) ......................................................................... 28

Step five: Set up Send to Email to use Office 365 Outlook (optional) .................................. 29

Introduction ............................................................................................................... 29

Configure the outgoing email server (SMTP) to send an email from an

Office 365 Outlook account .................................................................................... 29

Set up Scan to Fax ............................................................................................................................................. 32

Step one: Access the HP Embedded Web Server ..................................................................... 32

Step two: Set up Scan to Fax ....................................................................................................... 32

Set up Scan to Network Folder ........................................................................................................................ 33

Introduction ................................................................................................................................... 33

Before you begin ........................................................................................................................... 33

Step one: Access the HP Embedded Web Server ..................................................................... 33

Step two: Set up Scan to Network Folder ................................................................................. 34

Method one: Use the Scan to Network Folder Wizard ........................................ 34

Method two: Use Scan to Network Folder Setup ................................................ 35

Set up Scan to USB Drive .................................................................................................................................. 43

Introduction ................................................................................................................................... 43

Step one: Access the HP Embedded Web Server ..................................................................... 43

Step two: Enable Scan to USB Drive ........................................................................................... 44

Step three: Configure the Quick Sets (optional) ....................................................................... 44

Default scan settings for Scan to USB Drive setup .................................................................. 45

Default file settings for Save to USB Setup .............................................................................. 46

Set up Scan to SharePoint® ............................................................................................................................. 47

Introduction ................................................................................................................................... 47

Before you begin ........................................................................................................................... 47

Step one: Access the HP Embedded Web Server (EWS) ......................................................... 47

Step two: Enable Scan to SharePoint® and create a Scan to SharePoint Quick Set ........... 48

Scan and save a file directly to a Microsoft® SharePoint site ................................................. 49

Quick set scan settings and options for Save to SharePoint® ............................................... 50

Create a Quick Set .............................................................................................................................................. 52

Introduction ................................................................................................................................... 52

Step one: Access the HP Embedded Web Server (EWS) ......................................................... 52

Step two: Add and manage Quick Sets ...................................................................................... 53

Add a Quick Set ......................................................................................................... 53

ENWW

Edit a Quick Set ......................................................................................................... 54

Copy a Quick Set ....................................................................................................... 54

Remove a Quick Set ................................................................................................. 55

Quick Set settings and options .............................................................................. 55

Load originals ......................................................................................................................................................................... 58

Document loading tips ...................................................................................................................................... 58

Supported paper types and sizes ................................................................................................................... 61

Load paper in the Automatic Document Feeder (ADF) input tray .............................................................. 63

Introduction ................................................................................................................................... 63

Required guidelines before loading documents ...................................................................... 63

Method to load documents ......................................................................................................... 64

Load same-sized documents ..................................................................................................... 64

Load documents on the scanner glass .......................................................................................................... 65

Perform a scan task ............................................................................................................................................................... 66

Send a scanned document to one or more email addresses ..................................................................... 66

Introduction ................................................................................................................................... 66

Scan and send a document to email ......................................................................................... 66

Scan to Fax ......................................................................................................................................................... 67

Introduction ................................................................................................................................... 67

Scan to Fax ..................................................................................................................................... 68

Scan and send to network folder .................................................................................................................... 69

Introduction ................................................................................................................................... 69

Scan and save the document to a network folder .................................................................. 69

Scan and send to USB Flash Drive .................................................................................................................. 70

Introduction ................................................................................................................................... 70

Scan and save the document to a USB flash drive .................................................................. 70

Additional options when scanning .................................................................................................................. 72

HP JetAdvantage business solutions ............................................................................................................. 74

Additional scan tasks ........................................................................................................................................ 75

Use the scanning software (Windows) ............................................................................................................................... 75

Work with scan shortcuts ................................................................................................................................. 76

View scan shortcuts ...................................................................................................................... 76

Create scan shortcuts ................................................................................................................... 76

Modify scan shortcuts .................................................................................................................. 76

Scan to a picture ................................................................................................................................................ 76

Scan to a PDF ..................................................................................................................................................... 77

Scan text for editing (OCR) ............................................................................................................................... 77

Scan to email ...................................................................................................................................................... 77

Send to cloud ...................................................................................................................................................... 77

Scan to FTP ......................................................................................................................................................... 77

Scan to SharePoint ............................................................................................................................................ 78

Scan long documents ....................................................................................................................................... 79

Detect multi-feeds ............................................................................................................................................ 79

Everyday Scan .................................................................................................................................................... 79

Filter out color from a document (color dropout) ......................................................................................... 79

Automatically detect color ............................................................................................................................... 80

Automatically straighten scanned images .................................................................................................... 80

Automatically delete blank pages ................................................................................................................... 80

Automatically adjust page orientation ........................................................................................................... 81

Automatically detect page size ....................................................................................................................... 81

Automatically crop or pad scanned image to selected page size .............................................................. 81

Scan using text-enhanced black and white mode ....................................................................................... 82

Add or remove device ....................................................................................................................................... 82

Scan by using other scan software ................................................................................................................. 82

Use the scanning software (OS X) ....................................................................................................................................... 83

Mobile scanning ...................................................................................................................................................................... 84

Scanning tips ........................................................................................................................................................................... 84

Optimize scanning and task speeds ............................................................................................................... 84

3 Care and maintenance ........................................................................................................................................................................... 85

Clean the product ................................................................................................................................................................... 86

Clean the scanning strips ................................................................................................................................. 86

Clean the rollers ................................................................................................................................................. 86

Introduction ................................................................................................................................... 86

Clean the rollers ............................................................................................................................ 87

Install an accessory into the hardware integration pocket .............................................................................................. 89

Replace parts .......................................................................................................................................................................... 91

Replace the separation rollers and cover ...................................................................................................... 91

Order maintenance and scanning supplies ........................................................................................................................ 93

Order parts and accessories ............................................................................................................................ 93

Customer self-repair parts ............................................................................................................................... 93

4 Manage the scanner ............................................................................................................................................................................... 97

Advanced configuration with the HP Embedded Web Server (EWS) .............................................................................. 97

Introduction ........................................................................................................................................................ 97

How to access the HP Embedded Web Server (EWS) .................................................................................. 97

HP Embedded Web Server features ............................................................................................................... 98

Information tab ............................................................................................................................. 98

General tab .................................................................................................................................... 99

Scan/Digital Send tab ................................................................................................................ 100

Fax tab .......................................................................................................................................... 100

Troubleshooting tab ................................................................................................................... 101

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Security tab ................................................................................................................................. 101

HP Web Services tab .................................................................................................................. 102

Networking tab ........................................................................................................................... 102

Configure IP network settings ........................................................................................................................................... 104

Scanner sharing disclaimer ........................................................................................................................... 104

View or change network settings ................................................................................................................. 104

Rename the scanner on a network .............................................................................................................. 104

Manually configure IPv4 TCP/IP parameters from the control panel ...................................................... 105

Manually configure IPv6 TCP/IP parameters from the control panel ...................................................... 105

Link speed and duplex settings .................................................................................................................... 106

Scanner security features ................................................................................................................................................... 107

Introduction ...................................................................................................................................................... 107

Security statements ....................................................................................................................................... 107

IP Security ......................................................................................................................................................... 107

Assign an administrator password ............................................................................................................... 107

Encryption support: HP High Performance Secure Hard Disks ................................................................ 108

Lock the formatter .......................................................................................................................................... 108

Energy-conservation settings ........................................................................................................................................... 109

Introduction ...................................................................................................................................................... 109

Set the sleep timer and configure the scanner to use 2 watts or less of power .................................. 109

Set the sleep schedule ................................................................................................................................... 109

HP Web Jetadmin ................................................................................................................................................................. 111

HP Digital Sending Software (HP DSS) ............................................................................................................................. 111

Upgrade the firmware ......................................................................................................................................................... 112

5 Solve problems ..................................................................................................................................................................................... 113

Additional troubleshooting ................................................................................................................................................. 114

Restore factory settings ..................................................................................................................................................... 115

Introduction ...................................................................................................................................................... 115

Method one: Restore factory settings from the scanner control panel ................................................. 115

Method two: Restore factory settings from the HP Embedded Web Server (network-connected products only) .................................................................................................................................................. 115

Scanner installation problems ........................................................................................................................................... 116

Check the cables .............................................................................................................................................. 116

Uninstall and then reinstall the HP ScanJet drivers and tools (Windows) ............................................. 116

Power issues ......................................................................................................................................................................... 118

Scanner will not turn on ................................................................................................................................. 118

The scanner has paused or shut down ....................................................................................................... 118

Scanner keeps turning off .............................................................................................................................. 119

Scanner does not pick up paper or misfeeds .................................................................................................................. 120

Introduction ...................................................................................................................................................... 120

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viii

The scanner does not pick up paper ............................................................................................................ 120

The scanner picks up multiple sheets of paper ......................................................................................... 120

The document feeder jams, skews, or picks up multiple sheets of paper ............................................ 121

Clear paper jams .................................................................................................................................................................. 122

Introduction ...................................................................................................................................................... 122

Experiencing frequent or recurring paper jams? ....................................................................................... 122

Clear paper jams in the Automatic Document Feeder (ADF) .................................................................... 123

Improve scan image quality ............................................................................................................................................... 125

Check the scanner glass for dirt and smudges .......................................................................................... 125

Check the resolution settings ....................................................................................................................... 126

Check the color settings ................................................................................................................................. 126

Check the image-adjustment settings ........................................................................................................ 127

Optimize scan quality for text or pictures ................................................................................................... 127

Check the output-quality settings ................................................................................................................ 128

Clean the pickup rollers and separation pad in the Automatic Document Feeder (ADF) ..................... 128

Solve wired network problems .......................................................................................................................................... 131

Introduction ...................................................................................................................................................... 131

Poor physical connection ............................................................................................................................... 131

The computer is unable to communicate with the product ..................................................................... 131

The product is using incorrect link and duplex settings for the network ............................................... 132

New software programs might be causing compatibility problems ....................................................... 132

The computer or workstation might be set up incorrectly ....................................................................... 132

The product is disabled, or other network settings are incorrect ........................................................... 132

Index ........................................................................................................................................................................................................... 133

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1 Product overview

This User Guide covers important information about the HP Digital Sender Flow 8500 fn2 Document Capture

Workstation and HP ScanJet Flow N9120 fn2 document scanner.

●

Product views (HP Digital Sender Flow 8500 fn2 Document Capture Workstation)

●

Product views (HP ScanJet Enterprise Flow N9120 fn2 Document Scanner)

●

Product specifications

●

Product hardware setup and software installation

●

Scanner software (Windows)

●

Sleep Mode and auto-off settings

For more information, go to www.hp.com/support/ . Click Troubleshooting. Enter the scanner name (HP Digital

Sender Flow 8500 fn2 Document Capture Workstation or HP ScanJet Flow N9120 fn2 document scanner), and then click Search.

HP’s all-inclusive help for this product includes the following:

● Install and configure

● Learn and use

● Solve problems

● Download software updates

● Join support forums

● Find warranty and regulatory information

Product views (HP Digital Sender Flow 8500 fn2 Document Capture

Workstation)

This section describes the physical components of the HP Digital Sender Flow 8500 fn2 Document Capture

Workstation.

Front view

CAUTION: Always lift the product from the handles. Do not lift the product from the keyboard or Automatic

Document Feeder (ADF).

ENWW Product views (HP Digital Sender Flow 8500 fn2 Document Capture Workstation) 1

1 2

Back view

Callout

Description

Paper guides

Document input tray

Output stopper

Document output tray

Handles

Power button

Control panel

Walk-up USB

Callout

3 4 5 6

Description

Formatter LED

Device USB port

LAN port

Host USB port

Power connector

Serial and product number location

2 Chapter 1 Product overview ENWW

Control-panel view

The Home screen provides access to the product features and indicates the current status of the product.

Return to the Home screen at any time by selecting Home.

NOTE: The features that appear on the Home screen can vary, depending on the product configuration.

1 2 3 4

Home

Applications area

Reset

5 Information

Help

Current time

Keyboard

9 Home-screen page indicator

Select Home to return to the Home screen.

Select the scan icon to open the application. Swipe the screen sideways to access more applications.

NOTE: The available applications vary by product. The administrator can configure which applications appear and the order in which they appear.

Select the Reset option to clear changes, release the product from a paused state, display hidden errors, and restore the default settings (including the language and keyboard layout).

Select Sign In to access secured features.

Select Sign Out to sign out of the product. The product restores all options to the default settings.

NOTE: This option displays only if the administrator has configured the product to require permission for access to features.

Select the information option to access a screen that provides access to several types of product information. Select the options at the bottom of the screen for the following information:

● Display Language : Change the language setting for the current user session.

● Sleep Mode : Place the product into sleep mode.

● Ethernet : View or change Ethernet connection settings.

● HP Web Services

Select Help to open the embedded help system or HP Web Services.

Displays the current time.

The product includes a retractable keyboard. The keys are mapped to a language in the same way the virtual keyboard on the product touchscreen is mapped. Whenever the keyboard layout for the virtual keyboard changes, the keys on the physical keyboard are remapped to match the new settings.

NOTE: In some locations, the product comes with adhesive keyboard overlays to customize the keys for different languages.

Indicates the number of pages on the Home screen or in an application. The current page is highlighted.

Swipe the screen sideways to scroll between pages.

ENWW Product views (HP Digital Sender Flow 8500 fn2 Document Capture Workstation) 3

10 Hardware integration pocket (HIP)

11 Easy-access USB port

NOTE: An administrator must enable this port before using for scan features. A firmware upgrade does not require that the port be enabled.

For connecting accessory and third-party devices.

Insert a USB flash drive for scanning without a computer or to update the product firmware.

4 Chapter 1 Product overview ENWW

How to use the control panel

Use the following actions to use the product touchscreen control panel.

Action

Touch

Description

Select an item on the screen to select that item or open that menu. Also, when scrolling through menus, briefly touch the screen to stop the scrolling.

Example

Select the Settings icon to open the Settings app.

Swipe Touch the screen and then move your finger horizontally to scroll the screen sideways.

Swipe until the Settings app displays.

Scroll Touch the screen and then move your finger vertically to scroll the screen up and down. When scrolling through menus, briefly touch the screen to stop the scrolling.

Scroll through the Settings app.

Product views (HP ScanJet Enterprise Flow N9120 fn2 Document

Scanner)

This section describes the physical components of the HP ScanJet Enterprise Flow N9120 fn2 Document

Scanner.

Front view

CAUTION: Always lift the product from the base. Do not lift the product from the keyboard or Automatic

Document Feeder (ADF).

ENWW Product views (HP ScanJet Enterprise Flow N9120 fn2 Document Scanner) 5

Back view

Callout

7 6

Description

Control panel

Paper guides

Document input tray

Output stopper

Document output tray

Handles

Power button

Callout

1 2

3 4 5

Description

Formatter LED

Device USB port

LAN port

Host USB port

Power connector/serial and product number location

6 Chapter 1 Product overview ENWW

Control-panel view

The Home screen provides access to the product features and indicates the current status of the product.

Return to the Home screen at any time by selecting Home.

NOTE: The features that appear on the Home screen can vary, depending on the product configuration.

1 2 3 4

Home

Applications area

Reset

5 Information

Help

Current time

Keyboard

9 Home-screen page indicator

Select Home to return to the Home screen.

Select the scan icon to open the application. Swipe the screen sideways to access more applications.

NOTE: The available applications vary by product. The administrator can configure which applications appear and the order in which they appear.

Select Reset to clear changes, release the product from a paused state, display hidden errors, and restore the default settings (including the language and keyboard layout).

Select Sign In to access secured features.

Select Sign Out to sign out of the product. The product restores all options to the default settings.

NOTE: This option displays only if the administrator has configured the product to require permission for access to features.

Select Information to access a screen that provides access to several types of product information.

Select the options at the bottom of the screen for the following information:

● Display Language : Change the language setting for the current user session.

● Sleep Mode : Place the product into sleep mode.

● Ethernet : View or change Ethernet connection settings.

● HP Web Services

Select Help to open the embedded help system or HP Web Services.

Displays the current time.

NOTE: In some locations, the product comes with adhesive keyboard overlays to customize the keys for different languages.

Indicates the number of pages on the Home screen or in an application. The current page is highlighted.

Swipe the screen sideways to scroll between pages.

ENWW Product views (HP ScanJet Enterprise Flow N9120 fn2 Document Scanner) 7

10 Hardware integration pocket (HIP)

11 Easy-access USB port

NOTE: An administrator must enable this port before using for scan features. A firmware upgrade does not require that the port be enabled.

For connecting accessory and third-party devices.

Insert a USB flash drive for scanning without a computer or to update the product firmware.

8 Chapter 1 Product overview ENWW

How to use the control panel

Use the following actions to use the product touchscreen control panel.

Action

Touch

Description

Select an item on the screen to select that item or open that menu. Also, when scrolling through menus, briefly touch the screen to stop the scrolling.

Example

Select the Settings icon to open the Settings app.

Swipe Touch the screen and then move your finger horizontally to scroll the screen sideways.

Swipe until the Settings app displays.

Scroll Touch the screen and then move your finger vertically to scroll the screen up and down. When scrolling through menus, briefly touch the screen to stop the scrolling.

Scroll through the Settings app.

ENWW Product views (HP ScanJet Enterprise Flow N9120 fn2 Document Scanner) 9

Product specifications

Supported operating systems (HP Digital Sender Flow 8500 fn2 Document Capture

Workstation)

Supported operating systems Windows 7

Windows 8

Windows 8.1

Windows 10

OS X 10.10 Yosemite

OS X 10.11 El Capitan

OS X 10.12 Sierra

Supported operating systems (HP ScanJet Enterprise Flow N9120 fn2 Document

Scanner)

Supported operating systems Windows 7

Windows 8

Windows 8.1

Windows 10

OS X 10.10 Yosemite

OS X 10.11 El Capitan

OS X 10.12 Sierra

10 Chapter 1 Product overview ENWW

Product dimensions (HP Digital Sender Flow 8500 fn2 Document Capture Workstation)

Figure 1-1 Product dimensions

Table 1-1 Product dimensions

Product

HP Digital Sender Flow 8500 fn2

Document Capture Workstation (closed)

Width

512 mm (20.2 in)

HP Digital Sender Flow 8500 fn2

Document Capture Workstation (open)

512 mm (20.2 in)

Depth Height

585.3 mm (23.04 in) 263.4 mm (10.4 in)

Weight

17.46 kg (38.5 lb)

717 mm (28.23 in) 515 mm (20.28 in) 17.46 kg (38.5 lb)

Product dimensions (HP ScanJet Enterprise Flow N9120 fn2 Document Scanner)

Figure 1-2 Product dimensions

ENWW Product specifications 11

Table 1-2 Product dimensions

Product

HP ScanJet Enterprise Flow N9120 fn2

Document Scanner (closed)

HP ScanJet Enterprise Flow N9120 fn2

Document Scanner (open)

Width Depth

601.98 mm (23.7 in) 635 mm (25 in)

Height Weight

287.02 mm (11.3 in) 21.4 kg (47.18 lb)

601.98 mm (23.7 in) 754.38 mm (29.7 in) 622.3 mm (24.5 in) 21.4 kg (47.18 lb)

Power consumption, electrical specifications and acoustic emissions

Power usage drops significantly while in Ready or Sleep mode, which saves natural resources and saves money without affecting the high performance of this product.

AC power

AC110V

AC230V

FB scan

300 dpi

< 30 W

600 dpi

< 30 W

Duplex ADF scan

300 dpi

< 60 W

600 dpi

< 50 W

Power

AC110V

AC230V

Sleep mode

< 2 W

Off

< 0.2 W

Operating environment range (HP Digital Sender Flow 8500 fn2 Document Capture

Workstation)

This product is intended to be supplied by a Listed Power Unit, marked with LPS or Limited Power Source. The power supply is rated 100–240V~, and has a DC output of 32 Vdc, 1.56 A, 50 W.

Name

Temperature

Relative humidity

Description

Operating the scanner: 10° to 35° C (50° to 95° F)

Storage: -40° to 60° C (-40° to 140° F)

Operating the scanner: 15% to 80% non-condensing 10° to 35° C (50° to 95° F)

Storage: up to 90% at 30° to 60° C (86° to 149° F)

Operating environment range (HP ScanJet Enterprise Flow N9120 fn2 Document

Scanner)

This product is intended to be supplied by a Listed Power Unit, marked with LPS or Limited Power Source. The power supply is rated 100–240V~, and has a DC output of 32 Vdc, 1.56 A, 50 W.

12 Chapter 1 Product overview ENWW

Name

Temperature

Relative humidity

Description

Operating the scanner: 10° to 35° C (50° to 95° F)

Storage: -40° to 60° C (-40° to 140° F)

Operating the scanner: 15% to 80% non-condensing 10° to 35° C (50° to 95° F)

Storage: up to 90% at 30° to 60° C (86° to 149° F)

ENWW Product specifications 13

Product hardware setup and software installation

Hardware setup

For basic setup instructions, see the Installation Guide that came with the scanner. For additional instructions, go to HP support on the Web.

Go to www.hp.com/support for HP's all-inclusive help for the scanner. Find the following support:

● Install and configure

● Learn and use

● Solve problems

● Download software updates

● Join support forums

● Find warranty and regulatory information

How to get software updates

For the latest software updates, see www.hp.com/support , select your location, click Software and Drivers, and then search on your product name or number.

14 Chapter 1 Product overview ENWW

Scanner software (Windows)

The scanner comes with a variety of Windows scanning software and drivers, including HP Scan.

●

●

●

●

HP Scan software

Use the HP Scan software to complete the following tasks:

● Scan to a PDF

● Scan to a JPEG

● Email as a PDF

● Email as a JPEG

● Scan text for editing (OCR)

● Scan to cloud

● Everyday scan

HP TWAIN

HP TWAIN provides a software interface between imaging/scanning hardware and TWAIN-compliant software applications. Not all TWAIN-compliant software works in the same way, so consult the software documentation for details on how to acquire scans.

ISIS

ISIS (Image and Scanner Interface Specification) provides a software interface between imaging/scanning hardware and software applications. ISIS drivers provide a consistent interaction with all ISIS-compliant scanners.

WIA

WIA provides a software interface between imaging/scanning hardware and WIA-compliant software applications. Not all WIA-compliant software works in the same way, so consult the software documentation for details on how to acquire scans.

Sleep Mode and auto-off settings

By default, the scanner will enter Sleep Mode after 10 minutes of inactivity.

Windows: To change the default auto-off settings, use the control panel or Embedded Web Server.

ENWW Scanner software (Windows) 15

16 Chapter 1 Product overview ENWW

2 Use the scanner

The following topics describe how to load and scan originals.

ENWW 17

Set up the scanner

●

Set up Scan to Email

●

Set up Scan to Fax

●

Set up Scan to Network Folder

●

Set up Scan to USB Drive

●

Set up Scan to SharePoint®

●

Create a Quick Set

18 Chapter 2 Use the scanner ENWW

Set up Scan to Email

●

Introduction

●

Before you begin

●

Step one: Access the HP Embedded Web Server (EWS)

●

Step two: Configure the Network Identification settings

●

Step three: Configure the Send to Email feature

●

Step four: Configure the Quick Sets (optional)

●

Step five: Set up Send to Email to use Office 365 Outlook (optional)

Introduction

The product has a feature that enables it to scan a document and send it to one or more email addresses. To use this scan feature, the product must be connected to a network; however, the feature is not available until it has been configured. There are two methods for configuring Scan to Email, the Scan to Email Setup Wizard for basic and Email Setup for advanced. Use the following information to set up the Scan to Email feature.

Before you begin

To set up the Scan to Email feature, the product must have an active network connection.

ENWW

Administrators need the following information before beginning the configuration process.

● Administrative access to the product

● DNS suffix (e.g., companyname.com)

● SMTP server (e.g., smtp.mycompany.com)

NOTE: If you do not know the SMTP server name, SMTP port number, or authentication information, contact the email/Internet service provider or system administrator for the information. SMTP server names and port names are typically found by doing an Internet search. For example, use terms like "Gmail smtp server name" or "Yahoo smtp server name" to search.

● SMTP server authentication requirements for outgoing email messages, including the user name and password used for authentication, if applicable.

NOTE: Consult your email service provider's documentation for information on digital sending limits for your email account. Some providers may temporarily lock your account if you exceed your sending limit.

Set up the scanner 19

Step one: Access the HP Embedded Web Server (EWS)

From the Home screen on the product control panel, select the Information icon, and then select the

Network icon to display the IP address or host name.

Open a web browser, and in the address line, type the IP address or host name exactly as it displays on the product control panel. Press the Enter key on the computer keyboard. The EWS opens.

NOTE: If the web browser displays a message indicating that accessing the website might not be safe, select the option to continue to the website. Accessing this website will not harm the computer.

Step two: Configure the Network Identification settings

NOTE: Configuring email setup on the Networking tab is an advanced process and might require the assistance of a system administrator.

Using the EWS top navigation tabs, click Networking.

NOTE:

For configuring the network settings for use with Office 365, Step five: Set up Send to Email to use

Office 365 Outlook (optional) on page 29

On the TCP/IP Settings dialog, click the Network Identification tab.

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If DNS is required on the network, in the TCP/IP Domain Suffix area, verify that the DNS suffix for the email client being used is listed. DNS suffixes have this format: companyname.com

, gmail.com, etc.

NOTE: If the Domain Name suffix is not set up, use the IP address.

Click Apply.

Click OK.

Step three: Configure the Send to Email feature

The two options for configuring Send to Email are the Email Setup Wizard for basic configuration and Email

Setup for advanced configuration. Use the following options to configure the Send to Email feature:

●

Method one: Basic configuration using the Email Setup Wizard

●

Method two: Advanced configuration using the Email Setup

Method one: Basic configuration using the Email Setup Wizard

This option opens the Email Setup Wizard in the HP Embedded Web Server (EWS) for basic configuration.

Using the EWS top navigation tabs, click Scan/Digital Send.

In the left-navigation pane, click Email and Scan to Network Folder Quick Setup Wizards.

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In the Email and Scan to Network Folder Quick Setup Wizards dialog, click the Email Setup link.

NOTE: If a message displays indicating that the Scan to Email feature is disabled, click Continue to proceed with the configuration and enable the Scan to Email feature upon completion.

On the Configure Email Servers (SMTP) dialog, select one of the following options and complete the steps:

Search network for outgoing email server

NOTE: This option finds outgoing SMTP servers inside your firewall only.

Select Search network for outgoing email server, and then click Next.

Select the appropriate server from the Configure Email Server (SMTP) list, and then click Next.

Select the option that describes the server’s authentication requirements:

– Server does not require authentication: Select Server does not require authentication, and then click Next.

-OR-

– Server requires authentication: From the drop-down list, select an authentication option:

○ Use credentials of user to connect after Sign In at the control panel: Select Use credentials of user to connect after Sign In at the control panel, and then click Next.

-OR-

○ Always use these credentials: Select Always use these credentials, enter the User name and Password, and then click Next.

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Option three: Add SMTP server a.

Select Add SMTP server b.

Enter the Server Name and Port Number, and then click Next.

NOTE: In most cases, the default port number does not need to be changed.

NOTE: If you are using a hosted SMTP service such as Gmail, verify the SMTP address, port number, and SSL settings from the service provider’s website or other sources. Typically, for Gmail, the SMTP address is smtp.gmail.com, port number 465, and the SSL should be enabled.

Please refer to online sources to confirm these server settings are current and valid at the time of configuration.

Select the appropriate server authentication option:

– Server does not require authentication: Select Server does not require authentication, and then click Next.

-OR-

– Server requires authentication: Select an option from the Server requires authentication dropdown list:

○ Use credentials of user to connect after Sign In at the control panel: Select Use credentials of user to connect after Sign In at the control panel, and then click Next.

-OR-

○ Always use these credentials: Select Always use these credentials, enter the User name and Password, and then click Next.

NOTE: When setting up the From, Subject, and Message fields, if the User editable check box is unchecked, users will not be able to edit those fields at the product control panel when sending an email.

Option

From

(Required)

Description

Select one of the following options from the From drop-down list:

● User’s address (sign-in required)

● Default From: Enter a default email address and display name in the Default From Email

Address and Default Display Name fields

NOTE: Create an email account for the product, and use this address for the default email address.

NOTE: Configure the email feature so that users must sign in before using it. This prevents users from sending an email from an address that is not their own.

Provide a default subject line for the email messages.

Subject

(Optional)

Message

(Optional)

Create a custom message.

To use this message for all emails sent from the product, clear the User editable check box for Message.

In the Configure File Scan Settings area, set the default scanning preferences, and then click Next.

Set up the scanner 23

Option

File Type

Color/Black

Quality and File Size

Resolution

Description

Select the default file type for the scanned document:

● PDF

● JPEG

● TIFF

● MTIFF

● XPS

● PDF/A

Select the default color setting for the scanned document:

● Color

● Gray

● Halftone

● Black/White

● Auto Detect Color

Select the default output quality for the scanned document:

● Low (small file)

● Medium

● High (large file)

Select the default scan resolution for the scanned document:

● 75 dpi

● 150 dpi

● 200 dpi

● 300 dpi

● 400 dpi

● 600 dpi

Review the Summary area, and then click Finish to complete the setup.

Method two: Advanced configuration using the Email Setup

Using the EWS top navigation tabs, click Scan/Digital Send, and then click Email Setup in the left navigation pane.

NOTE: By default, the Email Setup page displays the basic settings for Scan to Email setup. To access additional settings, click Advanced Settings at the bottom of the page.

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On the Email Setup dialog, select the Enable Send to Email check box. If this check box is not selected, the feature is unavailable at the product control panel.

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In the Outgoing Email Servers (SMTP) area, complete the steps for one of the following options:

● Select one of the displayed servers

● Click Add to start the SMTP wizard.

▲ In the SMTP wizard, select one of the following options:

○ Option one: I know my SMTP server address or host name: Enter the address of an SMTP server, and then click Next

○ Option two: If you do not know the address of the SMTP server, select Search network for outgoing email server, and then click Next. Select the server, and then click Next.

NOTE: If an SMTP server was already created for another product function, the Use a server already in use by another function option displays. Select this option, and then configure it to be used for the email function.

NOTE: Some servers have problems sending or receiving emails that are larger than 5 megabytes (MB). These problems can be prevented by entering a number in Split emails if larger than (MB).

NOTE: In most cases, the default port number does not need to be changed. However, when using the Enable SMTP SSL Protocol option, port 587 must be used.

Set up the scanner 25

NOTE: If you are using Google™ Gmail for email service, select the Enable SMTP SSL Protocol check box. Typically, for gmail, the SMTP address is smtp.gmail.com, port number 465, and the

SSL should be enabled.

Please refer to online sources to confirm these server settings are current and valid at the time of configuration.

In the Address and Message Field Control area, enter a From: setting and any of the other optional settings.

Address and Message Field Control settings:

Feature

Address Field Restrictions 1

Description

Specify whether users must select an email address from an address book or whether users are allowed to enter in an email address manually.

CAUTION: If Users must select from address book is selected, and any of the address fields are also set as User editable, changes to those editable fields also change the corresponding values in the address book.

To prevent users from changing contacts in the Address Book at the product control panel, go to the Access Control page on the Security tab, and deny Device Guest access to address book modifications.

Select to allow an invalid email address format.

Allow invalid email address formats

User editable

Default From: and Default

Display Name:

To use the Default From address and Default Display Name for all emails sent from this product

(unless a user is signed in), do not select the User editable check box.

When setting up the address fields, if the User editable check box is unchecked, users will not be able to edit those fields at the product control panel when sending an email. For send-to-me functionality, clear the User editable check boxes for all of the address fields, including the From:

To: CC:, and BCC: fields, and then set that user's send email From: their own email address and To: their own email address.

Provide an email address and name to use for the From: address for the email message.

NOTE: Create an email account for the product, and use this address for the default email address.

To: 1

CC: 1

BCC:

NOTE: Configure the email feature so that users must sign in before using it. This prevents users from sending an email from an address that is not their own.

Provide a To (recipient) email address for emails.

Provide a CC email address for emails.

Provide a BCC email address for emails.

Subject: Provide a default subject line for the email messages.

Message: Create a custom message. To use this message for all emails sent from the product, clear or do not select the User editable check box for Message:.

This setting is available only on the Advanced Settings page.

In the Signing and Encryption area, set the signing and encryption preferences.

NOTE: These settings are available only on the Advanced Settings page.

Signing and Encryption settings:

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Feature

Signing

Hashing Algorithm

Encryption

Description

Select whether to sign the security certificate.

Select the User editable check box to make this setting editable at the product control panel.

Select the algorithm to use for signing the certificate.

Select whether to encrypt the email.

Select the User editable check box to make this setting editable at the product control panel.

Select the algorithm to use for encrypting the email.

Enter which attribute to use to retrieve the recipient’s public key certificate from LDAP.

Encryption Algorithm

Attribute for Recipient Public

Key

Use the recipient public key certificate to verify the recipient

Select this setting to use the recipient’s public key certificate to verify the recipient.

In the Notification Settings area, select when users will receive notifications about sent emails. The default setting is using the signed in user's email address. If the recipient email address is blank, no notification is sent.

In the Scan Settings area, set the default scanning preferences.

NOTE: These settings are available only on the Advanced Settings page.

Scan settings:

Feature

Original Size

Original Sides

Optimize Text/Picture

Content Orientation

Background Cleanup

Darkness

Contrast

Sharpness

Image Preview

Cropping Options

Erase Edges

Description

Select the page size of the original document.

Select whether the original document is single-sided or double-sided.

Select to optimize for the output of a particular type of content.

Select the way the content of the original document is placed on the page: Portrait or Landscape.

Select a value to remove faint images from the background or to remove a light background color.

Select a value to adjust the darkness of the file.

Select a value to adjust the contrast of the file.

Select a value to adjust the sharpness of the file.

Select whether to require or make optional a displayed preview of the job or to disable a preview.

Select whether or not to allow a job to be cropped and the type of cropping option.

Select this setting to specify the width of edge margins to be erased, in either inches or millimeters, for the front side and back side of a job.

In the File Settings area, set the default file settings preferences.

File settings:

Feature

File Name Prefix 1

Description

Set the default file name prefix used for files saved to a network folder.

Set up the scanner 27

Feature

File Name

Description

Default file name for the file to be saved.

Select the User editable check box to make this setting editable at the product control panel.

Set the default file name suffix used for files saved to a network folder.

File Name Suffix

File Name Preview 1

File Numbering Format

File Type

Add numbering when job has just one file (ex. _1–1)

Duplicate filename suffix default [filename]_YYYYMMDDT

Enter a file name, and then click Update Preview.

Select a file name format for when the job is divided into multiple files.

Select this setting to add numbering to a file name when the job is only one file instead of multiple files.

Select the file format for the saved file.

Select the User editable check box to make this setting editable at the product control panel.

High Compression (smaller file)

PDF encryption

Select this setting to compress the scanned file, which reduces the file size. However, the scanning process for a High compression file might take longer than for a Normal compression file.

If the file type is PDF, then this option encrypts the output PDF file. A password must be specified as part of the encryption. The same password must be used to open the file. The user will be prompted to enter a password prior to scanning their job if one has not been set prior to pressing start.

Resolution

Quality and File Size

Color/Black

Suppress blank pages 1

Set the resolution for the file. Higher resolution images have more dots per inch (dpi), so they show more detail. Lower resolution images have fewer dots per inch and show less detail, but the file size is smaller.

Select the quality for the file. Higher-quality images require a larger file size than lower-quality images, and they take more time to send.

Specify whether copies are to be scanned in color, black and gray, or black only.

If the Suppress blank pages option is enabled, blank pages will be ignored.

Create Multiple Files

Select this setting to scan pages into separate files based on a predetermined maximum number of pages per file.

This setting is available only on the Advanced Settings page.

Review the selected options to verify that they are accurate, and then click Apply to complete the setup.

Step four: Configure the Quick Sets (optional)

Quick Sets are optional short-cut jobs that can be accessed on the main Home screen or within the Quick Sets application at the product.

In the Email Setup area of the left navigation pane, click Quick Sets.

Select one of the following options:

● Select an existing Quick Set under Quick Sets Application in the table.

-OR-

● Click Add to start the Quick Set Wizard.

If you selected Add, the Quick Sets Setup page opens. Complete the following information:

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● Quick Set Name: Enter a title for the new Quick Set.

● Quick Set Description: Enter a description of the Quick Set.

● Quick Set Start Option: To set how the Quick Set starts, click either Enter application, then user presses Start or Start instantly when selected from the Home Screen.

Define the following settings for the Quick Set: Address and Message Field Control, Signing and Encryption,

Notification Settings, Scan Settings, File Settings.

Click Finish to save the Quick Set.

Step five: Set up Send to Email to use Office 365 Outlook (optional)

Introduction

Microsoft Office 365 Outlook is a cloud-based email system provided by Microsoft which uses Microsoft's Simple

Mail Transfer Protocol (SMTP) server to send or receive emails. Complete the following to enable the product to send an email with an Office 365 Outlook account from the control panel.

NOTE: You must have an email address account with Office 365 Outlook to configure the settings in the EWS.

Configure the outgoing email server (SMTP) to send an email from an Office 365 Outlook account

Using the EWS top navigation tabs, click Networking.

In the left navigation pane, click TCP/IP Settings.

In the TCP/IP Settings area, click the Network Identification tab.

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If DNS is required on the network, in the TCP/IP Domain Suffix area, verify that the DNS suffix for the email client being used is listed. DNS suffixes have this format: companyname.com

, Gmail.com, etc.

NOTE: If the Domain Name suffix is not set up, use the IP address.

Click Apply.

Click the Scan/Digital Send tab.

On the left navigation pane, click Email Setup.

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On the Email Setup page, select the Enable Send to Email check box. If this check box is not available, the feature is unavailable at the product control panel.

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In the Outgoing Email Servers (SMTP) area, click Add to start the SMTP wizard.

10.

In the I know my SMTP server address or host name field, type smtp.onoffice.com

, and then click Next.

11.

On the Set the basic information necessary to connect to the server dialog, in the Port Number field, type

587 .

NOTE: Some servers have problems sending or receiving emails that are larger than 5 megabytes (MB).

These problems can be prevented by entering a number in Split emails if larger than (MB).

12.

Select the Enable SMTP SSL Protocol check box, and then click Next.

13.

On the Server Authentication Requirements dialog, complete the following information: a.

Select Server requires authentication.

From the drop-down list, select Always use these credentials c.

In the Username field, type the Office 365 Outlook email address.

In the Password field, type the Office 365 Outlook account password, and then click Next.

14.

On the Server Usage dialog, choose the product functions that will send email through this SMTP server, and then click Next.

Set up the scanner 31

15.

On the Summary and Test dialog, enter a valid email address in the Send a test email to: field, and then click

Test.

16.

Verify that all of the settings are correct, and then click Finish to complete the outgoing email server set up.

Set up Scan to Fax

Step one: Access the HP Embedded Web Server

From the Home screen on the product control panel, select the Information icon, and then select the

Network icon to display the IP address or host name.

Open a web browser, and in the address line, type the IP address or host name exactly as it displays on the product control panel. Press the Enter key on the computer keyboard. The EWS opens.

NOTE: If the web browser displays a message indicating that accessing the website might not be safe, select the option to continue to the website. Accessing this website will not harm the computer.

Step two: Set up Scan to Fax

Method one: LAN Fax Setup

Using the EWS top navigation tabs, click the Fax tab.

Navigate to LAN Fax Setup.

Select the Enable Fax Send checkbox.

Fill out appropriate Folder Settings information.

NOTE: You may need to set up the network share folder prior to LAN fax set up.

Method two: Internet Fax Setup

Using the EWS top navigation tabs, click the Fax tab.

Navigate to Internet Fax Setup.

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Select the Enable Fax Send checkbox.

In the Outgoing Email Servers (SMTP) section, click Add to add an outgoing email server.

In the Internet Fax Service Settings section, click Add to add an Internet Fax Provider Domain.

Enter the appropriate information for all following fields, and then click Apply.

Set up Scan to Network Folder

●

Introduction

●

Before you begin

●

Step one: Access the HP Embedded Web Server

●

Step two: Set up Scan to Network Folder

Introduction

This document explains how to enable and configure the Scan to Network Folder function. The product has a feature that enables it to scan a document and save it to a network folder. To use this scan feature, the product must be connected to a network; however, the feature is not available until it has been configured. There are two methods for configuring Scan to Network Folder, the Save to Network Folder Setup Wizard for basic setup and

Save to Network Folder Setup for advanced setup.

Before you begin

NOTE: To set up the Scan to Network Folder feature, the product must have an active network connection.

Administrators need the following items before beginning the configuration process.

● Administrative access to the product

● The fully-qualified domain name (FQDN) (e.g., \\servername.us.companyname.net\scans) of the destination folder OR the IP address of the server (e.g., \\16.88.20.20\scans).

NOTE: The use of the term "server" in this context refers to the computer where the shared folder resides.

Step one: Access the HP Embedded Web Server

From the Home screen on the product control panel, select the Information icon, and then select the

Network icon to display the IP address or host name.

Open a web browser, and in the address line, type the IP address or host name exactly as it displays on the product control panel. Press the Enter key on the computer keyboard. The EWS opens.

NOTE: If the web browser displays a message indicating that accessing the website might not be safe, select the option to continue to the website. Accessing this website will not harm the computer.

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Step two: Set up Scan to Network Folder

Method one: Use the Scan to Network Folder Wizard

This option opens the setup wizard that is in the HP Embedded Web Server (EWS) for the product. The setup wizard includes the options for basic configuration.

NOTE: Before you begin: To display the product's IP address or host name, select the Information icon, and then select the Network icon on the product's control panel.

Using the EWS top navigation tabs, click Scan/Digital Send tab.

In the left-navigation pane, click Email and Scan to Network Folder Quick Setup Wizards.

Click the Save to Network Folder Quick Set Wizard link.

On the Add or Remove a Save to Network Folder Quick Set dialog, click Add.

NOTE: Quick Sets are short-cut jobs that can be accessed on the product Home screen or within the Quick

Sets application.

NOTE: The Save to Network Folder feature can be minimally configured without creating a quick set.

However, without the quick set, users must enter the destination folder information at the control panel for each scan job. A quick set is required to include Save to Network Folder metadata.

On the Add Folder Quick Set dialog, complete the following information: a.

In the Quick Set Title field, type a title.

NOTE: Name the Quick Set something that users can understand quickly (e.g., "Scan and save to a folder").

In the Quick Set Description field, type a description explaining what the Quick Set will save.

Click Next.

On the Configure Destination Folder dialog, complete the following information:

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In the UNC Folder Path field, type a folder path where the scan will go.

The folder path can either be the fully-qualified domain name (FQDN) (e.g., \

\servername.us.companyname.net\scans) or the IP address of the server (e.g., \\16.88.20.20\scans).

Be sure that the folder path (e.g., \scans) follows the FQDN or IP address.

NOTE: The FQDN can be more reliable than the IP address. If the server gets its IP address via DHCP, the IP address can change. However, the connection with an IP address might be faster because the product does not need to use DNS to find the destination server.

From the Authentication Settings drop-down, select one of the following options:

● Use credentials of user to connect after Sign In at the control panel

● Always use these credentials

NOTE: If Always use these credentials is selected, a user name and password must be entered in the corresponding fields, and the product’s access to the folder must be verified by clicking

Verify Access.

In the Windows Domain field, type the Windows domain.

TIP: To find the Windows domain in Windows 7, click Start, click Control Panel, click System.

To find the Windows domain in Windows 8, click Search, enter System in the search box, and then click

System.

The domain is listed under Computer name, domain, and workgroup settings.

Click Next.

On the Configure File Scan Settings dialog, set the default scanning preferences for the Quick Set, and then click Next.

Review the Summary dialog, and then click Finish.

Method two: Use Scan to Network Folder Setup

This option enables advanced configuration of the Save to Network Folder feature using the HP Embedded Web

Server (EWS) for the product.

NOTE: Before you begin: To display the product's IP address or host name, select the Information icon, and then select the Network icon on the product's control panel.

Step one: Begin the configuration

Click the Scan/Digital Send tab.

On the left navigation menu, click the Scan to Network Folder Setup link.

Step two: Configure the Scan to Network Folder settings

On the Scan to Network Folder Setup page, select the Enable Scan to Network Folder check box. If this box is not selected, the feature is unavailable at the product control panel.

In the Scan to Network Folder area of the left navigation pane, click Quick Sets. Click Add to open the Quick

Sets Setup dialog.

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NOTE: Quick Sets are short-cut jobs that can be accessed on the product Home screen or within the Quick

Sets application.

NOTE: The Scan to Network Folder feature can be minimally configured without creating a quick set.

However, without the quick set, users must enter the destination folder information at the control panel for each scan job. A quick set is required to include Scan to Network Folder metadata.

Complete all of the settings in the Quick Set Setup to fully configure the Scan to Network Folder feature.

Dialog one: Set the Quick Set name, description, and options for user interaction at the control panel

Use the Set the location for the Quick Set and options for user interaction at the control panel dialog to configure where Quick Set will display on the product control panel and to configure the level of user interaction at the product control panel.

In the Quick Set Name field, type a title.

NOTE: Name the Quick Set something that users can understand quickly (e.g., "Scan and save to a folder").

In the Quick Set Description field, type a description explaining what the Quick Set will save.

From the Quick Set Start Option list, select one of the following options:

● Option one: Enter application, then user presses Start

● Option two: Start instantly upon selection

Select one of the following prompt options :

○ Prompt for original sides

○ Prompt for additional pages

○ Require Preview

NOTE: If Start instantly upon selection is selected, the destination folder must be entered in the next step.

Click Next.

Dialog two: Folder Settings

Use the Folder Settings dialog to configure the types of folders where the scanned documents are sent.

There are two types of destination folders to select from:

● Shared folders or FTP folders

● Personal shared folders

There are two types of folder permissions to select from:

● Read and write access

● Write access only

The following information describes how to configure the folder settings.

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Configure the destination folder for scanned documents

Option 1: Shared folders or FTP folders

To save scanned documents to a standard shared folder or an FTP folder, complete the following steps:

If it is not already selected, select Save to shared folders or FTP folders.

Click Add.... The Add Network Folder Path dialog opens.

On the Add Network Folder Path dialog, select one of the following options:

● Option one: Save to a standard shared network folder

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NOTE: For more information about creating shared network folders, see Set up a shared folder

(c04431534).

If it is not already selected, select Save to a standard shared network folder.

In the UNC Folder Path field, type a folder path.

The folder path can either be the fully-qualified domain name (FQDN) (e.g., \

\servername.us.companyname.net\scans) or the IP address of the server (e.g., \

\16.88.20.20\scans). Be sure that the folder path (e.g., \scans) follows the FQDN or IP address.

NOTE: The FQDN can be more reliable than the IP address. If the server gets its IP address via

DHCP, the IP address can change. However, the connection with an IP address might be faster because the product does not need to use DNS to find the destination server.

To automatically create a subfolder for scanned documents in the destination folder, select a format for the subfolder name from the Custom Subfolder list.

To restrict the subfolder access to the user who creates the scan job, select Restrict subfolder access to user.

To view the complete folder path for scanned documents, click Update Preview.

From the Authentication Settings list, select one of the following options:

○ Use credentials of user to connect after Sign In at the control panel

○ Always use these credentials

NOTE: If Always use these credentials is selected, a user name and password must be entered in the corresponding fields.

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In the Windows Domain field, type the Windows domain.

NOTE: To find the Windows domain in Windows 7, click Start, click Control Panel, click System.

To find the Windows domain in Windows 8, click Search, enter System in the search box, and then click System.

The domain is listed under Computer name, domain, and workgroup settings.

NOTE: If a shared folder is set to be accessed by everyone, values for a workgroup name

(default is “Workgroup”), a user name and password must be entered in the corresponding fields. However, if the folder is within a particular user’s folders and not Public, the user name and password of that user must be used.

NOTE: An IP address might be necessary instead of a computer name. Many home routers do not handle computer names well, and there is no Domain Name Server (DNS). In this case, it is best to set up a static IP address on the shared PC to alleviate the problem of DHCP assigning a new IP address. On a typical home router, this is done by setting a static IP address that is on the same subnet, but outside the DHCP address range.

Click OK.

● Option two: Save to an FTP Server

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NOTE: If an FTP site is outside the firewall, a proxy server must be specified under the network settings These settings are located in the EWS Networking tab, under the Advanced options.

Select Save to an FTP Server.

In the FTP Server field, type the FTP server name or IP address.

In the Port field, type the port number.

NOTE: In most cases, the default port number does not need to be changed.

Set up the scanner 39

To automatically create a subfolder for scanned documents in the destination folder, select a format for the subfolder name from the Custom Subfolder list.

To view the complete folder path for scanned documents, click Update Preview.

From the FTP Transfer Mode list, select one of the following options:

○ Passive

○ Active

In the Username field, type the user name.

In the Password field, type the password.

Click Verify Access to confirm the destination can be accessed.

10. Click OK.

Option 2: Personal shared folders

To save scanned documents to a personal shared folder, complete the following steps:

NOTE: This option is used in domain environments where the administrator configures a shared folder for each user. If the Save to a personal shared folder feature is configured, users will be required to sign in at the product control panel using Windows credentials or LDAP authentication.

Select Save to a personal shared folder.

In the Retrieve the device user’s home folder using this attribute field, type the user’s home folder in the

Microsoft Active Directory.

NOTE: Verify that the user knows where this home folder is located on the network.

To add a user name subfolder at the end of the folder path, select Create subfolder based on user name.

To restrict the subfolder access to the user who creates the scan job, select Restrict subfolder access to user.

Select the destination folder permissions

Option 1: Read and write access

To send scanned documents to a folder configured for read and write access, complete the following steps:

NOTE: Send only to folders with read and write access supports folder verification and job notification

If it is not already selected, select Send only to folders with read and write access.

To require the product to verify folder access before starting a scan job, select Verify folder access prior to job start.

NOTE: Scan jobs can complete more quickly if Verify folder access prior to job start is not selected; however, if the folder is unavailable, the scan job will fail.

Click Next.

Option 2: Write access only

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To send scanned documents to a folder configured for write access only, complete the following steps:

NOTE: Allow sending to folders with write access only does not support folder verification or job notification

NOTE: If this option is selected, the product cannot increment the scan filename. It sends the same filename for all scans.

Select a time-related filename prefix or suffix for the scan filename, so that each scan is saved as a unique file, and does not overwrite a previous file. This filename is determined by the information in the File Settings dialog in the Quick Set Wizard.

Select Allow sending to folders with write access only.

Click Next.

Dialog three: Notification settings

▲ On the Notification Settings dialog, complete one of the following tasks:

NOTE: In order to send notification emails, the product must be set up to use an SMTP server for sending email jobs. For more information about setting up the SMTP server for sending emails see Set up Scan to

Email (c05173714).

● Option one: Do not notify

Select Do not notify.

To prompt the user to review their notification settings, select Prompt user prior to job start, and then click Next.

● Option two: Notify when job completes

Select Notify when job completes.

Select the method for delivering the notification from the Method Used to Deliver Notification list.

If the method of notification selected is Email, type the email address in the Notification Email

Address field.

To include a thumbnail of the first scanned page in the notification, select Include Thumbnail.

To prompt the user to review their notification settings, select Prompt user prior to job start, and then click Next.

● Option three: Notify only if job fails

Select Notify only if job fails.

Select the method for delivering the notification from the Method Used to Deliver Notification list.

If the method of notification selected is Email, type the email address in the Notification Email

Address field.

To include a thumbnail of the first scanned page in the notification, select Include Thumbnail.

To prompt the user to review their notification settings, select Prompt user prior to job start, and then click Next.

ENWW Set up the scanner 41

Dialog four: Scan Settings

On the Scan Settings dialog, set the default scanning preferences for the Quick Set, and then click Next.

Scan settings:

Feature

Original Size

Original Sides

Optimize Text/Picture

Content Orientation

Background Cleanup

Darkness

Contrast

Sharpness

Image Preview

Cropping Options

Erase Edges

Description

Select the page size of the original document.

Select whether the original document is single-sided or double-sided.

Select to optimize for the output of a particular type of content.

Select the way the content of the original document is placed on the page: Portrait or Landscape.

Select a value to remove faint images from the background or to remove a light background color.

Select a value to adjust the darkness of the file.

Select a value to adjust the contrast of the file.

Select a value to adjust the sharpness of the file.

Select whether to require or make optional a displayed preview of the job or to disable a preview.

Select whether or not to allow a job to be cropped and the type of cropping option.

Select this setting to specify the width of edge margins to be erased, in either inches or millimeters, for the front side and back side of a job.

Dialog five: File Settings

On the File Settings dialog, set the default file settings for the Quick Set, and then click Next.

File settings:

Feature

File Name Prefix

File Name

Description

Set the default file name prefix used for files saved to a network folder.

Default file name for the file to be saved.

File Name Suffix

File Name Preview

File Numbering Format

Add numbering when job has just one file (ex. _1–1)

File Type

Select the User editable check box to make this setting editable at the product control panel.

Set the default file name suffix used for files saved to a network folder.

Enter a file name, and then click Update Preview.

Select a file name format for when the job is divided into multiple files.

Select this setting to add numbering to a file name when the job is only one file instead of multiple files.

Select the file format for the saved file.

Select the User editable check box to make this setting editable at the product control panel.

High Compression (smaller file) Select this setting to compress the scanned file, which reduces the file size. However, the scanning process for a High compression file might take longer than for a Normal compression file.

PDF encryption If the file type is PDF, then this option encrypts the output PDF file. A password must be specified as part of the encryption. The same password must be used to open the file. The user will be prompted to enter a password prior to scanning their job if one has not been set prior to pressing start.

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Feature

Resolution

Quality and File Size

Color/Black

Suppress blank pages

Meta Data File Format

Create Multiple Files

Description

Select the quality for the file. Higher-quality images require a larger file size than lower-quality images, and they take more time to send.

Specify whether copies are to be scanned in color, black and gray, or black only.

If the Suppress blank pages option is enabled, blank pages will be ignored.

Use the drop-down list to select the file format for meta-data information.

Select this setting to scan pages into separate files based on a predetermined maximum number of pages per file.

Dialog six: Summary

On the Summary dialog, review the Summary dialog, and then click Finish.

Step three: Complete the configuration

In the left-navigation pane, click Scan to Network Folder.

On the Scan to Network Folder page, review the selected settings, and then click Apply to complete the setup.

Set up Scan to USB Drive

●

Introduction

●

Step one: Access the HP Embedded Web Server

●

Step two: Enable Scan to USB Drive

●

Step three: Configure the Quick Sets (optional)

●

Default scan settings for Scan to USB Drive setup

●

Default file settings for Save to USB Setup

Introduction

The product has a feature that enables it to scan a document and save it to a USB flash drive. The feature is not available until it has been configured through the HP Embedded Web Server (EWS).

Step one: Access the HP Embedded Web Server

From the Home screen on the product control panel, select the Information icon, and then select the

Network icon to display the IP address or host name.

ENWW Set up the scanner 43

Open a web browser, and in the address line, type the IP address or host name exactly as it displays on the product control panel. Press the Enter key on the computer keyboard. The EWS opens.

NOTE: If the web browser displays a message indicating that accessing the website might not be safe, select the option to continue to the website. Accessing this website will not harm the computer.

Step two: Enable Scan to USB Drive

Select the Security tab.

Scroll to Hardware Ports and make sure that Enable Host USB plug and play is enabled.

Select the Scan/Digital Send tab and the select Default Job Options from the left menu.

Select the Enable Scan to USB check box.

NOTE: Most devices ship with Hard disk drives (HDDs) already installed. In some cases, additional storage devices can be added via USB. Verify whether the Save to USB feature needs to be expanded to USB and Hard drive

Step three: Configure the Quick Sets (optional)

NOTE: Quick Sets are short-cut jobs that can be accessed on the product Home screen or within the Quick Sets application.

In the Scan to USB Drive area of the left navigation pane, click Quick Sets.

Select one of the following options:

● Select an existing Quick Set under Quick Sets Application in the table.

-OR-

● Click Add to start the Quick Set Wizard.

If you selected Add, the Quick Sets Setup page opens. Complete the following information:

44 Chapter 2 Use the scanner ENWW

● Quick Set Name: Enter a title for the new Quick Set.

● Quick Set Description: Enter a description of the Quick Set.

● Quick Set Start Option: To set how the Quick Set starts, click either Enter application, then user presses Start or Start instantly when selected from the Home Screen.

Select a default location where scanned files are saved on USB storage devices inserted into the USB port near the control panel, and then click Next. The default location options are:

● Save at root directory of the USB storage device

● Create or place in this folder on the USB Storage Device — The path to the folder on the USB storage device must be specified when using this file location option. A backslash \ must be used to separate folder\subfolder names in the path.

Select an option from the Condition on Which to Notify: drop-down list, and then click Next.

This setting determines if, or how, users are notified when a Save To USB Quick Set job completes or fails.

The options for the Condition on Which to Notify: setting are:

● Do not notify

● Notify when job completes

● Notify only if job fails

Choose the Scan Settings for the Quick Set, and then click Next.

NOTE:

For more information on the available scan settings, see Default scan settings for Scan to USB

Drive setup on page 45

Choose the File Settings for the Quick Set, and then click Next.

NOTE:

For more information on the available file settings, see Default scan settings for Scan to USB Drive setup on page 45

Review the summary of settings, and then click Finish to save the Quick Set, or click Previous to edit the settings.

Default scan settings for Scan to USB Drive setup

Table 2-1 Scan settings for Scan to USB Drive Setup:

Feature Description

Original Size

Original Sides

Optimize Text/Picture

Content Orientation

Background Cleanup

Darkness

Contrast

Select the page size of the original document.

Select whether the original document is single-sided or double-sided.

Select to optimize for the output of a particular type of content.

Select the way the content of the original document is placed on the page: Portrait or Landscape.

Select a value to remove faint images from the background or to remove a light background color.

Select a value to adjust the darkness of the file.

Select a value to adjust the contrast of the file.

ENWW Set up the scanner 45

Table 2-1 Scan settings for Scan to USB Drive Setup: (continued)

Feature Description

Sharpness

Image Preview

Cropping Options

Erase Edges

Select a value to adjust the sharpness of the file.

Select whether to require or make optional a displayed preview of the job or to disable a preview.

Select whether or not to allow a job to be cropped and the type of cropping option.

Select this setting to specify the width of edge margins to be erased, in either inches or millimeters, for the front side and back side of a job.

Default file settings for Save to USB Setup

Table 2-2 File settings for Save to USB Setup:

Option name Description

File Name Prefix

File Name

File Name Suffix

Set the default file name prefix used for files saved to a network folder.

Default file name for the file to be saved.

Select the User editable check box to make this setting editable at the product control panel.

Set the default file name suffix used for files saved to a network folder.

File Name Preview

File Numbering Format

Add numbering when job has just one file (ex. _1–1)

File Type

Duplicate filename suffix default [filename]_YYYYMMDDT

PDF encryption

Resolution

Quality and File Size

Select the file format for the saved file.

Select the User editable check box to make this setting editable at the product control panel.

Color/Black

Suppress blank pages

Create Multiple Files

Enter a file name, and then click Update Preview.

Select a file name format for when the job is divided into multiple files.

Select this setting to add numbering to a file name when the job is only one file instead of multiple files.

Select the quality for the file. Higher-quality images require a larger file size than lower-quality images, and they take more time to send.

Specify whether copies are to be scanned in color, black and gray, or black only.

If the Suppress blank pages option is enabled, blank pages will be ignored.

Select this setting to scan pages into separate files based on a predetermined maximum number of pages per file.

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Set up Scan to SharePoint

●

Introduction

●

Before you begin

●

Step one: Access the HP Embedded Web Server (EWS)

●

Step two: Enable Scan to SharePoint® and create a Scan to SharePoint Quick Set

●

Scan and save a file directly to a Microsoft® SharePoint site

●

Quick set scan settings and options for Save to SharePoint®

Introduction

Use Save the SharePoint ® to scan documents directly to a Microsoft the files to the SharePoint site.

® SharePoint site. This feature eliminates the need to scan the documents to a network folder, USB flash drive, or email message, and then manually upload

Save to SharePoint ® supports all scanning options, including the ability to scan documents as images or use the

OCR features to create text files or searchable PDFs.

The feature is disabled by default. Enable Save to Sharepoint ® in the HP Embedded Web Server (EWS).

Before you begin

Before this procedure can be completed, the destination folder that the scanned files will be saved to must exist on the SharePoint site, and write access must be enabled to the destination folder. Save to SharePoint disabled by default.

® is

Step one: Access the HP Embedded Web Server (EWS)

From the Home screen on the product control panel, select the Information icon, and then select the

Network icon to display the IP address or host name.

Open a web browser, and in the address line, type the IP address or host name exactly as it displays on the product control panel. Press the Enter key on the computer keyboard. The EWS opens.

NOTE: If the web browser displays a message indicating that accessing the website might not be safe, select the option to continue to the website. Accessing this website will not harm the computer.

ENWW Set up the scanner 47

Step two: Enable Scan to SharePoint

and create a Scan to SharePoint Quick Set

Follow these steps to enable the feature Scan to SharePoint feature and create a Save to SharePoint Quick Set:

Using the top navigation tabs, click Scan/Digital Send.

In the left navigation pane, click Scan to SharePoint®.

NOTE: Quick Sets are short-cut jobs that can be accessed on the product Home screen or within the Quick

Sets application.

Select Enable Scan to SharePoint®, and then click Apply.

In the Quick Sets List area, click Add to launch the Quick Set Wizard.

Enter a Quick Set Name (for example, “Scan to Sharepoint”) and a Quick Set Description.

Select a Quick Set Start Option to determine what occurs after selecting a Quick Set on the product control panel, and then click Next.

Use the following steps to add the path to the SharePoint folder.

Click Add on the SharePoint® Settings page to open the Add SharePoint® Path page.

Open another browser window, navigate to the SharePoint folder to use, and then copy the folder path for the SharePoint folder from that browser window.

Paste the SharePoint folder path into the SharePoint® Path: field.

By default, the product overwrites an existing file that has the same file name as the new file. Clear

Overwrite existing files so that a new file with the same name as an existing file is given an updated time/date stamp.

Select an option from the Authentication Settings drop-down menu. Select whether it is necessary to sign in to the SharePoint site with credentials, or store the credentials within the Quick Set.

NOTE: Use credentials of user to connect after Sign In at the control panel is selected in the

Authentication Settings drop-down menu, the logged-in user must have permissions to write to the specified SharePoint site.

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NOTE: For security purposes, the product does not display credentials entered in the Quick Set

Wizard.

Click OK to complete the SharePoint path setup and navigate back to the SharePoint Destination

Settings page.

Select Verify folder access prior to job start to ensure that the SharePoint folder specified as the destination folder is accessible each time the Quick Set is used. If this option is not selected, jobs can be saved to the

SharePoint folder more quickly. However, if this option is not selected and the SharePoint folder is inaccessible the job will fail.

Click Next.

10.

Set a Condition on Which to Notify: on the Notification Settings page. This setting configures the Quick Set to either not notify, or to send email messages if a job either completes successfully or fails. Select one of the following options from the Condition on Which to Notify: drop-down menu:

● Select Do not notify for the Quick Set to not perform any notification action when a job completes successfully or fails.

● Select Notify when job completes for the Quick Set to send a notification when a job completes successfully.

● Select Notify only if job fails for the Quick Set to send a notification only when a job fails.

Selecting either Notify when job completes or Notify only if job fails requires the Method Used to Deliver

Notification: to be set. Select from the following options:

● Email: Use this option to send an email when the selected notification condition occurs. This option requires a valid email address in the Notification Email Address: field.

NOTE: To use the email notification feature, first configure the email feature on the product.

NOTE: Select Include Thumbnail for either notification option to include a thumbnail image of the first page of the scanned page of the job.

11.

Click Next.

12.

Select options from the Scan Settings page, and then click Next. For more information, see

Table 2-3 Scan settings for Save to SharePoint ® on page 51 .

13.

Select options from the File Settings page, and then click Next. For more information, see Table 2-4 File settings for Save to SharePoint on page 51 .

14.

Review the summary of settings, and then click Finish to save the Quick Set, or click Previous to edit the settings.

Scan and save a file directly to a Microsoft

SharePoint site

Place the document face-down on the scanner glass, or place it face-up in the document feeder and adjust the paper guides to fit the size of the document.

From the Home screen on the product control panel, select Scan , and then select Scan to SharePoint® .

NOTE: It might be necessary to sign in to the product to use this feature.

To select a Quick Set, in the Quick Sets and Defaults area select Load . Select a Quick Set, and then select

Load .

ENWW Set up the scanner 49

Select the File Name: text field to open a keyboard, and then type the name for the file using either the onscreen keyboard or the physical keyboard. Select Enter .

Select Options to view and configure settings for the document.

Select the right pane of the screen to preview the document. In the preview screen, use the options on the right of the screen to adjust the preview options and to rearrange, rotate, insert, or remove pages.

Use these options to toggle between single-page view and thumbnail view. More options are available in thumbnail view than in single-page view.

Use these options to zoom in or out on the selected page.

NOTE: Select only one page at a time to use these options.

Use this option to rotate the page 180 degrees.

NOTE: This option is available only in the thumbnail view.

Use this option to delete the selected pages.

NOTE: This option is available only in the thumbnail view.

Use these options to rearrange the pages within the document. Select one or more pages and move them to the left or right.

NOTE: These options are available only in the thumbnail view.

Use this option to add a page to the document. The product prompts to scan additional pages.

Use this option to clear the changes made in the preview and start over.

Select this option to collapse the preview screen and return to the Copy screen.

Select Start to save the file.

Quick set scan settings and options for Save to SharePoint

The following tables list the settings and options available in the Quick Set Wizard when adding, editing, or copying a Save to SharePoint ® Quick Set.

50 Chapter 2 Use the scanner ENWW

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Table 2-3 Scan settings for Save to SharePoint ®

Feature Description

Original Size

Original Sides

Optimize Text/Picture

Content Orientation

Background Cleanup

Darkness

Contrast

Sharpness

Image Preview

Cropping Options

Erase Edges

Select the page size of the original document.

Select whether the original document is single-sided or double-sided.

Select to optimize for the output of a particular type of content.

Select the way the content of the original document is placed on the page: Portrait or Landscape.

Select a value to remove faint images from the background or to remove a light background color.

Select a value to adjust the darkness of the file.

Select a value to adjust the contrast of the file.

Select a value to adjust the sharpness of the file.

Select whether to require or make optional a displayed preview of the job or to disable a preview.

Select whether or not to allow a job to be cropped and the type of cropping option.

Select this setting to specify the width of edge margins to be erased, in either inches or millimeters, for the front side and back side of a job.

Table 2-4 File settings for Save to SharePoint

Feature Description

File Name Prefix

File Name

Set the default file name prefix used for files saved to a network folder.

Default file name for the file to be saved.

File Name Suffix

File Name Preview

File Numbering Format

Add numbering when job has just one file (ex. _1–1)

File Type

Select the User editable check box to make this setting editable at the product control panel.

Set the default file name suffix used for files saved to a network folder.

Duplicate filename suffix default [filename]_YYYYMMDDT

Enter a file name, and then click Update Preview.

Select a file name format for when the job is divided into multiple files.

Select this setting to add numbering to a file name when the job is only one file instead of multiple files.

Select the file format for the saved file.

Select the User editable check box to make this setting editable at the product control panel.

PDF encryption

Resolution

Quality and File Size

Select the quality for the file. Higher-quality images require a larger file size than lower-quality images, and they take more time to send.

Set up the scanner 51

Table 2-4 File settings for Save to SharePoint (continued)

Feature Description

Color/Black

Suppress blank pages

Create Multiple Files

Specify whether copies are to be scanned in color, black and gray, or black only

If the Suppress blank pages option is enabled, blank pages will be ignored.

Select this setting to scan pages into separate files based on a predetermined maximum number of pages per file.

Create a Quick Set

●

Introduction

●

Step one: Access the HP Embedded Web Server (EWS)

●

Step two: Add and manage Quick Sets

Introduction

Quick Sets are short-cut jobs that are available from the Home screen or within the Quick Sets feature on the product control panel and do not impact the defaults set for the base application. To use a Quick Set on the product control panel, enable the base application.

Create Quick Sets for the following base applications to improve job accuracy and decrease the time to complete a job:

● Email — Use email Quick Sets to configure and save commonly used settings for sending jobs from the product via email as email attachments.

● Scan to Network Folder — Use Save to Network Folder Quick Sets to configure and save commonly used settings for saving jobs to a network folder.

● Scan to USB — Use Save to USB Quick Sets to configure and save commonly used settings for saving jobs to a USB device.

● Scan to SharePoint® — Use Save to SharePoint Quick Sets to configure and save commonly used settings for saving jobs to a SharePoint site.

Select from various job options, such as starting a job immediately upon selection of a quick set or requiring an image preview before starting a job.

Step one: Access the HP Embedded Web Server (EWS)

From the Home screen on the product control panel, select the Information icon, and then select the

Network icon to display the IP address or host name.

Open a web browser, and in the address line, type the IP address or host name exactly as it displays on the product control panel. Press the Enter key on the computer keyboard. The EWS opens.

NOTE: If the web browser displays a message indicating that accessing the website might not be safe, select the option to continue to the website. Accessing this website will not harm the computer.

52 Chapter 2 Use the scanner ENWW

Step two: Add and manage Quick Sets

Add a Quick Set

Use the following steps to add a new Quick Set.

Using the top navigation tabs, click General.

In the left navigation pane, click Quick Sets.

Click Add. The Quick Sets Setup page opens.

NOTE: Click Cancel on any page of Quick Sets Setup to cancel the current changes, exit Quick Sets Setup, and return to the Quick Sets page.

Select a Quick Set Type, and then click Next. The following Quick Set types are available for selection, depending on your product:

NOTE: A Quick Set Type only needs to be determined when a quick set is created by using the General

EWS tab.

● Scan to Email

● Scan to Fax

● Scan to Network Folder

● Scan to USB Drive

● Scan to SharePoint®

Enter a title for the Quick Set in the Quick Set Name (required) field.

Enter a description of the Quick Set in the Quick Set Description field.

Select a Quick Set Start Option to determine what occurs after selecting a Quick Set on the product control panel, and then click Next.

Select settings and complete tasks in Quick Sets Setup. Click Next to proceed to the next page of available options until reaching the Summary page.

ENWW Set up the scanner 53

NOTE: The settings available in Quick Sets Setup vary by the type of Quick Set being added. Refer to the

tables in Quick Set settings and options on page 55

to see the available settings and options for each type of Quick Set.

Review the summary of settings, and then click Finish to save the Quick Set, or click Previous to edit the settings.

Edit a Quick Set

Use the following steps to edit the settings of an existing Quick Set.

Using the top navigation tabs, click General.

In the left navigation pane, click Quick Sets.

In the Quick Sets List area, click the check box next to the appropriate Quick Set, and then click Edit. The

Quick Sets Setup page opens.

NOTE: Click Cancel on any page of Quick Sets Setup to cancel the current changes, exit Quick Sets Setup, and return to the Quick Sets page.

If necessary, modify the following settings, and then click Next:

● Quick Set Name

● Quick Set Description

● Quick Set Start Option

Select settings and complete tasks in Quick Sets Setup. Click Next to proceed to the next page of available options until reaching the Summary page.

NOTE: The settings available in Quick Sets Setup vary by the type of Quick Set being edited. Refer to the

tables in Quick Set settings and options on page 55

to see the available settings and options for each type of Quick Set.

Review the Summary page, and then click Finish to save changes made to the Quick Set.

Copy a Quick Set

Using the top navigation tabs, click General.

In the left navigation pane, click Quick Sets.

In the Quick Sets List area, click the check box next to the appropriate Quick Set, and then click Copy. The

Quick Sets Setup page opens.

NOTE: Click Cancel on any page of Quick Sets Setup to cancel the current changes, exit Quick Sets Setup, and return to the Quick Sets page.

If necessary, modify the following settings, and then click Next:

● Quick Set Name

● Quick Set Description

● Quick Set Start Option

54 Chapter 2 Use the scanner ENWW

Select settings and complete tasks in Quick Sets Setup. Click Next to proceed to the next page of available options until reaching the Summary page.

NOTE: The settings available in Quick Sets Setup vary by the type of Quick Set being copied. Refer to the tables in

Quick Set settings and options on page 55 to see the available settings and options for each type

of Quick Set.

Review the Summary page, and then click Finish to save the Quick Set.

Remove a Quick Set

Use the following steps to remove a Quick Set.

Using the top navigation tabs, click General.

In the left navigation pane, click Quick Sets.

In the Quick Sets List area, click the check box next to the appropriate Quick Set, and then click Remove.

When the Confirmation Page opens, click Remove to finish removing the Quick Set.

Quick Set settings and options

The following tables list the settings and options available in the Quick Set Wizard when adding, editing, or copying a Quick Set.

Table 2-5 Address and Message Field Control — Scan to Email Quick Sets

Option

Address Field Restrictions

From:

Description

Use the Address Field Restrictions drop-down list to specify whether users can type an email address or select an email address from an address book

Use the From: drop-down list to set the email address that displays in the From: field of the email.

Default From:

Default Display Name:

To:

CC:

BCC:

If Default From: is selected, the email address listed in the Default From: field is used.

If User's address (sign-in required) is selected, the user is required to sign in to the product with their email address when using the Quick Set.

This field can be set to be user-editable.

The Default From: field is used to define the email address used when Default From: is selected in the

From: drop-down list.

Use this field to set the name displayed on the product's control panel. If this field is not set, the value in the Default From: displays on the product's control panel.

This field is optional.

Use these drop-down lists to set the email recipient, CC (carbon copy) and BCC (blind carbon copy) values.

The options for each of these fields are:

● User's address (sign-in required)

● Blank

● Specify address

These fields can be set to be user-editable

ENWW Set up the scanner 55

Table 2-5 Address and Message Field Control — Scan to Email Quick Sets (continued)

Option Description

Subject:

Message:

Use this field to set the value that appears in the subject line of the email.

This field can be set to be user-editable.

Use this field to set the value for the body of the email.

This field can be set to be user-editable.

Table 2-6 Signing and Encryption — Scan to Email Quick Sets

Option Description

Signing

Hashing Algorithm

Use the Signing drop-down list to specify whether the email sent using the Quick Set is digitally signed.

This field can be set to be user-editable.

Use the Hashing Algorithm drop-down list to set the type hashing algorithm used with signed emails.

The following hashing algorithms are available:

● SHA-1

● SHA-256 (recommended)

● SHA-384

● SHA-512

Use the Encryption drop-down list to specify whether the email sent using the Quick Set is encrypted.

Encryption

Use the recipient public key certificate to verify the recipient

This field can be set to be user-editable.

Encryption Algorithm Use the Encryption Algorithm drop-down list to set the encryption algorithm used for encrypted emails sent using the Quick Set.

Attribute for Recipient Public Key The Attribute for Recipient Public Key field is used to set the attribute used for retrieving the email recipient's public key from LDAP for signed or encrypted emails.

Select this setting to use the recipient’s public key certificate to verify the recipient.

Table 2-7 Scan settings — Scan to Email, Scan to Fax, Scan to Network Folder, Scan to SharePoint ® , and Scan to USB Quick

Sets

Option Description

Original Size

Original Sides

Specify the size for the original document.

Select whether the original document is single-sided or double-sided.

56 Chapter 2 Use the scanner ENWW

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Table 2-7 Scan settings — Scan to Email, Scan to Fax, Scan to Network Folder, Scan to SharePoint ®

Sets (continued)

, and Scan to USB Quick

Option Description

Optimize Text/Picture

Content Orientation

Background Cleanup

Darkness

Contrast

Sharpness

Image Preview

Cropping options (not available for Scan to Fax)

Erase Edges (not available for

Scan to Fax)

Resolution (Scan to Fax only)

Suppress blank pages (Scan to

Fax only)

Optimize the job for the type of image being scanned: text, graphics, or photos.

Select from the following options:

● Text: Use for documents that contain mostly text

● Mixed: Use for documents with a mix of text and pictures

● Printed picture: Use for line drawings and preprinted images, such as magazine clippings or pages from books

NOTE: If bands of irregular intensity print on the copies, try selecting Printed picture to improve the quality.

● Photograph: Use for photographic prints

Select the way the content of the original document is placed on the page:

● Portrait: The short edge of the page is along the top.

● Landscape: The long edge of the page is along the top.

Select a value to remove faint images from the background or to remove a light background color.

Select a value to adjust the darkness of the file.

Select a value to adjust the contrast of the file.

Select a value to adjust the sharpness of the file.

Select whether to require or make optional a displayed preview of the job or to disable a preview.

Select whether or not to allow a job to be cropped and the type of cropping option.

Select this setting to specify the width of edge margins to be erased, in either inches or millimeters, for the front side and back side of a job.

If the Suppress blank pages option is enabled, blank pages will be ignored.

Table 2-8 File settings — Scan to Email, Scan to Network Folder, Scan to SharePoint ® , and Scan to USB Quick Sets

Feature Description

File Name Prefix

File Name

File Name Suffix

File Name Preview

Set the default file name prefix used for files saved to a network folder.

Default file name for the file to be saved.

Select the User editable check box to make this setting editable at the product control panel.

Set the default file name suffix used for files saved to a network folder.

Duplicate filename suffix default [filename]_YYYYMMDDT

Enter a file name, and then click Update Preview.

Set up the scanner 57

Table 2-8 File settings — Scan to Email, Scan to Network Folder, Scan to SharePoint ® , and Scan to USB Quick Sets (continued)

Feature Description

File Numbering Format

Add numbering when job has just one file (ex. _1–1)

File Type

Select a file name format for when the job is divided into multiple files.

Select this setting to add numbering to a file name when the job is only one file instead of multiple files.

Select the file format for the saved file.

Select the User editable check box to make this setting editable at the product control panel.

PDF encryption

Resolution

Quality and File Size

Color/Black

Suppress blank pages

Meta Data File Format ( Scan to

Network Folder Quick Sets only)

Select the quality for the file. Higher-quality images require a larger file size than lower-quality images, and they take more time to send.

Specify whether copies are to be scanned in color, black and gray, or black only.

If the Suppress blank pages option is enabled, blank pages will be ignored.

Use the drop-down list to select the file format for meta-data information.

The options for this field are:

Create Multiple Files

● None

● XML

● HPS

Select this setting to scan pages into separate files based on a predetermined maximum number of pages per file.

Load originals

The following topics describe how to load originals into the document feeder and on the scanner glass.

Document loading tips

● The maximum capacity of the input tray is 150 sheets of 75 g/m 2 (20 lb) paper for the HP Digital Sender

Flow 8500 fn2 Document Capture Workstation and 200 sheets of 75 g/m 2 (20 lb) for the HP ScanJet

Enterprise Flow N9120 fn2 Document Scanner. When using heavier paper, the maximum capacity is decreased.

TIP: Use the lines on the input tray paper guides to help you to not exceed the input tray capacity.

● Be sure that original documents are within these guidelines:

Table 2-9 HP Digital Sender Flow 8500 fn2 Document Capture Workstation

Width: 68 to 216 mm (2.6 to 8.5 in)

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Table 2-9 HP Digital Sender Flow 8500 fn2 Document Capture Workstation (continued)

Length:

Weight:

147 to 863.6 mm (5.79 to 34 in)

40 g/m 2 (10.7 lb) to 413 g/m 2 (110 lb)

Table 2-10 HP ScanJet Enterprise Flow N9120 fn2 Document Scanner

Width:

Length:

Weight:

68 to 297 mm (2.7 to 11.7 in)

127 to 864 mm (5 to 34 in)

40 g/m 2 (10.7 lb) to 413 g/m 2 (110 lb)

● Scanning the following types of documents might result in paper jams or damage to the documents.

Wrinkled or creased documents Curled documents

Torn documents

Carbon paper

Documents with paper clips or staples

Coated paper

Extremely thin, translucent paper

Photos

Paper with adhesive notes or flags attached

Overhead transparencies

Papers that are stuck together Paper where the toner has not fully dried, or with wet substances such as glue or correction fluid

● Smooth out any folds or curls in your documents before placing them into the feeder. If the leading edge of a document is curled or folded, it might cause a paper jam.

● Make sure that the document feeder hatch is securely latched. To properly close the hatch, press firmly on both sides of the hatch.

● Adjust the paper guides to the width of the documents. Make sure that the paper guides touch the edges of the original. If there is any clearance between the paper guides and the edges of the documents, the scanned image might be skewed.

Load originals 59

● When placing a stack of documents into the feeder, gently set the stack in the input tray. Do not drop the stack into the tray and do not tap the top edge of the stack after you have placed the stack in the input tray.

● Clean the scan rollers if the rollers are visibly dirty or after scanning a document written with or written on with pencil.

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Supported paper types and sizes

Supported paper types and sizes for the product are shown below.

Automatic Document Feeder

(ADF) supported Flatbed supported Size and dimensions

U.S.-Letter: 215.9 x 279.4 mm (8.5 x 11 in)

Mixed Letter/Legal

U.S.-Legal: 215.9 x 355.6 mm (8.5 x 14 in)

U.S.-Executive: 184.2 x 266.7 mm (7.25 x 10.5 in)

Statement 215.9 x 139.7 mm (8.5 x 5.5 in)

Oficio 215.9 x 330.2 mm (8.5 x 13 in)

101 x 152 mm (4 x 6 in)

127 x 177 mm (5 x 7 in)

127 x 203 mm (5 x 8 in)

A4: 210 x 297 mm (8.3 x 11.7 in)

A3 (HP ScanJet Enterprise Flow N9120 fn2 Document Scanner) 297 x

420 mm (11.7 x 16.5 in)

JIS B5: 182 x 257 mm (7.2 x 10.1 in)

ISO A5: 148 x 210 mm (5.8 x 8.3 in)

A6: 105 x 148 mm (4.1 x 5.8 in)

RA4 215 x 305 mm (8.5 x 12 in)

JIS B6 128 x 182 mm (5 x 7.2 in)

101 x 152 mm (10 x 15 in)

16K 184 x 260 mm (7.2 x 10.2 in)

16K 195 x 270 mm (7.7 x 10.6 in)

16K 197 x 273 mm (7.5 x 10.7 in)

JIS Postcard 100 x 148 mm (3.9 x 5.8 in)

JIS Dpostcard 148 x 200 mm (5.8 x 7.9 in)

Envelope #9 98 x 225 mm (3.9 x 8.9 in)

Envelope #10 104 x 241 mm (4.1 x 9.5 in)

Envelope Monarch 98 x 190 mm (3.9 x 7.5 in)

Envelope B5 176 x 250 mm (6.9 x 9.8 in)

Envelope C5 162 x 229 mm (6.4 x 9 in)

Envelope C6 114 x 162 mm (4.5 x 6.4 in)

Envelope DL 110 x 220 mm (4.3 x 8.6 in)

ENWW Load originals 61

Size and dimensions

Custom (HP Digital Sender Flow 8500 fn2 Document Capture

Workstation)

Custom (HP ScanJet Enterprise Flow N9120 fn2 Document Scanner)

Automatic Document Feeder

(ADF) supported Flatbed supported

Minimum: 68 x 147 mm (2.7 x

5.8 in)

Minimum: n/a

Maximum: 215.9 x 863.6 mm

(8.5 x 34 in)

Maximum: 217 x 358 mm

(8.5 x 14 in)

Minimum: 68 x 127 mm (2.6 x

5 in)

Minimum: n/a

Maximum: 297 x 864 mm

(11.7 x 34 in)

Maximum: 297 x 432 mm

(11.7 x 17 in)

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Load paper in the Automatic Document Feeder (ADF) input tray

●

Introduction

●

Required guidelines before loading documents

●

Method to load documents

●

Load same-sized documents

Introduction

This document provides instructions on how to load same-sized and mixed-sized documents into the Automatic

Document Feeder (ADF) input tray of an HP ScanJet flatbed scanner.

● Documents with the same paper size and width are same-sized documents.

● Documents with different paper width or length are mixed sized documents, for example, legal size, letter size, and a check.

Required guidelines before loading documents

Before loading the documents in the ADF input tray, make sure to follow these guidelines:

● Use the recommended paper type and size in the ADF input tray. Refer to the Supported paper types section for paper capacities and capabilities.

● Smooth any folds or curls in the pages to avoid paper jams.

● Fan through the pages to remove any staples, paper clips, or sticky notes.

Figure 2-1 Fan the pages of the document

Load originals 63

● Slide the paper guides to fit the width of the document. If there is any gap between the paper guides and the edges of the documents, the scanned image might be skewed.

NOTE: When loading small documents like checks, place the longest edge parallel to the paper width guides.

Figure 2-2 Adjust paper guides

Method to load documents

Determine the type of documents to load in the ADF input tray, and then use one of the following methods:

●

Load same-sized documents

●

Load documents on the scanner glass

NOTE: To scan fragile documents (such as photos or documents on wrinkled or very light paper), place the document face down on the scanning glass.

Load same-sized documents

Make sure to refer the section Required guidelines before loading documents , and then follow the following

steps to load same-sized documents in the ADF input tray:

Tap the long edge of the pages on a flat surface, then rotate and tap the top edge of the document pages to align the edges of the document pages.

64 Chapter 2 Use the scanner

Load the pages with the face up and the top edge of the pages into the ADF input tray.

NOTE: Do not tap the edge of the document stack or drop the paper stack into the ADF input tray.

Figure 2-3 Load same-sized pages in the ADF input tray

Adjust the paper guides to the width of the document.

NOTE: Make sure not to push the paper guides so tightly as they bend the documents.

The documents are now ready to be scanned.

Load documents on the scanner glass

Open scanner lid.

Load the document on the scanner glass face down according to the indicators on the product.

Close the scanner lid. The document is now ready to scan.

ENWW Load originals 65

Perform a scan task

Send a scanned document to one or more email addresses

Introduction

The product has a feature that enables it to scan a document and send it to one or more email addresses. Before using this feature, use the HP Embedded Web Server to enable it and set it up.

Scan and send a document to email

Place the document face-down on the scanner glass, or place it face-up in the document feeder and adjust the paper guides to fit the size of the document.

From the Home screen on the product control panel select Scan to Email .

NOTE: If prompted, type your user name and password.

Select the To field to open a keyboard, or pull out the physical keyboard.

NOTE: If you are signed in to the product, your user name or other default information might appear in the From field. If so, you might not be able to change it.

Specify the recipients by using one of these methods:

Enter addresses manually

▲ Enter the address in the To field. To send to multiple addresses, separate the addresses with a semicolon, or select Enter on the touchscreen keyboard after typing each address.

Enter addresses from the Contacts list a.

Select Contacts next to the To field to open the Contacts screen.

Select the appropriate contact list.

Select a name or names from the list of contacts to add the name to the recipients list, and then select Add .

Complete the Subject , and File Name fields by selecting the field and using the touchscreen keyboard to enter information.

To configure settings for the document, select Options . For example:

● Select File Type and Resolution to specify the type of file to create, the resolution, and the output quality.

● If the original document is printed on both sides, select Original Sides , and then select 2 Sided .

Set options marked with a yellow triangle before using the preview feature.

NOTE: After the preview scan, these options are removed from the main Options list and are summarized in the Pre-scan Options list. To change any of these options, discard the preview and start over.

Using the preview feature is optional.

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Use these options to toggle between single-page view and thumbnail view. More options are available in thumbnail view than in single-page view.

Use these options to zoom in or out on the selected page.

NOTE: Select only one page at a time to use these options.

Use this option to rotate the page 180 degrees.

NOTE: This option is available only in the thumbnail view.

Use this option to delete the selected pages.

NOTE: This option is available only in the thumbnail view.

Use these options to rearrange the pages within the document. Select one or more pages and move them to the left or right.

NOTE: These options are available only in the thumbnail view.

Use this option to add a page to the document.

Use this option to clear the changes made in the preview and start over.

Select this option to collapse the preview screen.

When the document is ready, select Send .

NOTE: The product might prompt you to add the email address to the contact list.

Scan to Fax

Introduction

The product can scan a file and send it as a fax using the HP Embedded Web Server (EWS). Before using this feature, use the HP Embedded Web server to enable the feature and configure the settings.

ENWW Perform a scan task 67

Scan to Fax

Place the document face-down on the scanner glass, or place it face-up in the document feeder and adjust the paper guides to fit the size of the document.

From the Home screen on the product control panel, select Scan , and then select Scan to Fax .

To configure the settings for the document, select Options .

Use these options to toggle between single-page view and thumbnail view. More options are available in thumbnail view than in single-page view.

Use these options to zoom in or out on the selected page.

NOTE: Select only one page at a time to use these options.

Use this option to rotate the page 180 degrees.

NOTE: This option is available only in the thumbnail view.

Use this option to delete the selected pages.

NOTE: This option is available only in the thumbnail view.

Use these options to rearrange the pages within the document. Select one or more pages and move them to the left or right.

NOTE: These options are available only in the thumbnail view.

Use this option to add a page to the document.

Use this option to clear the changes made in the preview and start over.

Select this option to collapse the preview screen.

When the document is ready, select Scan to send the fax.

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Scan and send to network folder

Introduction

The product can scan a file and save it in a shared folder on the network. Before using this feature, use the HP

Embedded Web server to enable the feature and configure the shared folders. The system administrator can configure pre-defined Quick Sets folders; otherwise it is necessary to specify the folder path for each job.

Scan and save the document to a network folder

NOTE: You might be required to sign in to the product to use this feature.

Place the document face-down on the scanner glass, or place it face-up in the document feeder and adjust the paper guides to fit the size of the document.

From the Home screen on the product control panel select Scan to Network Folder .

To specify a path for this job only, select the Folder Paths text field to open a keyboard, type the path to the folder, and then select Enter . Use this format for the path:

\\server\folder , where “server” is the name of the server that hosts the shared folder, and “folder” is the name of the shared folder. If the folder is nested inside other folders, complete all necessary segments of the path to reach the folder. For example: \\server\folder\folder

Or, select Load below the Folder Paths field to select a pre-defined Quick Sets path or a path associated with a Contact.

NOTE: The Folder Paths field might have a pre-defined path, and it might not be editable. In this situation, the administrator has configured this folder for common access.

Select the File Name text field to open a keyboard, and then type the name for the file, and then select

Enter .

To configure settings for the document, select Options . For example:

● Select File Type and Resolution to specify the type of file to create, the resolution, and the output quality.

● If the original document is printed on both sides, select Original Sides , and then select 2 Sided .

Set options marked with a yellow triangle before using the preview feature.

NOTE: After the preview scan, these options are removed from the main Options list and are summarized in the Pre-scan Options list. To change any of these options, discard the preview and start over.

Using the preview feature is optional.

Use these options to toggle between single-page view and thumbnail view. More options are available in thumbnail view than in single-page view.

ENWW Perform a scan task 69

Use these options to zoom in or out on the selected page.

NOTE: Select only one page at a time to use these options.

Use this option to rotate the page 180 degrees.

NOTE: This option is available only in the thumbnail view.

Use this option to delete the selected pages.

NOTE: This option is available only in the thumbnail view.

Use these options to rearrange the pages within the document. Select one or more pages and move them to the left or right.

NOTE: These options are available only in the thumbnail view.

Use this option to add a page to the document.

Use this option to clear the changes made in the preview and start over.

Select this option to collapse the preview screen.

When the document is ready, select Save to save the file.

Scan and send to USB Flash Drive

Introduction

The product can scan a file and save it on a USB flash drive. Before using this feature, use the HP Embedded Web server to enable and configure it.

Scan and save the document to a USB flash drive

NOTE: You might be required to sign in to the product to use this feature.

Place the document face-down on the scanner glass, or place it face-up in the document feeder and adjust the paper guides to fit the size of the document.

Insert the USB flash drive into the USB port.

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From the Home screen on the product control panel and select Scan to USB Drive .

Select Choose and select the flash drive. Save the file on the root of the USB flash drive, or save it in an existing folder.

Select the Job Name text field to open a keyboard, then type the name for the file, and then select Enter .

To configure settings for the document, select Options . For example:

● Select File Type and Resolution to specify the type of file to create, the resolution, and the output quality.

● If the original document is printed on both sides, select Original Sides , and then select 2 Sided .

Set options marked with a yellow triangle before using the preview feature.

NOTE: After the preview scan, these options are removed from the main Options list and are summarized in the Pre-scan Options list. To change any of these options, discard the preview and start over.

Using the preview feature is optional.

Use these options to toggle between single-page view and thumbnail view. More options are available in thumbnail view than in single-page view.

Use these options to zoom in or out on the selected page.

NOTE: Select only one page at a time to use these options.

Use this option to rotate the page 180 degrees.

NOTE: This option is available only in the thumbnail view.

Use this option to delete the selected pages.

NOTE: This option is available only in the thumbnail view.

Use these options to rearrange the pages within the document. Select one or more pages and move them to the left or right.

NOTE: These options are available only in the thumbnail view.

Perform a scan task 71

Use this option to add a page to the document.

Use this option to clear the previously scanned pages and start over.

When the document is ready, select Send to save the file.

Additional options when scanning

The following settings are available in the Options list when scanning.

NOTE: The following list contains the master set of options available for HP Digital Sender flow and HP ScanJet

Enterprise flow products. Some options are not available on all products.

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File Type and Resolution

Original Sides

Color/Black

Original Size

Content Orientation

Save a scanned document as one of several types of files.

The following standard file types are available:

● PDF : This file type provides the best overall image and text quality. PDF files require Adobe®

Acrobat® Reader software for viewing.

● JPEG : This file type is a good choice for most graphics. Most computers have a browser that can view .JPEG files. This file type produces one file per page.

● TIFF : This is a standard file type that many graphics programs support. This file type produces one file per page.

● MTIFF : MTIFF stands for multi-page TIFF. This file type saves multiple scanned pages in a single file.

● XPS : XPS (XML Paper Specification) creates an XAML file that preserves the original formatting of the document and supports color graphics and embedded fonts.

● PDF/A : PDF/A is a type of PDF designed for long-term archival of electronic documents. All format information in the document is self-contained.

The following OCR file types are also supported:

● Text (OCR) : Text (OCR) creates a text file by using optical character recognition (OCR) to scan the original. A text file can be opened in any word processing program. The formatting of the original will not be saved using this option.

● Unicode Text (OCR) : Unicode Text (OCR) is an industry standard used to consistently represent and manipulate text. This file type is useful for internationalization and localization.

● RTF (OCR) : RTF (OCR) creates a rich text format (RTF) file by using optical character recognition

(OCR) to scan the original. RTF is an alternative text format that can be opened by most word processing programs. Some of the formatting of the original will be saved using this option.

● Searchable PDF (OCR) : Searchable PDF (OCR) creates a searchable PDF file by using optical character recognition (OCR) to scan the original. When a document is scanned in this way, use

Adobe Acrobat® Reader's search tools to search for specific words or phrases within the PDF.

● Searchable PDF/A (OCR) : Searchable PDF/A (OCR) is a type of PDF/A file that includes information about the document structure, which allows content to be searched.

● HTML (OCR) : HTML (OCR) creates a Hypertext Markup Language (HTML) file containing the contents of the original document. HTML is used to display files on Web sites.

● CSV (OCR) : CSV (OCR) is common text file format that contains comma-separated values. This type of file can be opened by most word processing, spreadsheet, or database programs.

Resolution: Specify the resolution of scanned images. Select a higher resolution to increase the clarity of the image. However, as the resolution increases, the file size also increases.

Specify whether the original document is printed on one side or both sides.

Specify whether the scanned image will be in color, black and gray, or black only.

Specify the paper size for the original document.

Specify whether the original document is printed in Portrait or Landscape orientation.

Perform a scan task 73

Image Adjustment

Optimize Text/Picture

Erase Edges

Cropping Options

Automatically Straighten

Blank Page Suppression

Multi-feed Detection

Create Multiple Files

Notification

Signing and Encryption

NOTE: This feature is supported for scan to email only.

Sharpness : Clarify or soften the image. For example, increasing the sharpness could make text appear crisper, but decreasing it could make photos appear smoother.

Darkness : Increase or decrease the amount of white and black used in colors in scanned images.

Contrast : Increase or decrease the difference between the lightest and the darkest color on the page.

Background Cleanup : Remove faint colors from the background of scanned images. For example, if the original document is printed on colored paper, use this feature to lighten the background without affecting the darkness of the image.

Optimize the job for the type of image being scanned: text, graphics, or photos.

Remove blemishes, such as dark borders or staple marks, by cleaning the edges of the scanned image.

Crop to original size : Crop the image to match the paper size of the original document.

Crop to content : Crop the image to the size of the detectable content in the original document.

Automatically straighten a scanned image.

Exclude blank pages in the original document from scanned images. This feature is useful for scanning pages printed on both sides to eliminate blank pages in the resulting scanned document.

Enable or disable multi-feed detection. When enabled, scanning stops when the product detects more than one page at a time being fed in the document feeder. When disabled, scanning continues when a multi-feed is detected, to allow scanning pages that are stuck together, originals with self-adhesive notes on them, or thick paper.

Divide a larger scan job into several smaller output files.

Select whether to send notifications of the status of scan jobs. The product can send the notification in an email.

Sign : Send an email with a digital signature.

Encrypt : Send an email as an encrypted file.

HP JetAdvantage business solutions

HP JetAdvantage solutions are workflow solutions that are easy-to-use, and both network and cloud-based. HP

JetAdvantage solutions are designed to help businesses of all types, including healthcare, financial services, manufacturing, and public sector, manage a fleet of products and scanners.

HP JetAdvantage Solutions include:

● HP JetAdvantage Security solutions

● HP JetAdvantage Management solutions

● HP JetAdvantage Workflow solutions

● HP JetAdvantage Mobile solutions

For more information about HP JetAdvantage business workflow solutions, go to www.hp.com/go/

PrintSolutions .

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Additional scan tasks

Go to www.hp.com/go/DSFlow8500fn2 or www.hp.com/support/sjflowN9120fn2 .

Instructions are available for performing specific scan tasks, such as the following:

● Scan pages from books or other bound documents

● Send a scanned document to a folder in the product memory

● Scan both sides of an identification card

● Scan a document into a booklet format

Use the scanning software (Windows)

The following topics describe how to use the scanning software.

●

Work with scan shortcuts

●

Scan to a picture

●

Scan to a PDF

●

Scan text for editing (OCR)

●

●

●

●

●

●

●

●

Filter out color from a document (color dropout)

●

Automatically detect color

●

Automatically straighten scanned images

●

Automatically delete blank pages

●

Automatically adjust page orientation

●

Automatically detect page size

●

Automatically crop or pad scanned image to selected page size

●

Scan using text-enhanced black and white mode

●

Add or remove device

●

Scan by using other scan software

ENWW Use the scanning software (Windows) 75

Work with scan shortcuts

Scan shortcuts provide a fast, efficient way to select the settings for frequently performed scanning tasks. Use

HP Scan software to create and modify scan shortcuts.

●

View scan shortcuts

●

Create scan shortcuts

●

Modify scan shortcuts

View scan shortcuts

To view existing scan shortcuts, open HP Scan. Existing scan shortcuts will display in a list to the left.

Create scan shortcuts

To create a scan shortcut, follow these steps:

Open the HP Scan software.

Click Create New Scan Shortcut.

Enter a name for the new shortcut.

Choose to create the new shortcut from current settings, or a previous existing shortcut.

Click Create.

Modify the settings for the new scan shortcut. Click More for more settings.

Click the Save icon next to the name of the new shortcut in the shortcut list to save the modifications to the shortcut.

-or-

Click the Undo icon to undo modifications.

Modify scan shortcuts

To modify a scan shortcut, follow these steps:

Open the HP Scan software.

Select the shortcut to be modified from the list to the left.

Change the settings on the right side of the screen. Click More for more settings.

Click the Save icon to the right of the shortcut name to save the changes.

Scan to a picture

Load the document into the input tray.

Open the HP Scan software.

Select Save as JPEG or Email as JPEG, and then click Scan.

-or-

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Choose any other scan shortcut, change the Item Type to Photo, select a picture file from the File Type drop down list, and then click Scan.

Scan to a PDF

Load the document into the input tray.

Open the HP Scan software.

Select Save as PDF or Email as PDF, and then click Scan.

-or-

Choose any other scan shortcut and select PDF from the File Type drop down list, and then click Scan.

Scan text for editing (OCR)

The HP scanner software uses optical character recognition (OCR) to convert text on a page to text that can be edited on a computer. The OCR software comes with the ReadIris Pro software. For information about using the

OCR software, see scan text for editing in the online Help.

Scan to email

NOTE: To scan to email, make sure there is an Internet connection.

Load the document into the input tray.

Open the HP Scan software.

Select Email as PDF or Email as JPEG, and then click Scan.

-or-

Choose any other scan shortcut and select Email from the Send To drop down list, and then click Scan.

Send to cloud

NOTE: To scan to the cloud, make sure there is an Internet connection.

Load the document into the input tray.

Open the HP Scan software.

Select Send to Cloud, and then select the file destination, such as Google Drive or DropBox.

Select Scan.

Scan to FTP

You can upload a scanned image to a FTP folder by using the HP Scan software.

Load the document into the input tray.

Open the HP Scan software.

Select a scan shortcut. From the Destination area, select Send to.

Select a FTP folder as the destination.

ENWW Use the scanning software (Windows) 77

NOTE: If using this feature for the first time, click Add to set up FTP as the destination.

Click OK, and then click Scan.

Scan to SharePoint

You can upload a scanned image to a SharePoint site by using the HP Scan software.

Load the document into the input tray.

Open the HP Scan software.

Select a scan shortcut. From the Destination area, select Send to.

Select a SharePoint site as the destination.

NOTE: If using this feature for the first time, click Add to set up a SharePoint site as the destination..

Click OK, and then click Scan.

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Scan long documents

By default, the scanner automatically detects page size using the Detect Size selection for page lengths less than or equal to 356 mm (14 in).

Depending on the scanner, select the page-size options:

● HP Digital Sender Flow 8500 fn2 : For long documents, select Long (8.5 x 3.4 in) from the page size dropdown list in the scan shortcut settings.

● HP ScanJet Enterprise Flow N9120 fn2: For long documents, select Long (11.7 x 34 in) from the page size drop-down list in the scan shortcut settings.

NOTE: Only one page at a time can be scanned when using a long page setting.

If the scanner is set to scan long pages, it will scan one page at a time. Using this setting to scan regular pages will slow down the process and should only be used to scan pages longer than 356 mm (14 in).

Detect multi-feeds

The multi-feed detection feature stops the scan process if it senses that multiple pages are fed into the scanner at one time. This feature is enabled by default.

Disabling this feature might be helpful when scanning:

● Multipart forms (a use that HP does not recommend).

● Documents which have labels or sticky notes attached to them.

NOTE: Use the ISIS or WIA user interface to enable multi-feed detection when scanning from non-HP software.

Everyday Scan

The Everyday Scan shortcut allows users to define and save a scan shortcut for their everyday needs. The following Scan Shortcut Settings are customizable when the Everyday Scan shortcut is selected:

● Item Type

● Page Sides

● Page Size

● Color Mode

● Destination/File Type

Filter out color from a document (color dropout)

You can filter out a color channel (red, green, or blue) or up to three individual colors. For specific colors, the sensitivity setting controls how closely a scanned color must approximate the specified color.

Removing colors from the scan might reduce the scan file size and improve optical character recognition (OCR) results.

To select colors to eliminate from a scan in HP Scan software, follow these steps:

ENWW Use the scanning software (Windows) 79

Open the HP Scan software.

Scan a sample page, which has the colors to be dropped, into the viewer.

Click the More button, and then click the Image tab and select the Color Dropout feature.

Enable a color to drop and select the color from the preview using the eyedropper tool. Be sure to save the colors.

Only the color dropout options available for your scanner are selectable.

For information about the color dropout settings, see the online help for the scanning software that you are using.

Automatically detect color

Use this feature to reduce the size of the scanned file by only saving pages that contain color as color scans, and saving all other pages as black and white.

To automatically detect color in a scanned image, follow these steps:

Open the HP Scan software.

Select a scan shortcut.

To adjust the Auto Detect Color sensitivity and output mode settings, click More, select Image, and then click the Auto Detect Color drop-down box.

Click on the Color Mode drop-down box, and then select Auto Detect Color.

NOTE: For information about the automatic color detection settings, see the online help for the scanning software that you are using.

Use the ISIS or WIA user interface to automatically detect color when scanning from non-HP scanning software.

Automatically straighten scanned images

Windows: Use the Auto-Straighten feature to straighten content that is skewed relative to the page dimensions in the source document. Use the Detect Size feature to deskew page images that might have become skewed during the scanning process.

Open the HP Scan software.

Select a scan shortcut.

Click More, select the Document tab, and then select Straighten Content.

Automatically delete blank pages

When the Delete blank pages feature is enabled, scanned pages are evaluated for content. The blank pages detected show up in the viewer with a delete notation on them. These detected blank pages are deleted automatically when the scanned document is saved to the destination.

Open the HP Scan software.

Select a scan shortcut.

80 Chapter 2 Use the scanner ENWW

Click More.

Select the Document tab, select Delete blank pages from the Adjust documents drop-down box, and then click OK.

TIP: The Sensitivity slider allows you to adjust the sensitivity value on how blank pages are detected and deleted. At the lower end of the slider, more pages are detected as blank and deleted. At the upper end of the slider, pages must be almost completely blank to be detected and deleted. The sensitivity value can be also set by entering a value or clicking the arrow buttons.

Automatically adjust page orientation

Use this feature to automatically adjust page orientation by language.

Open the HP Scan software.

Select a scan shortcut.

Click More.

Under the Scan tab, select the Page Orientation drop-down box, and then select the Auto Orient check box.

Select a document language, click OK, and then start Scan.

Automatically detect page size

The HP Scan software is capable of automatically detecting page size using the Detect Size option. When the

Detect Size option is selected from the Page Size drop-down list, the scanned image is cropped to the size of the detected page and any skewed content is straightened.

Automatically crop or pad scanned image to selected page size

Use this feature to crop or pad a scanned image to a selected page size.

To automatically crop or pad a scanned image to a selected page size, follow these steps:

Open the HP Scan software.

Select a scan shortcut.

Click More for more settings.

Select your crop option from the Input Page Size drop-down list.

● To automatically crop to the content of the document, select Detect Content on Page.

● To automatically crop to the dimensions of the document, select Detect Size.

NOTE: Use the ISIS or TWAIN user interface to set crop options when scanning from third-party scanning software.

For information about the auto-crop settings, see the online help for the scanning software that you are using.

Make sure the Same as Input option is selected for Output Page Size, and then click Scan.

ENWW Use the scanning software (Windows) 81

Scan using text-enhanced black and white mode

Use this feature to enhance the scanned image when scanning black and white text. To use this feature, complete the following steps:

Open the HP Scan software.

Select a scan shortcut.

Click More.

Select the Image tab, and then select Black/White (1 bit) from the Color Mode drop-down box.

Select Threshold for Black/White, select Enhance Content, and then click OK.

Add or remove device

You can use the HP Scan software to add or remove a device on the computer.

Open the HP Scan software.

Click the Settings icon to open the Device Settings window.

Do one of the following:

● To add a device, click the plus + icon, click Connect a new device, and then follow the on screen instructions.

● To remove a device, select the scanner name from the existing scanner list, and then click the Delete button.

TIP: You can select multiple scanners to delete them at once.

TIP: You can also use HP Scan Assistant to add a new device. Launch HP Scan Assistant from the computer desktop, click Tools, click Device Setup & Software, and then select Connect a new device.

Scan by using other scan software

The following third-party applications are also supported by the scanner:

● Readiris Pro: OCR application.

● Cardiris: Business card application.

● Third-party applications that support TWAIN, ISIS, and WIA.

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Use the scanning software (OS X)

For more information, go to www.hp.com/go/DSFlow8500fn2 or www.hp.com/support/sjflowN9120fn2 .

ENWW Use the scanning software (OS X) 83

Mobile scanning

HP offers multiple mobile solutions to enable easy scanning to an HP scanner from a tablet, smart phone, or other mobile device. For more information, go to www.hp.com/go/DSFlow8500fn2 or www.hp.com/support/ sjflowN9120fn2 .

NOTE: Purchase the optional wireless accessory (part number J8031A) from HP.com in order to enable mobile scanning. Follow the installation guide to install the Wi-Fi accessory.

Scanning tips

●

Optimize scanning and task speeds

Several settings influence the total time for a scanning job. To optimize scanning performance, consider the following information.

● To optimize performance, make sure the computer meets the recommended system requirements. To view minimum and recommended system requirements, see www.hp.com

, and then search for the scanner model plus the word specifications.

● Saving a scanned image to a searchable format (for example, searchable PDF) takes more time than saving to an image format because the scanned image is analyzed using optical character recognition (OCR). Verify the need for a searchable output file before selecting a searchable scan format.

● Scanning at a higher resolution than necessary increases scanning time and creates a larger file with no additional benefit. If scanning at a high resolution, set the resolution to a lower level to increase scanning speed.

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3 Care and maintenance

This section presents information about how to care for and maintain the scanner. For the latest maintenance information, see www.hp.com/support .

●

Clean the product

●

Install an accessory into the hardware integration pocket

●

Replace parts

●

Order maintenance and scanning supplies

ENWW 85

Clean the product

Occasional cleaning of the scanner helps ensure high-quality scans. The amount of care necessary depends on several factors, including the amount of use and the environment. Perform routine cleaning as necessary.

Clean the scanning strips

NOTE: The HP ScanJet Enterprise Flow N9120 fn2 Document Scanner is shown in this procedure, however, the instructions are also correct for the HP Digital Sender Flow 8500 fn2 Document Capture Workstation.

To clean the scanning strip components, follow these steps:

Press the Power button to turn off the scanner, and then disconnect the power cable and other cables from the scanner.

Lift up the automatic document feeder (ADF).

Clean the scanning strips with a soft, lint-free cloth that has been sprayed with a mild glass cleaner.

CAUTION: Use only glass cleaner to clean the scanning strips. Avoid cleaners that contain abrasives, acetone, benzene, and carbon tetrachloride, all of which can damage the scanning strips. Avoid isopropyl alcohol because it can leave streaks on the scanning strips.

Do not spray the glass cleaner directly on the scanning strips.

Dry the scanning strips with a dry, soft, lint-free cloth. Wipe the strips of gray, reflective material on each strip.

Close the ADF, reconnect the USB cable and power supply to the scanner, and then press the Power button to turn on the scanner. The scanner is now ready to use.

Clean the rollers

●

Introduction

●

Clean the rollers

Introduction

The rollers may need to be cleaned under the following conditions:

86 Chapter 3 Care and maintenance ENWW

● The scanner jams repeatedly or multiple sheets are being scanned at the same time.

● If the following types of paper are frequently scanned: coated paper, chemically treated documents such as carbonless paper, documents with a large amount of calcium carbonate, documents written on with pencil, documents printed by Inkjet printers, or documents on which the toner has not been fused.

Clean the rollers

To clean the separation and feed rollers, follow these steps:

From the control panel, select Support Tools and open the following menus:

● Maintenance

● Calibration/Cleaning

● Clean Automatic Document Feeder (ADF) Rollers

Press the Power button to turn off the scanner, and then disconnect the power cable and other cables from the scanner.

Open the ADF hatch.

Using a clean, lint-free cloth moistened with distilled or clean tap water, wipe the separation roller from right to left. Rotate the roller a full 360 degrees to ensure the entire roller surface is cleaned.

Clean the product 87

Wipe the feed rollers from right to left. Rotate the rollers a full 360 degrees to ensure the entire roller surface is cleaned.

CAUTION: Wait at least two minutes for the rollers to dry before loading documents into the document input tray.

Close the ADF hatch, and then reconnect the USB cable and power supply to the scanner.

Press the Power button to turn on the scanner.

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Install an accessory into the hardware integration pocket

You can install a separately-purchaseable HP accessory (for example, a proximity reader, fingerprint reader, or magnetic-swipe reader) into the integrated hardware integration pocket (HIP).

NOTE: This procedure describes installing a proximity card reader. Steps identified as if applicable might not apply to other HIP accessories. Always refer to the installation instructions that came with your accessory.

To install an accessory into the HIP, follow these steps:

Press the Power button to turn off the product (1), and then disconnect the power cable (2).

Insert a flat head screw driver into the groove at the top of the HIP cover and gently pry the cover free; set the cover aside.

Remove the HIP accessory from its packaging and install the accessory into the HIP.

Connect the accessory's USB cable into the connector on the left side of the HIP enclosure.

ENWW Install an accessory into the hardware integration pocket 89

Connect the USB cable to the cable connector on the accessory (1), and then connect the grounding connector to the grounding strip on the accessory, if applicable (2).

NOTE: The connectors shown are for a proximity card reader. The cable connector for your accessory might be slightly different, and might not include a ground connector.

Align the pegs on the underside of the accessory with the connectors in the HIP and insert the accessory into the HIP.

Connect the power cable, and then press the Power button to turn on the product.

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Replace parts

Replacing parts when necessary helps ensure high-quality scans. Parts might need to be replaced when indicated by the Embedded Web Server or control panel, or if the scanner is not working correctly. The HP Digital

Sender Flow 8500 fn2 Document Capture Workstation and HP ScanJet Enterprise Flow N9120 fn2 Document

Scanner ADF Roller Replacement Kit includes the following replacement parts:

● Roller cover

● Separation rollers

● Pickup roller module

The replacement kit also includes detailed instructions for replacing each of these parts.

Replace the separation rollers and cover

ENWW

Replace the separation rollers under the following conditions:

● Windows: When the Maintenance Recommended dialog indicates they are due for maintenance.

● If the scanner experiences repeated document jams.

NOTE: The roller replacement kit is a consumable and is not covered under warranty or standard service agreements.

To replace the separation rollers, follow these steps:

Press the Power button to turn off the scanner, and then disconnect the USB cable and power supply from the scanner.

Replace parts 91

Open the ADF hatch.

Squeeze the tabs on the sides of the roller cover, and then lift up the roller cover to remove.

Remove and replace the rollers as described in the instructions included with the replacement kit.

Replace the roller cover, and then continue with replacing the pick up roller module.

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Order maintenance and scanning supplies

Order parts and accessories

To order maintenance parts for the scanner, see the HP scanner parts website at www.hp.com/buy/parts .

Item Description

ADF Maintenance Kit

HP 1GB DDR3x32 144-Pin

800MHzSODIMM Accy

HP Jetdirect 2900nw Print

Server

Maintenance kit for the ADF

Optional DIMM for expanding the memory

USB wireless print server accessory

HP Smartcard US Govt

Niprnet Solution

HP Access Control solutions (US Gov only)

HP Universal USB Proximity

Card Reader

HP Access Control solutions

HP LaserJet Swedish

Overlay Keyboard

HP LaserJet Danish/

French/German Overlays

Keybrd

HP Internal USB Ports

Language-specific, adhesive overlay for the physical keyboard (EMEA)

HP Secure High

Performance Hard Disk

Drive

Two internal USB ports for connecting third-party devices

Replacement hard disk drive

HP Digital

Sender Flow

8500 fn2

Document

Capture

Workstation

HP ScanJet

Enterprise

Flow N9120 fn2

Document

Scanner Part number

J8J95A

E5K48A

J8031A

CC543A

X3D03A

A7W14A

A7W13A

B5L28A

B5L29A

Customer self-repair parts

The following parts are available for the product.

● Parts listed as Mandatory self-replacement are to be installed by customers, unless you are willing to pay

HP service personnel to perform the repair. For these parts, on-site or return-to-depot support is not provided under the HP product warranty.

● Parts listed as Optional self-replacement can be installed by HP service personnel at your request for no additional charge during the product warranty period.

Table 3-1 Replacement part numbers

Item

HP Secure High Performance Hard Disk Drive

FIPS Drive

Description

Replacement secure hard drive

Self-replacement options

Mandatory

Part number

L2762-60035

ENWW Order maintenance and scanning supplies 93

Table 3-1 Replacement part numbers (continued)

Item

Scanner White Backing

Control Panel Assembly Kit

HIP 2 Cover

Keyboard Overlay Kit

French, Italian, Russian, German, Spanish,

Ukrainian

Keyboard Overlay Kit

Canadian French, Latin American Spanish, U.S.

Spanish

Keyboard Overlay Kit

Swiss French, Swiss German, Danish

Keyboard Overlay Kit

Simplified Chinese, Traditional Chinese

Keyboard Overlay Kit

Spanish, Portuguese

Keyboard Overlay Kit

Japanese (KG and KT)

Overlay-Keyboard Chinese

Overlay-Keyboard Sweden

CORD, PWR, AC LINE, C13-DENMARK, 1.5m

CORD, PWR, AC LINE, C13-ITALY, 1.5m

CORD, PWR, AC LINE, C13-INDIA, 1.5m

CORD, PWR, AC LINE, C13-THAILAND, 1.5m

CORD, PWR, AC LINE, C13-EUROPE, 1.5m

CORD, PWR, AC LINE, C13-AUSTRALIA, 1.5m

CORD, PWR, AC LINE, C13-UK, 1.5m)

CORD, PWR, AC LINE, C13-CHINA, 1.5m

CORD, PWR, AC LINE, C13-TAIWAN, 1.5m

CORD, PWR, AC LINE, C13-ARGENTINA, 1.5m

CORD, PWR, AC LINE, C13-SWISS, 1.5m

CORD, PWR, AC LINE, C13-NEMA, 1.5m

Description

Replacement white plastic backing for the scanner

Replacement touchscreen control panel

Replacement HIP 2 cover

Replacement keyboard overlay (Flow models)

Replacement power cable

Self-replacement options

Mandatory

Part number

8500: 5851-7206

N9120:

J7Z09-67926

J7Z09-67928

B5L46-40021

5851-6019

Mandatory

5851-6020

5851-6021

5851-6022

5851-6023

5851-6024

A7W12-67901

A7W14-67901

130627-010

109197-010

403440-003

285052-009

100614-011

100661-016

100613-016

286496-017

393312-005

401328-016

150304-010

121565-016

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Table 3-1 Replacement part numbers (continued)

Item

CORD, PWR, AC LINE, C13-S. AFRICA, 1.5m

CORD, PWR, AC LINE, C13-ISRAEL, 1.5m

CORD, PWR, AC LINE, C13-BRAZIL, 1.5m

ISA Dashboard (8500 fn2 only)

Cover, Front Dashboard Left (N9120 fn2 only)

Description

Replacement power cable

Replacement front cosmetic cover

Self-replacement options

Mandatory

Part number

187487-008

398062-007

438723-005

L2762-40003

J7Z09-40007

ENWW Order maintenance and scanning supplies 95

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4 Manage the scanner

Advanced configuration with the HP Embedded Web Server (EWS)

●

Introduction

●

How to access the HP Embedded Web Server (EWS)

●

HP Embedded Web Server features

Introduction

Use the HP Embedded Web Server to manage scanning functions from a computer instead of the scanner control panel.

● View scanner status information

● Determine the remaining life for all supplies and order new ones

● View and change tray configurations

● View and change the scanner control-panel menu configuration

● View and scan internal pages

● Receive notification of scanner and supplies events

● View and change network configuration

The HP Embedded Web Server works when the scanner is connected to an IP-based network. The HP Embedded

Web Server does not support IPX-based scanner connections. Internet access is not needed to open and use the

HP Embedded Web Server.

When the scanner is connected to the network, the HP Embedded Web Server is automatically available.

NOTE: The HP Embedded Web Server is not accessible beyond the network firewall.

How to access the HP Embedded Web Server (EWS)

From the Home screen on the scanner control panel, select the Information icon, and then select the

Network icon to display the IP address or host name.

ENWW Advanced configuration with the HP Embedded Web Server (EWS) 97

Open a web browser, and in the address line, type the IP address or host name exactly as it displays on the scanner control panel. Press the Enter key on the computer keyboard. The EWS opens.

NOTE: If the web browser displays a message indicating that accessing the website might not be safe, select the option to continue to the website. Accessing this website will not harm the computer.

To use the HP Embedded Web Server, the browser must meet the following requirements:

Windows® 7

● Internet Explorer (version 8.x or greater)

● Google Chrome (version 34.x or greater)

● Firefox (version 20.x or greater)

Windows® 8 or greater

● Internet Explorer (version 9.x or greater)

● Google Chrome (version 34.x or greater)

● Firefox (version 20.x or greater)

Linux

● Google Chrome (version 34.x or greater)

● Firefox (version 20.x or greater)

HP Embedded Web Server features

●

Information tab

●

General tab

●

Scan/Digital Send tab

●

●

●

●

●

Information tab

Table 4-1 HP Embedded Web Server Information tab

Menu Description

Device Status Shows the scanner status and shows the estimated life remaining of HP supplies. The page also shows the type and size of paper set for each tray. To change the default settings, click the Change Settings link.

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Table 4-1 HP Embedded Web Server Information tab (continued)

Menu Description

Configuration Page

Event Log Page

Usage Page

Device Information

Control Panel Snapshot

Open Source Licenses

Shows the information found on the configuration page.

Shows a list of all scanner events and errors. Use the HP Instant Support link (in the page footer on all HP Embedded Web Server pages) to connect to a set of dynamic Web pages that help solve problems. These pages also show additional services available for the scanner.

Shows a summary of the number of pages the scanner has scanned.

Shows the scanner network name, address, and model information. To customize these entries, click the Device Information menu on the General tab.

Shows an image of the current screen on the control panel display.

Shows a summary of the licenses for open source software programs that can be used with the scanner.

General tab

Table 4-2 HP Embedded Web Server General tab

Menu Description

Quick Sets

Alerts

Control Panel Settings App

AutoSend

Edit Other Links

Device Information

Language

Date/Time Settings

Energy Settings

Back up and Restore

Reset Factory Settings

Solution Installer

Firmware Upgrade

Quota and Statistics Services

Configure jobs that are available in the Quick Sets area of the Home screen on the scanner control panel.

Setup email alerts for various scanner and supplies events.

Shows the Settings app options that are available on the scanner control panel.

Configure the scanner to send automated emails regarding scanner configuration and supplies to specific email addresses.

Add or customize a link to another Web site. This link displays in the footer area on all

HP Embedded Web Server pages.

Name the scanner and assign an asset number to it. Enter the name of the primary contact who will receive information about the scanner.

Set the language in which to display the HP Embedded Web Server information.

Set the date and time or synchronize with a network time server.

Set or edit sleep settings for business and non-business hours and wake, sleep, and holiday events for the scanner.

Set which interactions with the scanner cause it to wake from sleep mode.

Create a backup file that contains scanner and user data. If necessary, use this file to restore data to the scanner.

Restore scanner settings to the factory defaults.

Install third-party software packages that extend or modify the functionality of the scanner.

Download and install scanner firmware upgrade files.

Provides connection information about third-party job-statistics services.

ENWW Advanced configuration with the HP Embedded Web Server (EWS) 99

Scan/Digital Send tab

Table 4-3 HP Embedded Web Server Scan/Digital Send tab

Email Setup

Description

Configure the default email settings for digital sending, including the following:

Scan to Network Folder

Scan to SharePoint®

Scan to USB Drive

Contacts

Email and Save to Network Folder Quick

Setup Wizards

Digital Sending Software Setup

● Default Job Options

● Quick Sets

Configure the network folder settings for digital sending, including the following:

● Default Job Options

● Quick Sets

Configure the Microsoft SharePoint® settings for digital sending, including the following:

● Settings for Quick Sets jobs saved in a document library on the SharePoint® site

● Default settings for jobs saved in a document library on the SharePoint® site

Configure the USB settings for digital sending, including the following:

● Settings for Quick Sets jobs saved on a USB flash drive

● Settings for notifications

● Default scan settings for jobs saved on a USB flash drive

● Default file settings for jobs saved on a USB flash drive

Manage contacts, including the following:

● Add email addresses into the scanner one at a time.

● Import a large list of frequently-used email addresses on to the scanner all at once, rather than adding them one at a time.

● Export contacts from the scanner into a .CSV file on the computer to use as a data backup, or import the records onto another HP scanner.

● Edit email addresses that have already been saved in the scanner.

Configure the scanner to send scanned images as email attachments.

Configure the scanner to save scanned images to network-folder Quick Sets. Quicks Sets provide easy access to files saved on the network.

Configure settings related to using optional Digital Sending software.

Fax tab

Table 4-4 HP Embedded Web Server Fax tab

Menu Description

Fax Send Setup Configure settings for sending faxes, including the following:

● Default Job Options

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Table 4-4 HP Embedded Web Server Fax tab (continued)

Menu Description

Fax Speed Dials

– Common Job Settings

– LAN Fax Setup

– Internet Fax Setup

● Quick Sets

Manage speed dials

Troubleshooting tab

Table 4-5 HP Embedded Web Server Troubleshooting tab

General Troubleshooting

Description

Select from a variety of reports and tests to help solve problems with the scanner.

Online Help

Firmware Upgrade

Reset Factory Settings

Configure settings for Fax, OXPd, and Auto Recovery.

Link to HP cloud-based online help to assist in troubleshooting issues.

Download and install scanner firmware upgrade files.

Reset scanner settings to factory defaults.

Security tab

Table 4-6 HP Embedded Web Server Security tab

Menu Description

General Security

Account Policy

Access Control

Protect Stored Data

Certificate Management

Settings for general security, including the following:

● Configure an administrator password to restrict access to certain features on the scanner.

● Set PJL password for processing PJL commands.

● Set file system access and firmware upgrade security.

● Enable or disable the Host USB port on the control panel or the USB connectivity port on the formatter for scanning and saving a document to a USB flash drive.

● View the status of all security settings.

Enable administrator account settings.

Configure access to scanner functions for specific individuals or groups, and select the method individuals use to sign in to the scanner.

Configure and manage the internal hard drive for the scanner. This scanner includes an encrypted hard drive for maximum security.

Configure settings for jobs that are stored on the scanner hard drive.

Install and manage security certificates for access to the scanner and the network.

ENWW Advanced configuration with the HP Embedded Web Server (EWS) 101

Table 4-6 HP Embedded Web Server Security tab (continued)

Menu Description

Web Service Security

Self Test

Allow resources on this scanner to be accessed by web pages from different domains. If no sites are added to the list, then all sites are trusted.

Verify that the security functions are running according to expected system parameters.

HP Web Services tab

Table 4-7 HP Embedded Web Server HP Web Services tab

Menu Description

Configuration

Web Proxy

HP JetAdvantage

Configure a proxy server if there are issues enabling HP Web Services or connecting the device to the internet.

Configure HP JetAdvantage.

Networking tab

Use the Networking tab to configure and secure network settings for the scanner when it is connected to an IPbased network. This tab does not display if the scanner is connected to other types of networks.

Table 4-8 HP Embedded Web Server Networking tab

Menu Description

Configuration

TCP/IP Setting

Network Settings

Other Settings

AirPrint

Select Language

Select Location

Google Cloud

Setup

Web Proxy

Security

Configure TCP/IP settings for IPv4 and IPv6 networks.

Configure IPX/SPX, AppleTalk, DLC/LLC, and SNMP settings.

Includes firmware update, LPD queues, USB settings, support information, and refresh rate.

Enable, set up, or disable network printing from Apple supported products.

Change the language displayed by the HP Embedded Web Server. This page displays if the

Web pages support multiple languages. Optionally, select supported languages through language-preference settings in the browser.

Choose a location where the HP Embedded Web Server and product are being used.

With Google Cloud, you can use a computer or mobile device to print documents or photos directly to a web-connected printer.

Click Print Claim Sheet to send printer capabilities and model number to Google.

Registration instructions from Google will be printed. Make sure the product is connected to a network with Internet access.

Configure a proxy server if there are issues enabling HP Web Services or connecting the device to the Internet. If you are unsure of proxy settings, find the proxy configuration area within the tools or preferences of your web browser.

Allows you to configure general security, access control, and stored data protection options, as well as to manage certificates.

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ENWW

Table 4-8 HP Embedded Web Server Networking tab (continued)

Menu Description

Settings

Authorization

Secure Communication

Mgmt. Protocols

802.1X Authentication

IPsec/Firewall

Announcement Agent

View and restore current security settings to factory-default values.

Configure security settings using the Security Configuration Wizard.

NOTE: Do not use the Security Configuration Wizard to configure security settings using network-management applications, such as HP Web Jetadmin.

Control configuration management and use of this scanner, including the following:

● Set or change the administrator password to control access to configuration parameters.

● Request, install, and manage digital certificates on the HP Jetdirect print server.

● Limit host access to this scanner through an Access Control List (ACL).

Configure security settings.

Configure and manage security protocols for this scanner, including the following:

● Set the security management level for the HP Embedded Web Server, and control traffic over HTTP and HTTPS.

● Configure the SNMP (Simple Network Management Protocol) operation. Enable or disable the SNMP v1/v2c or SNMP v3 agents on the server.

Configure 802.1X authentication settings on the Jetdirect print server as required for client authentication on the network, and reset the 802.1X authentication settings to factorydefault values.

CAUTION: When changing the 802.1X authentication settings; the scanner might lose its connection. To reconnect, it might be necessary to reset the server to a factory-default state and reinstall the scanner.

View or configure a Firewall policy or an IPsec/Firewall policy (for selected HP Jetdirect models only).

Enable or disable the HP Device Announcement Agent, set the configuration server, and configure mutual authentication using certificates.

Diagnostics

Network Statistics

Protocol Info

Configuration Page

Display network statistics that are collected and stored on the HP Jetdirect print server.

View a list of network-configuration settings on the HP Jetdirect print server for each protocol.

View the HP Jetdirect configuration page, which contains status and configuration information.

Advanced configuration with the HP Embedded Web Server (EWS) 103

Configure IP network settings

●

Scanner sharing disclaimer

●

View or change network settings

●

Rename the scanner on a network

●

Manually configure IPv4 TCP/IP parameters from the control panel

●

Manually configure IPv6 TCP/IP parameters from the control panel

●

Link speed and duplex settings

Scanner sharing disclaimer

HP does not support peer-to-peer networking, as the feature is a function of Microsoft operating systems and not of the HP scanner drivers. Go to Microsoft at www.microsoft.com

View or change network settings

Use the HP Embedded Web Server to view or change IP configuration settings.

Open the HP Embedded Web Server (EWS): a.

From the Home screen on the scanner control panel, select the Information icon, and then select the Network icon to display the IP address or host name.

Open a Web browser, and in the address line, type the IP address or host name exactly as it displays on the product control panel. Press the Enter key on the computer keyboard. The EWS opens.

NOTE: If the Web browser displays a message indicating that accessing the website might not be safe, select the option to continue to the website. Accessing this website will not harm the computer.

Click the Networking tab and then click TCP/IP(v4) to obtain network information. Change settings as needed.

Rename the scanner on a network

To rename the scanner on a network so that it can be uniquely identified, use the HP Embedded Web Server.

Open the HP Embedded Web Server (EWS): a.

From the Home screen on the scanner control panel, select the Information icon, and then select the Network icon to display the IP address or host name.

Open a Web browser, and in the address line, type the IP address or host name exactly as it displays on the product control panel. Press the Enter key on the computer keyboard. The EWS opens.

NOTE: If the Web browser displays a message indicating that accessing the website might not be safe, select the option to continue to the website. Accessing this website will not harm the computer.

Open the General tab.

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On the Device Information page, the default product name is in the Device Name field. You can change this name to uniquely identify this product.

NOTE: Completing the other fields on this page is optional.

Click Apply to save the changes.

Manually configure IPv4 TCP/IP parameters from the control panel

Use the control-panel Settings menus to manually set an IPv4 address, subnet mask, and default gateway.

From the Home screen on the product control panel, select Settings .

Open the following menus:

● Networking

● Ethernet

● TCP/IP

● IPV 4 Settings

● Config Method

Select the Manual option, and then select OK .

Open the Manual Settings menu.

Select the IP Address , Subnet Mask , or Default Gateway option.

Select the first field to open a keypad. Enter the correct digits for the field, and then select OK .

Repeat the process for each field to be configured.

Manually configure IPv6 TCP/IP parameters from the control panel

Use the control-panel Settings menus to manually set an IPv6 address.

From the Home screen on the product control panel, select Settings .

To enable manual configuration, open the following menus:

● Networking

● Ethernet

● TCP/IP

● IPV6 Settings

Select Enable , select On , and then select OK .

To configure the address, open the Manual Settings menu, and then select Address.

Use the keypad to enter the address, and then select OK .

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Link speed and duplex settings

NOTE: This information applies only to Ethernet networks. It does not apply to wireless networks.

The link speed and communication mode of the scan server must match the network hub. For most situations, leave the product in automatic mode. Incorrect changes to the link speed and duplex settings might prevent the product from communicating with other network devices. To make changes, use the product control panel.

NOTE: The product setting must match the setting for the network device (a network hub, switch, gateway, router, or computer).

NOTE: Making changes to these settings causes the product to turn off and then on. Make changes only when the product is idle.

From the Home screen on the product control panel, swipe until the Settings menu displays. Touch the

Settings icon to open the menu.

Open the following menus:

● Networking

● Ethernet

● Link Speed

Select one of the following options:

● Auto : The scan server automatically configures itself for the highest link speed and communication mode allowed on the network.

● 10T Half : 10 megabytes per second (Mbps), half-duplex operation

● 10T Full : 10 Mbps, full-duplex operation

● 10T Auto : 10 Mbps, automatic-duplex operation

● 100TX Half : 100 Mbps, half-duplex operation

● 100TX Full : 100 Mbps, full-duplex operation

● 100TX Auto : 100 Mbps, automatic-duplex operation

● 1000T Full : 1000 Mbps, full-duplex operation

Select OK .

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Scanner security features

Introduction

The product includes several security features to restrict who has access to configuration settings, to secure data, and to prevent access to valuable hardware components.

●

Security statements

●

IP Security

●

Assign an administrator password

●

Encryption support: HP High Performance Secure Hard Disks

●

Lock the formatter

Security statements

The product supports security standards and recommended protocols that help you keep the product secure, protect critical information on your network, and simplify the way you monitor and maintain the product.

IP Security

IP Security (IPsec) is a set of protocols that control IP-based network traffic to and from the product. IPsec provides host-to-host authentication, data integrity, and encryption of network communications.

For products that are connected to the network, configure IPsec by using the Networking tab in the

HP Embedded Web Server.

Assign an administrator password

Assign an administrator password for access to the product and the HP Embedded Web Server so that unauthorized users cannot change the product settings.

Open the HP Embedded Web Server (EWS): a.

From the Home screen on the product control panel, select the Information icon, and then select the Network icon to display the IP address or host name.

Open a web browser, and in the address line, type the IP address or host name exactly as it displays on the product control panel. Press the Enter key on the computer keyboard. The EWS opens.

NOTE: If the web browser displays a message indicating that accessing the website might not be safe, select the option to continue to the website. Accessing this website will not harm the computer.

Click the Security tab.

Open the General Security menu.

In the area labeled Set the Local Administrator Password, enter the name to associate with the password in the Username field.

Enter the password in the New Password field, and then enter it again in the Verify Password field.

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NOTE: To change an existing password, first enter the existing password in the Old Password field.

Click Apply.

NOTE: Make note of the password and store it in a safe place. The administrator password cannot be recovered. If the administrator password is lost or forgotten, contact HP Support at support.hp.com

for the assistance required to completely reset the product.

Some features on the product control panel can be secured so that unauthorized people cannot use them. When a feature is secured, the product prompts you to sign in before you can use it. You can also sign in without waiting for a prompt by selecting Sign In from the product control panel.

Typically, the credentials for signing in to the product are the same as for signing in to the network. Consult the network administrator for this product if you have questions about which credentials to use.

From the Home screen on the product control panel, select Sign In .

Follow the prompts to enter the credentials.

NOTE: To maintain security for the product, select Sign Out when you have finished using the product.

Encryption support: HP High Performance Secure Hard Disks

The hard disk provides hardware-based encryption so you can securely store sensitive data without impacting product performance. This hard disk uses the latest Advanced Encryption Standard (AES) and has versatile timesaving features and robust functionality.

Use the Security menu in the HP Embedded Web Server to configure the disk.

Lock the formatter

The formatter has a slot that you can use to attach a security cable. Locking the formatter prevents someone from removing valuable components from it.

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Energy-conservation settings

Introduction

●

Set the sleep timer and configure the scanner to use 2 watts or less of power

●

Set the sleep schedule

Configure sleep settings to reduce power usage when the product is idle.

Set the sleep timer and configure the scanner to use 2 watts or less of power

The sleep settings affect how much power the product uses, the wake/sleep time, how quickly the product enters sleep mode, and how quickly the product wakes up from sleep mode.

To configure the product to use 2 watt or less of power while in sleep mode, enter times for both the Sleep after

Inactivity and Auto Off after sleep settings.

From the Home screen on the product control panel, select Settings .

Open the following menus:

● General

● Energy Settings

● Sleep Settings

Select Sleep after Inactivity to specify the number of minutes the product is inactive before it enters sleep mode. Enter the appropriate time period.

Select Auto Off after sleep to put the product into a deeper power save mode after a period of sleep. Enter the appropriate time period.

NOTE: By default, the product will wake from Auto Off in response to any activity other than USB or Wi-Fi.

For greater energy settings, you can set it to wake only to the power button by selecting Shut down (wake on power button only) .

Select Done to save the settings.

Set the sleep schedule

Use the Sleep Schedule feature to configure the product to automatically wake or go into Sleep mode at specific times on specific days of the week.

From the Home screen on the product control panel, select Settings .

Open the following menus:

● General

● Energy Settings

● Sleep Schedule

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Select the New Event option, and then select the type of event to schedule: Wake Event or Sleep Event .

For a wake or sleep event, configure the time and the days of the week for the event. Select Save to save the setting.

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HP Web Jetadmin

HP Web Jetadmin is an award-winning, industry-leading tool for efficiently managing a wide variety of networked

HP products, including printers, multifunction printers, and digital senders. This single solution allows you to remotely install, monitor, maintain, troubleshoot, and secure your printing and imaging environment — ultimately increasing business productivity by helping you save time, control costs, and protect your investment.

HP Web Jetadmin upgrades are periodically made available to provide support for specific product features. Go to www.hp.com/go/webjetadmin for more information.

HP Digital Sending Software (HP DSS)

You can install the optional HP Digital Sending Software. This software runs as a service on a network server and allows multiple products to send jobs through the server. It is not necessary to install any software or drivers on individual users' computers.

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Upgrade the firmware

From the Home screen on the control panel, select the Reports option, and then select the Configuration/

Status Pages option.

Select the Configuration Page option, and then select View . The report lists the current firmware revision number.

See www.hp.com/support , search for your product, and then look for a link to downloads to see if there is a newer version of firmware available.

Copy the new firmware file to a USB storage device, and then plug the USB device into the USB port beside the control panel.

CAUTION: Make sure to leave the USB storage device plugged into the USB connector until all upgrades are installed, the product has rebooted, and the Home screen is displayed on the control panel.

From the Home screen, select the Support Tools option, select Maintenance , and then select the USB

Firmware Upgrade option.

Select Firmware Upgrade Bundle , and then select Install .

The upgrade process can take a few minutes. Starting the product after a firmware upgrade might take up to 20 minutes.

If necessary, repeat the previous two steps to install a second upgrade.

NOTE: You can also upgrade firmware using the HP Embedded Web Server (EWS). Start the EWS, select the

General tab, select Firmware Upgrade in the left navigation pane, and then follow the onscreen instructions to download a firmware upgrade directly to the product.

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5 Solve problems

This section contains solutions for common problems with the scanner.

For additional troubleshooting, see the Help for the HP scanning program being used.

ENWW 113

Additional troubleshooting

Get telephone support for your country/region

Have the product name, serial number, date of purchase, and problem description ready.

Get 24-hour Internet support, and download software utilities, drivers, and electronic information

Order additional HP service or maintenance agreements

Country/region phone numbers are on the flyer that was in the box with the product or at www.hp.com/support/ .

www.hp.com/go/DSFlow8500fn2 or www.hp.com/support/ sjflowN9120fn2 www.hp.com/support/

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Restore factory settings

Introduction

Use one of the following methods to restore the scanner to the original settings from the factory.

NOTE: Restoring factory settings sets most of the scanner settings to their factory defaults. However, some settings are not changed, such as language, date, time, and some network configuration settings.

Method one: Restore factory settings from the scanner control panel

From the Home screen on the scanner control panel, swipe until the Settings menu displays. Select the

Settings icon to open the menu.

Open the following menus:

● General

● Reset Factory Settings

Select Reset .

A verification message advises that completing the reset function might result in loss of data.

Select Reset to complete the process.

NOTE: The scanner restarts automatically after the reset operation completes.

Method two: Restore factory settings from the HP Embedded Web Server (networkconnected products only)

Open the HP Embedded Web Server (EWS): a.

From the Home screen on the scanner control panel, select the Information icon, and then select the Network icon to display the IP address or host name.

Open a web browser, and in the address line, type the IP address or host name exactly as it displays on the scanner control panel. Press the Enter key on the computer keyboard. The EWS opens.

NOTE: If the web browser displays a message indicating that accessing the website might not be safe, select the option to continue to the website. Accessing this website will not harm the computer.

Open the General tab.

On the left side of the screen, click Reset Factory Settings.

Click the Reset option.

NOTE: The scanner restarts automatically after the reset operation completes.

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Scanner installation problems

●

Check the cables

●

Uninstall and then reinstall the HP ScanJet drivers and tools (Windows)

Check the cables

Cable type

Power cable

USB cable

Ethernet cable

Action

The power cable is connected between the scanner and a power outlet.

● Ensure that the power cable is securely connected between the scanner and a live electrical outlet or surge protector.

● If the power cable is connected to a surge protector, ensure that the surge protector is plugged into an outlet and turned on.

● Press the Power button to turn off the scanner, and then turn off the computer. After 30 seconds, turn on the scanner and then turn on the computer, in that order.

The USB cable is connected between the scanner and the computer.

● Use the cable that was included with the scanner. Another USB cable might not be compatible with the scanner.

● Ensure that the USB cable is securely connected between the scanner and the computer.

● If the USB cable is connected to a USB port on the front of the computer, move it to a USB port on the back of the computer.

For additional USB troubleshooting information, see www.hp.com/go/DSFlow8500fn2 or www.hp.com/support/sjflowN9120fn2 , select your country/region, and then use the search tool to find USB troubleshooting topics.

The Ethernet cable is connected between the scanner and the network port.

Ensure that the Ethernet cable is securely connected between the scanner and your network port.

Make sure the Orange LED light on scanner network port is blinking. This will ensure there is communication within your local network and device.

For additional Ethernet troubleshooting information, see www.hp.com/support , select your country/ region, and then use the search tool to find Ethernet troubleshooting topics.

Uninstall and then reinstall the HP ScanJet drivers and tools (Windows)

If checking the scanner cable connections did not solve the problem, the problem might have occurred because of an incomplete installation. Try uninstalling and then reinstalling the HP ScanJet drivers and tools.

Press the Power button to turn off the scanner, and then disconnect the USB cable and power cable from the scanner.

On the computer, open Control Panel and use the Add/Remove tool (in Windows 7, Windows 8, Windows

8.1, and Windows 10 use the Programs and Features tool) to uninstall the applications.

Restart the computer.

Reinstall the HP ScanJet Drivers and Tools.

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● Turn off the scanner, wait 30 seconds, and then turn on the scanner.

● Download the software from www.hp.com/go/DSFlow8500fn2 or www.hp.com/support/ sjflowN9120fn2 , and then install.

Reconnect the USB cable and power cable to the scanner, and then press the Power button to turn on the scanner.

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Power issues

●

Scanner will not turn on

●

The scanner has paused or shut down

●

Scanner keeps turning off

Scanner will not turn on

If the scanner will not turn on after pressing the Power button, check the following:

● The scanner might have been unplugged. Check to see that the power cable has not become disconnected from the scanner or unplugged from the power source.

● The power supply might not be working.

– Check that the Power LED on the control panel is on.

– If the Power LED is not on, ensure that power is available to the power outlet or surge protector that the power supply is plugged into.

– If power is available to the power outlet or surge protector but the Power LED is still not on, the power supply might be defective. Go to www.hp.com/go/DSFlow8500fn2 or www.hp.com/support/ sjflowN9120fn2 for assistance.

The scanner has paused or shut down

If the scanner stops scanning, follow these steps. After each step, start a scan to see if the scanner is working. If the problem persists, proceed with the next step.

A cable might be loose. Ensure that both the USB cable and power supply are properly connected.

Use the cable that was included with the scanner. Another USB cable might not be compatible with the scanner.

Ensure that the scanner is receiving power.

Check that the Power LED on the control panel is on.

If the Power LED is not on, ensure that power is available to the power outlet or surge protector that the power supply is plugged into.

If power is available to the power outlet or surge protector but the Power LED is still not on, unplug the power cable from the power source, wait 30 seconds, and then plug it back in.

If the issue is not fixed, the power supply might be defective. Go to www.hp.com/go/DSFlow8500fn2 or www.hp.com/support/sjflowN9120fn2 for assistance.

Restart your computer.

Windows: On the computer, open Control Panel and use the Add/Remove tool (in Windows 7, and Windows

8, the Programs and Features tool) to uninstall the following applications:

● HP Scan or HP Scan TWAIN

● HP ScanJet ISIS Driver

Reinstall the applications by doing one of the following.

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● Reconnect the USB cable and power supply to the scanner, and then press the Power button to turn on the scanner. Reinstall the HP Digital Sender Flow 8500 fn2 Document Capture Workstation or HP

ScanJet Enterprise Flow N9120 fn2 Document Scanner software and drivers.

● Reinstall the applications by downloading the software from www.hp.com/go/DSFlow8500fn2 or www.hp.com/support/sjflowN9120fn2 .

Scanner keeps turning off

By default, the scanner will enter Sleep Mode prior to 10 minutes of inactivity.

Windows: To change the defaults, complete these steps:

Access the HP Embedded Web Server (EWS).

Click the General tab, and then select Energy Settings from the left navigation menu.

Choose Sleep Mode and Auto Off settings:

● Sleep after inactivity: To specify the period of inactivity after which the scanner goes into Sleep Mode, enter any value between 0–118 minutes..

● Auto Off after sleep:To specify the period of inactivity after which the scanner enters Auto-Off or shut down mode, enter any value between 0–118 minutes.

● To stop the scanner from automatically turning off, select HP Auto Off/Auto On (Wake on most events) instead of Shut down (Wake on power button only).

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Scanner does not pick up paper or misfeeds

Introduction

The following solutions can help solve problems if the product is not picking up paper from the tray or is picking up multiple sheets of paper at one time. Either of these situations can result in paper jams.

●

The scanner does not pick up paper

●

The scanner picks up multiple sheets of paper

●

The document feeder jams, skews, or picks up multiple sheets of paper

The scanner does not pick up paper

If the scanner does not pick up paper, try these solutions.

Open the scanner and remove any jammed sheets of paper. Verify that no torn remnants of paper remain inside the scanner.

Verify that the humidity in the room is within specifications for this scanner and that paper is being stored in unopened packages. Most reams of paper are sold in moisture-proof wrapping to keep paper dry.

The rollers might be contaminated. Clean the rollers with a lint-free cloth dampened with warm water. Use distilled water, if it is available.

CAUTION: Do not spray water directly on to the scanner. Instead, spray water on the cloth or dab the cloth in water and wring it out before cleaning the rollers.

The following image shows examples of the roller location for various scanners.

Figure 5-1 Roller locations

The scanner picks up multiple sheets of paper

If the product picks up multiple sheets of paper from the tray, try these solutions.

Use only paper that meets HP specifications for this product.

Use paper that is not wrinkled, folded, or damaged. If necessary, use paper from a different package.

Make sure the scanning environment is within recommended specifications.

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The document feeder jams, skews, or picks up multiple sheets of paper

● The original might have something on it, such as staples or self-adhesive notes, that must be removed.

● Check that all rollers are in place and that the roller-access cover inside the document feeder is closed.

● Make sure that the top document-feeder cover is closed.

● The pages might not be placed correctly. Straighten the pages and adjust the paper guides to center the stack.

● The paper guides must be touching the sides of the paper stack to work correctly. Make sure that the paper stack is straight and the guides are against the paper stack.

● The document feeder input tray might contain more than the maximum number of pages. Make sure the paper stack fits below the guides in the input tray.

● Verify that there are no pieces of paper, staples, paper clips, or other debris in the paper path.

● Clean the document-feeder rollers and the separation pad. Use compressed air or a clean, lint-free cloth moistened with warm water. If misfeeds still occur, replace the rollers.

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Clear paper jams

Introduction

The following information includes instructions for clearing paper jams from the scanner.

●

Experiencing frequent or recurring paper jams?

●

Clear paper jams in the Automatic Document Feeder (ADF)

Experiencing frequent or recurring paper jams?

To reduce the number of paper jams, try these solutions.

NOTE: To see a video that demonstrates how to load paper in a way that reduces the number of paper jams, click here .

Use only paper that meets HP specifications for this product.

Use paper that is not wrinkled, folded, or damaged. If necessary, use paper from a different package.

Make sure the paper guides in the tray are adjusted correctly for the size of paper. Adjust the guides so they are touching the paper stack without bending it.

If you are scanning heavy, embossed, or perforated paper, use the manual feed feature and feed sheets one at a time.

Make sure the scanning environment is within recommended specifications.

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Clear paper jams in the Automatic Document Feeder (ADF)

The following information describes how to clear paper jams in the ADF. When a jam occurs, the control panel displays the following message and an animation that assists in clearing the jam.

● 31.15.XX Jam in Document Feeder

Lift the latch to release the ADF cover.

Open the ADF cover.

Remove any jammed paper.

ENWW Clear paper jams 123

Lift the scanner lid and remove any jammed paper from the bottom of the scanner lid.

Close the scanner lid and the ADF cover.

If there are remaining pages still in the product, instructions on how to clear the remaining pages will display on the control panel.

NOTE: To avoid jams, make sure the guides in the document-feeder input tray are adjusted tightly against the document. Remove all staples and paper clips from original documents.

NOTE: Original documents that are printed on heavy, glossy paper can jam more frequently than originals that are printed on plain paper.

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Improve scan image quality

●

Check the scanner glass for dirt and smudges

●

Check the resolution settings

●

Check the color settings

●

Check the image-adjustment settings

●

Optimize scan quality for text or pictures

●

Check the output-quality settings

●

Clean the pickup rollers and separation pad in the Automatic Document Feeder (ADF)

Try these few simple steps first:

● Use the flatbed scanner rather than the Automatic Document Feeder (ADF).

● Use high-quality originals.

● When using the document feeder, load the original document into the feeder correctly, using the paper guides, to avoid unclear or skewed images.

Check the scanner glass for dirt and smudges

Over time, specks of debris might collect on the scanner glass and white plastic backing, which can affect performance. Use the following procedure to clean the scanner if the scanned pages have streaks, unwanted lines, black dots, poor print quality, or unclear text.

Press the Power button to turn the product off, and then disconnect the power cable from the electrical outlet.

Open the scanner lid.

ENWW Improve scan image quality 125

Clean the scanner glass and the document feeder strips with a soft cloth or sponge that has been moistened with nonabrasive glass cleaner.

CAUTION: Do not use abrasives, acetone, benzene, ammonia, ethyl alcohol, or carbon tetrachloride on any part of the product; these can damage the product. Do not place liquids directly on the glass or platen. They might seep and damage the product.

NOTE: If you are having trouble with streaks on copies when you are using the document feeder, be sure to clean the small strip of glass on the left side of the scanner.

Dry the glass and white plastic parts with a chamois or a cellulose sponge to prevent spotting.

Connect the power cable to an outlet, and then press the Power button to turn on the scanner.

Check the resolution settings

NOTE: Setting the resolution to a high value increases the file size and the scan time.

Follow these steps to adjust the resolution setting:

From the Home screen on the product control panel, select Scan .

Select one of the following Scan features:

● Scan to Email

● Fax

● Scan to Network Folder

● Scan to USB Drive

● Scan to SharePoint®

Select Options , and then select File Type and Resolution or Resolution .

Select one of the predefined Resolution options, and then select Done .

Select Send or Save to start the scan.

Check the color settings

Follow these steps to adjust the color setting:

From the Home screen on the product control panel, select Scan .

Select one of the following Scan features:

● Fax

● Scan to E-mail

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● Scan to Network Folder

● Scan to USB Drive

● Scan to SharePoint®

Select Options .

In the Options pane, scroll to and select Color/Black .

Select one of the predefined options.

Select the Send option.

Check the image-adjustment settings

Adjust these additional settings to improve scan quality:

● Sharpness : Clarify or soften the image. For example, increasing the sharpness could make text appear crisper, but decreasing it could make photos appear smoother.

● Darkness : Increase or decrease the amount of white and black used in colors in scanned images.

● Contrast : Increase or decrease the difference between the lightest and the darkest color on the page.

● Background Cleanup : Remove faint colors from the background of scanned images. For example, if the original document is printed on colored paper, use this feature to lighten the background without affecting the darkness of the image.

● Tone : The product automatically adjusts the Darkness , Contrast , and Background Cleanup settings to the most appropriate for the scanned document.

From the Home screen on the product control panel, select Scan .

Select one of the following Scan features:

● Scan to E-mail

● Scan to Network Folder

● Fax

● Scan to USB Drive

● Scan to SharePoint®

Select Options , and then select Image Adjustment .

Adjust the sliders to set the levels, and then select Done .

Select Send or Save to start the scan.

NOTE: These settings are temporary. After you have finished the job, the product returns to the default settings.

Optimize scan quality for text or pictures

Optimize the scan job for the type of image being scanned: text, graphics, or photos.

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From the Home screen on the product control panel, select Scan .

Select one of the following Scan features:

● Scan to E-mail

● Fax

● Scan to Network Folder

● Scan to USB Drive

● Scan to SharePoint®

Select Options , and then select Optimize Text/Picture .

Select one of the predefined options.

Select Send or Save to start the scan.

NOTE: These settings are temporary. After you have finished the job, the product returns to the default settings.

Check the output-quality settings

This setting adjusts the level of compression when saving the file. For the highest quality, select the highest setting.

From the Home screen on the product control panel, select Scan .

Select one of the following Scan features:

● Scan to Email

● Fax

● Scan to Network Folder

● Scan to USB Drive

● Scan to SharePoint®

Select Options , and then select File Type and Resolution .

Select one of the predefined Quality and File Size options, and then select Done .

Select Send or Save to start the scan.

Clean the pickup rollers and separation pad in the Automatic Document Feeder (ADF)

Follow these steps if the ADF does not pick up pages correctly or produces skewed output.

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Lift the latch to release the ADF cover.

Open the ADF cover.

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Remove any visible lint or dust from each of the feed rollers and the separation pad using compressed air or a clean lint-free cloth moistened with warm water.

Close the document-feeder cover.

NOTE: Verify that the latch on the top of the document-feeder cover is completely closed.

If the problem persists, check the document feeder separation pad and rollers for damage or wear, and replace them if necessary.

NOTE: New rollers have a rough surface. As rollers wear, they become smooth.

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Solve wired network problems

Introduction

Certain types of problems can indicate there is a network communication problem. These problems include the following issues:

● The periodic loss of ability to communicate with the product

● The product cannot be found during software installation

● A periodic failure to scan

NOTE: If you have been experiencing intermittent loss of network connectivity, first update the product firmware. For instructions on how to update the product firmware, go to http://support.hp.com

, search for your product, and then search on “update the firmware.”

Check the following items to verify that the product is communicating with the network. Before beginning, display a configuration page from the product control panel and locate the product IP address that is listed on this page.

●

Poor physical connection

●

The computer is unable to communicate with the product

●

The product is using incorrect link and duplex settings for the network

●

New software programs might be causing compatibility problems

●

The computer or workstation might be set up incorrectly

●

The product is disabled, or other network settings are incorrect

NOTE: HP does not support peer-to-peer networking, as the feature is a function of Microsoft operating systems and not of the HP scan drivers. For more information, go to Microsoft at www.microsoft.com

Poor physical connection

Verify that the product is attached to the correct network port using a cable of the correct length.

Verify that cable connections are secure.

Look at the network port connection on the back of the product, and verify that the amber activity light flashes indicating network traffic, and the green link-status light is continuously lit indicating a network link.

If the problem continues, try a different cable or port on the hub.

The computer is unable to communicate with the product

Test network communication by pinging the network.

Open a command-line prompt on your computer.

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● For Windows, click Start, click Run, type cmd , and then press Enter .

Type ping followed by the IP address for your product.

If the window displays round-trip times, the network is working.

If the ping command failed, verify that the network hubs are on, and then verify that the network settings, the product, and the computer are all configured for the same network (also known as subnet).

The product is using incorrect link and duplex settings for the network

HP recommends leaving these settings in automatic mode (the default setting). If you change these settings, you must also change them for your network.