13
Managing Scan & User Workflows
Topics
Configuring Workflows
Configuring Workflow Containers
Configuring Scan Processing and Delivery
Configuring SMTP Mail Server for SPE
Configuring Scan Load Balancing
Configuring Scan Destinations
Enabling Scan-to-Me
Workflows are the scan-related, system-managed and device-managed functions available for the user at the device.
Scan workflows can be configured for email, network and user folders, RightFax servers and SharePoint servers.
System-managed workflows allow easy access to system-enabled functions, such as Follow-You Printing and Release
All. Device-managed workflows provide access to the specific device native functions, such as copy and fax.
Workflow containers are place holders for preconfigured user workflows (or functions) as they appear in the PCC
Launcher screen on the front panel of select PCC-enabled MFPs. Workflow containers can be configured to be accessible to all users, or only available to users assigned to specific departments
This chapter provides information about:
• configuring scan workflows and destinations
• managing scan processing and delivery
• OCR processing
• scan load balancing
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 379
Chapter 13: Managing Scan & User Workflows
Configuring Workflows
A variety of scan-related, system-managed, and device-managed workflow types can be configured in System
Manager. Workflows can be configured to be accessible to all users, or only available to users assigned to specific departments.
Common scan workflows can be configured for email, network and user folders, RightFax and SharePoint servers.
System-managed and device-manged workflows are configurable, and can be used to create icons to be added to workflow containers allowing quick access to the specific functions at the device.
To create a workflow, do the following:
1
In System Manager, go to Configuration > Workflows and scanning > Workflow management.
2
When the Workflow management dialog box first opens, a list of preconfigured workflows is displayed. Any of these can be edited to suit the scanning needs of the organization. Additionally, custom scan-related, systemmanaged and device-managed workflows can be created.
In the Workflow management dialog box, click <Add...> (or select an existing workflow from the list) to open the
Workflow definition
dialog box.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 380
Chapter 13: Managing Scan & User Workflows
3
4
5
Enter a Name for the workflow which users can select as a destination option at the MFP.
Click the Active checkbox to enable the workflows to be available to use.
From the Scope drop-down list, select either Departmental or Global. Global workflows are accessible to all users, while Departmental workflows are available to users assigned to a specific department.
NOTE: Departmental workflows must be Active in order to apply them at the department level. Inactive workflows
are listed in the Department properties, but cannot be applied. See
Working with Departments
on page 206.
6
From the Destination drop-down list, select one of the following workflow types:
Scan workflows
– contain configurable attributes to define the scan elements and output formats.
• Scan to Email
• Scan to Network folder
• SharePoint
• RightFax
System-managed workflows
– create icons on specific devices for quick access to the system-enabled functions.
These are non-configurable predefined workflows that can be added to any workflow container.
• Follow-You Printing
• Release All
• External application
Device-managed workflows
– add icons to any workflow container to provide direct access to the specific device native function.
• MFP Native Copy Function
• MFP Native Scan Function
• MFP Native Fax Function
NOTE: Scan destination Network folders must be created by the system administrator. Equitrac does not
automatically create Network folders, and they must already exist in order for them to be specified in a scan workflow.
7
When configuring a scan workflow, define the scan destination attributes by clicking the ellipsis button (...) beside the corresponding attribute’s default value. The Define attribute <Attribute> default value dialog box opens. a
Click <Add...> to add the Attribute elements,
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 381
Chapter 13: Managing Scan & User Workflows
b
Add any of the following attribute elements, and then click OK to save the default value.
Element
Text
Date
Time
User name
User’s email
User’s home scan folder
Billing Code
Device name
Device IP
Description
Static text
User session date
User session time
Logged in User name
User’s configured email address
User’s configured home scan folder
User’s billing code
Name of the scan device
IP address of the scan device
NOTE: Right-click on an existing attribute to either delete it, or move it up and down the attribute elements list.
c d
Select the Read only checkbox for the attribute if you want to prevent users from changing the value on the scan destination detail screen at the MFP.
Select the Hidden checkbox for the attribute if you want the attribute to remain hidden from users at the MFP.
Hidden attributes are automatically also marked as Read only.
NOTE: When defining a RightFax scan workflow, the Fax numbers default value must be entered as one continuous
block of numbers with no spaces or character separators. Multiple fax numbers must be separated with a semicolon ";" with no spaces. For example, 5195551234;5195556789;5195552468.
8
Click the Image preferences button to set the scan workflow resolution and type.
a b c
From the Resolution drop-down list, select the DPI for the specified scan workflow. Alternatively, select
Default
to use the global scan resolution set in the Scan configuration dialogue.
From the Scan type drop-down list, select Color or Monochrome for the specified scan workflow.
Alternatively, select Default to use the global scan type set in the Scan configuration dialogue.
Click OK.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 382
9
Click the Output file size button to define the scan file size settings.
Chapter 13: Managing Scan & User Workflows
a b
Enter a Max file size value in Mb for the scan output file.
If the scan output file size is larger than the Max file size, you can split the scan file into separate parts. Enter a
Numbering delimiter
to add to the scan name to distinguish the split files while still maintaining the original scan name. For example, a split file may be named MyScan_01, MyScan_02, MyScan_03.
NOTE: File splitting is only supported for PDF and TIFF formats.
c d
Select the Delimiter position as a Prefix or Suffix to the file name.
Click OK.
10
Click the Output formats button to view the list of available scan output formats. a
Select the scan output formats that will be available to users at the scanner. To select default output format, select the checkboxes under both Prompt and Default columns.
OCR Format
MFP’s output
PDF (Image)
PDF (Searchable)
TIFFs (Single pages)
Description
Deliver the unaltered file provided by the MFP.
Basic PDF (not searchable).
Basic Searchable PDF.
Single tiff image per page scanned.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 383
Chapter 13: Managing Scan & User Workflows
Format
TIFF (Multi-page)
JPEGs
PNGs
PDF (Searchable, MRC)
PDF (Searchable, PDF/A)
RTF - Formatted text
RTF - True page
RTF - Flowing page
Word (.docx) - True page
Word (.docx) - Flowing page
Excel (.xls)
Excel (.xlsx)
XPS (Searchable)
Text
Description
Single tiff file that contains multiple pages in the file.
Single JPEG image for each page scanned.
Single PNG graphics file for each page scanned.
Searchable PDF with additional compression. Useful for black and white documents with a large amount of text.
Searchable PDF meeting PDF/A-1b Archiving Standards.
Rich Text Format output for Mac and WordPad. Includes basic text formatting such as bold, italic, and paragraph breaks.
Rich Text Format matches most closely with the scanned text, but is more difficult to edit.
Uses RTF formatting to simplify editing, but does not match as closely to the original.
Word 2007 and 2010 - Matches most closely with the scanned text, but is more difficult to edit.
Word 2007 and 2010 - Uses Word formatting to simplify editing, but does not match as closely to the original.
Excel 2000 to 2003.
Excel 2007 to 2010.
Searchable XPS (Microsoft’s Portable Document Format).
Unicode text with no line breaks (line breaks added at the end of paragraphs, but not on the actual line of text).
PDF meeting PDF/A-1b Archiving Standards.
OCR
PDF/A (image)
NOTE: SPE produces DOCX, XLSX and XPS output files only if .NET Framework v4 is installed. DOC format (Word 2000 -
2003) is not supported in Equitrac Office or Express 5.7.
b c d
Select the Compress email attachments to a single zip file checkbox to bundle multiple scans into a zip file prior to delivery.
In the Limit email file attachments to field, enter the maximum file size allowable for an email attachment.
From the Optimize OCR drop-down list, select the quality of OCR processing. You can select to run OCR for
<Default> (xxx)
, Speed, Balanced or Accuracy. The Accuracy setting requires more processing time and resources.
NOTE: The "xxx" part of the "<Default> (xxx)" item is the value which is selected in the Scan configuration dialog.
The <Default> (xxx) item is the default for a new scanning workflow.
e
Click OK to return to the Workflow definition dialog box.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 384
Chapter 13: Managing Scan & User Workflows
f
In the Other settings section, select any additional functional options for the defined workflow.
Scan workflows
Auto logout when done
Auto start scan
Auto done scan
Skip prompt screens with defaults
Replay prompts on scan another document
Display job cost
Prompt for billing code
(Enabled/Disabled/Default)
Prompt for release key
(Enabled/Disabled/Default)
Function
Upon scan completion, the logged in user is logged out.
Allows the Scan Settings options and Job Details screens to be bypassed, allowing a scan to proceed immediately upon selecting a scan workflow.
Allows scanning to automatically complete after the last page has scanned. This setting can be configured on a per workflow bases and is configured with System
Manager.
Allows users to bypass all scan data entry screens. Rather than enter data, the scan job uses default entries. Job details can still be changed by selecting the “job details” button on the scan screen.
An Administrator can select whether subsequent scans re-use user supplied job details, or re-use the default values including new Time and Date fields.
The cost of the scan job is displayed.
The value for the billing code can be set to the default value, can override the default value and prompt, or can override the default value and not prompt.
The value for the release key can be set to the default value, can override the default value and prompt, or can override the default value and not prompt.
11
Click OK to save the workflow.
12
Click OK again when the all the desired workflows have been configured.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 385
Chapter 13: Managing Scan & User Workflows
Configuring Workflow Containers
Workflow containers are place holders for preconfigured user workflows (or functions) as they appear in the PCC
Launcher screen on the front panel of select PCC-enabled MFPs. Workflow containers may also be used to place additional containers and links to various device functions. Workflow containers can be configured to be accessible to all users, or only available to users assigned to specific departments.
To configure workflow containers, do the following:
1
In System Manager, go to Configuration > Workflows and scanning > Workflow containers.
2
When the Workflow containers dialog box first opens, a list of default containers is displayed. Any of these can be edited to suit the scanning needs of the organization. Additionally, custom containers can be created.
The default workflow containers include the following:
• Launcher – MFP home screen with Follow-You, Scan-to-Me and Scan as the default workflows.
• Quick Shortcuts – MFP navigation menu with Launcher, Follow-You and Scan-to-Me as the default links to containers and workflows.
• Scan – native MFP scan feature with Scan-to-Me as the default workflow.
In the Workflow containers dialog box, click <Add...> (or select an existing container from the list) to open the
Workflow container definition
dialog box.
3
Enter a Name for the workflow container.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 386
Chapter 13: Managing Scan & User Workflows
4
5
Click the Active checkbox to enable the container to be available to use.
From the Scope drop-down list, select either Departmental or Global. Global containers are accessible to all users, while Departmental containers are only available to users assigned to a specific department.
NOTE: The Launcher and Quick Shortcuts containers are always set to Global and Active. These options cannot be
changed since Launcher is the MFP home screen, and the Quick Shortcuts if the function navigation menu on the
MFP panel.
6
Select the desired workflows and containers to be added to the workflow container on the MFP panel. Add the function by clicking the name in the left pane and moving it to the right using the > button. Move any other functions from the right pane by selecting the function and using the < button. Once the workflows and containers have been added to the list in the right pane, use the Up and Down arrows to arrange the order in which the function buttons display on the MFP panel.
NOTE: Follow-You Printing, Scan-to-Me, Release all and External application are predefined workflows that are
available to add to any workflow container even if they have not been explicitly added as workflows in Workflow management.
7
8
9
Select the Default workflow for the workflow container.
Click OK to return to the Workflow containers dialog box.
Click OK again when the all the desired containers have been configured.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 387
Chapter 13: Managing Scan & User Workflows
Configuring Scan Processing and Delivery
The Scan Processing Engine (SPE) is responsible for controlling all scan features once user authentication has taken place. When a scan request is received by DCE, all scan information is passed to SPE to process. Use the Scan configuration dialog box to set the defaults for all scan processing. The defaults can be overwritten when configuring individual scan workflows.
To configure scan processing, do the following:
1
In System Manager, go to Configuration > Workflows and scanning > Scan configuration.
2
3
From the Delivery notifications drop-down list, select the destination where the user receives scan job notifications.
a
Select the Notify on Failure checkbox to have the user notified when a scan job fails.
b c
Select the Notify on Success checkbox to have the user notified when a scan job completes successfully.
Repeat the notification process for each type of scan destination you want to configure.
In the Default configuration section, do the following: a
Click the Language link to open the Language selection dialog box, and select the desired Active language(s) from the list. Up to five (5) languages or one (1) Asian language can be selected at a time.
NOTE: Asian languages can only be active alone, without any other active languages. For example, if Japanese is
selected, then no other language can be active at the same time. Asian languages automatically include English recognition, but English does not appear in the Active languages list.
NOTE: Due to the large number of OCR languages, slow processing time may occur.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 388
Chapter 13: Managing Scan & User Workflows
4 b c d
From the Resolution drop-down list, select the scan DPI. 300 DPI is the default setting.
From the Scan type drop-down list, select Color or Monochrome. Color is the default setting.
From the Optimize OCR drop-down list, select the quality of OCR processing. You can select to run OCR for
Speed
, Balanced (default) or Accuracy. The Accuracy setting requires more processing time and resources. e
Click the Disclaimer link to open the Disclaimers dialog box, and <Add> an email disclaimer. Provide a
Name
and Text for the email disclaimer, and click OK. Optionally, a default disclaimer can be selected.
In the Output format labels section, you can customize the labels displayed to the user during the scan workflow.
Click the text field beside the label you want to edit and enter the new text. Labels with too many characters are truncated. Equitrac recommends keeping labels to 25 characters or fewer.
Format
MFP’s output
PDF (Image)
PDF (Image, PDF/A)
PDF (Searchable)
PDF (Searchable, MRC)
PDF (Searchable, PDF/A)
Excel (.xls)
Excel (.xlsx)
RTF - Flowing page
RTF - Formatted text
RTF - True page
Text
Word (.docx) - Flowing page
Word (.docx) - True page
XPS (Searchable)
JPEGs
PNGs
Description
Deliver the unaltered file provided by the MFP.
Basic PDF (not searchable).
Basic PDF meeting PDF/A-1b Archiving Standards.
Basic Searchable PDF.
Searchable PDF with additional compression. Useful for black and white documents with a large amount of text.
Searchable PDF meeting PDF/A-1b Archiving Standards.
Excel 2000 to 2003.
Excel 2007 to 2010.
Uses RTF formatting to simplify editing, but does not match as closely to the original.
Rich Text Format output for Mac and WordPad. Includes basic text formatting such as bold, italic, and paragraph breaks.
Rich Text Format matches most closely with the scanned text, but is more difficult to edit.
Unicode text with no line breaks (line breaks added at the end of paragraphs, but not on the actual line of text).
Word 2007 and 2010 - Uses Word formatting to simplify editing, but does not match as closely to the original.
Word 2007 and 2010 - Matches most closely with the scanned text, but is more difficult to edit.
Searchable XPS (Microsoft’s Portable Document Format).
Single JPEG image for each page scanned.
Single PNG graphics file for each page scanned.
OCR
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 389
Chapter 13: Managing Scan & User Workflows
Format
TIFF (Multi-page)
TIFFs (Single pages)
Description
Single tiff file that contains multiple pages in the file.
Single tiff image per page scanned.
OCR
NOTE: SPE produces DOCX, XLSX and XPS output files only if .NET Framework v4 is installed. DOC format (Word 2000 -
2003) is not supported in Equitrac Office or Express 5.7.
NOTE: If SPE is installed on Windows Server 2008 R2 and the selected output format is any TIFF, JPEG or PNG formats,
and the processed documents do not appear in the workflow destinations, the problem may be solved by installing
Microsoft's "Platform Component Update (KB2670838)" (http://support.microsoft.com/kb/2670838).
Configuring SMTP Mail Server for SPE
Unique SMTP mail server settings can be configured for every Scan Processing Engine (SPE). Separate SMTP servers will help balance the email load by sending scans through multiple mail servers.
On the server running SPE, do the following:
1
2
3
4
5
Select Start > Run.
Type regedit and click OK to open the Registry Editor.
In the Registry Editor, go to HKEY_LOCAL_MACHINE\Software\Equitrac.
Create an SPE registry key.
In HKEY_LOCAL_MACHINE\Software\Equitrac\SPE, create the following string values:
• "SMTPServer" - SMTP server name which local SPE is going to use.
• "SMTPServerUser" - SMTP server user name.
• "SMTPServerPass" - SMTP server user password.
• "SMTPServerAddressForSystemGeneratedMessages" - Mail ‘From’ address for system generated messages.
If the SMTPServer value doesn't exist or is empty, SPE will use the SMTP mail server values configured in System
Manager. If the SMTPServer value does exist, SPE will use the values from the registry. See
Configuring the Mail
Server for Email Notifications
on page 257 for details.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 390
Chapter 13: Managing Scan & User Workflows
Configuring Scan Load Balancing
An SPE requires at least one DCE to operate, and multiple SPEs can be deployed per DCE to manage the scan load requirements. Scanning requirements for organizations differ based upon the amount of scanning performed, and how much, if any, OCR processing is used during the scanning process. Typically, a separate SPE server option is selected only if OCR processing is used. Equitrac recommends planning your installation based upon your scanning needs.
• Organizations performing minimal amounts of scanning or OCR processing can install the SPE along with all other Equitrac Core Components on the same server.
• Organizations performing regular scanning and OCR work should consider deploying the SPE onto separate servers.
• Organizations performing heavy scanning and OCR processing should scale the SPE requirements to their needs.
One or more SPEs can be deployed to their own servers if the shared DCE/SPE server cannot adequately resolve the scan and OCR needs. Various configurations are possible in such a setup. Equitrac Office and Express can be configured with multiple SPEs, where some are designated for scans, others for OCR.
NOTE: When scanning highly-detailed documents (e.g. documents with deep color contrast of text and background,
or high quality images), increasing the scan DPI may be necessary to ensure optimum OCR output quality.
To configure load balancing, do the following:
1
In System Manager, go to Configuration > Workflows and scanning > Scan configuration.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 391
Chapter 13: Managing Scan & User Workflows
2
Click Load balancing. The Equitrac Scan processing and load balancing configuration dialog box opens:
3
In the Available Scan Processing Engine (SPE) nodes section, click <Add...> to add an SPE node.
4
In the SPE node parameters dialog box, do the following: a
Enter the SPE name or IP address.
b c
In SPE threads, select the number of scan jobs that can be simultaneously processed by SPE. Typically, scan processing is achieved quickly, and the default value of 5 is acceptable. However, complex operations such as
OCR processing, can be time consuming. The value for SPE threads represents a balance between quick processing time and system resources.
In OCR threads, select the number of simultaneous OCR jobs the system can perform. OCR jobs are typically
CPU and memory intensive. OCR threads are a sub-set to SPE threads, and this number represents the number of SPE threads that are OCR jobs. This number cannot exceed the number of SPE threads.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 392
Chapter 13: Managing Scan & User Workflows
d e
In the Scan job storage path field, enter the local folder used as a scan repository on the SPE server. This folder stores failed scan jobs until purged by the system.
Enter the DNS name or IP Address of the Web server hosting the Equitrac Scan Client. This is necessary in order for SPE to include the URL link with outgoing emails.
NOTE: If the Equitrac
Scan Client is running on the same machine as SPE, then enter the name of the SPE server. If the Scan Client is not running on the same machine as SPE, then enter the name of the IIS web server hosting the
Scan Client.
f g h
Select the SMTP connection from the drop-down list.
Click OK to close the SPE node parameters dialog box.
Right-click the newly created SPE node, and select Get Info from the menu.
5
6
The SPE counters dialog box opens, verifying that the SPE node can be connected using the provided node parameters, and that the Scan job storage path is valid and has Available job storage space. The dialog box also displays the SPE status.
In the Scan processing device site assignment section, select a DCE from the DCE Name Or IP column. The list displays all available DCEs in the current deployment.
In the DCE scan overrides dialog box, you can change the global scan default settings if desired: a
Click the Language link to open the Language selection dialog box, and select the desired Active language(s) from the list of OCR languages. Up to five (5) languages can be selected. Alternatively, select the Use <default>
configuration
checkbox.
NOTE: Asian languages can only be active alone, without any other active languages. For example, if Japanese is
selected as the active language, then no other language can be active at the same time.
NOTE: Due to the large number of OCR languages, slow processing time may occur.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 393
Chapter 13: Managing Scan & User Workflows
7 b c d
From the Resolution drop-down list, select the scan DPI.
From the Scan type drop-down list, select Color or Monochrome.
Click OK to close the DCE scan overrides dialog box.
Click Add... in the SPE Name Or IP column, and select any available SPE node. The selected SPE will accept scan job requests from the DCE selected in the DCE Name Or IP column.
Repeat the above process for all DCEs, adding as many SPEs to each DCE as required.
CAUTION: This process requires advanced knowledge about the requirements of the organization, how many SPEs
may be required for any given DCE, and how many threads or OCR capabilities are needed per DCE. The task of assigning DCEs to SPEs should only be performed by systems administrators with this knowledge. Improper configurations can result in longer wait times or resources not being used to their potential.
8
9
In the Purge stored or failed jobs after field, enter a value in hours for how long stored scan jobs are held in the scan jobs storage path. These jobs can be retrieved locally using the Scan Client for further processing. Once this time interval passes, the jobs are deleted from the Scans tab of the Scan Client. By default, the purge time is set to
96 hours. The minimum time is 24 hours, and the maximum is 999 hours.
Click OK to close the Scan configuration dialog box.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 394
Chapter 13: Managing Scan & User Workflows
Configuring Scan Destinations
Equitrac Office and Express support sending scans to email, network folders, RightFax servers and SharePoint servers via Equitrac controlled devices. RightFax and SharePoint servers need to be configured with login credentials and applicable server names or URLs in System Manager in order for users to access these servers to get their documents.
Scan Destinations must be configured for RightFax, SharePoint and Scan to folder. However, Scan Destination setup is not required if RightFax or SharePoint servers are not being used.
To configure RightFax and SharePoint server scan destinations, do the following:
1
In System Manager, go to Configuration > Workflows and scanning > Scan destinations.
2
When the Scan destinations dialog box first opens, default RightFax and SharePoint server destinations are displayed. The server information and login credentials for the default destinations can be edited, however the name cannot be changed. Additionally, custom destinations can be created.
To configure a RightFax scan destination, do the following: a
In the Scan destinations dialog box, click <Add...> (or select the RightFax default from the list) to open the
Scan destination definition
dialog box. f b c d e g
Enter a Name for the destination. If using the default, the name cannot be changed.
From the Type drop-down list select RightFax. If using the default, the type cannot be changed
Enter the RightFax Server name.
Enter the Userid and Password credentials.
From the Post transactions as drop-down list select either One transaction (scan only) or Multiple
transactions (one scan and multiple fax)
.
Select the Cover sheet default checkbox to include a cover sheet with the fax.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 395
Chapter 13: Managing Scan & User Workflows
3
4 h a
Click OK to close the Scan destination definition dialog box.
Click OK again to close the Scan destinations dialog box.
To create a SharePoint scan destination, do the following:
In the Scan destinations dialog box, click <Add...> (or select the SharePoint default from the list). b c d e
Enter a Name for the destination. If using the default, the name cannot be changed.
Select SharePoint from the Type drop-down list. If using the default, the type cannot be changed.
Enter the Login and Password credentials.
Enter the URL for the SharePoint server including the scan destination folder. For example, http://
<sharepoint_server>/Folder/QA
. The SharePoint URL must contain the server name, and cannot be in the form of the server’s IP address.
NOTE: Equitrac does not automatically create folders on SharePoint servers; and the folders must already exist in
order for them to be used as scan destinations. The system administrator must set the appropriate permissions for the Equitrac service user on the scan destination folder in order for scans to be successfully uploaded to the
SharePoint server.
5 f
Click OK to close the Scan destination definition dialog box.
Click OK again to close the Scan destinations dialog box.
NOTE: When scanning to SharePoint, the default behavior is to overwrite an existing file of the same name. In order to
maintain multiple copies of these files, the versioning feature must be enabled in SharePoint. When versioning is enabled, further scans with the same name are appended with an increasing value. For example, Filename,
Filename(001), Filename(002). Refer to the SharePoint documentation for setup details.
There can be multiple RightFax and SharePoint servers available as scan destinations. Once a destination server is configured, it is added to the Destination drop-down list in the scan workflows configuration dialog box. See
Configuring Workflows
on page 380 for details.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 396
Chapter 13: Managing Scan & User Workflows
Enabling Scan-to-Me
The Scan-to-Me feature allows the user to scan a single or double-sided document and email it to themselves.
To enable this feature, do the following:
1
In System Manager, go to Configuration > Workflows and scanning > Scan-to-Me and select Enable.
2
Set the following options as needed:
Option
Enable advanced settings
Duplexing
Resolution
Scan type
Enable To field
Exclude logged in user email address
Description
When enabled, this adds a manual configuration menu to the system, including Scan
settings, Auto density, Feed type, and Filename/type to the Scan-to-Me screen on the
MFP. Users can click on the menu items to change scan settings.
Select either Duplex or Simplex. The default setting is Duplex.
Select the DPI for the scan resolution. The default resolution is 300 DPI.
Select either Color scan or Monochrome scan. The default setting is Color.
When enabled, the To field on the Scan-to-Me screen on the MFP is editable, allowing users to enter one or more email addresses.
When the Enable To field is selected, the email address of the user performing the scan can be exclude from the To field, and not receive the scan in their mailbox. If the To field is empty, then the user’s email address is automatically put back into this field.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 397
Chapter 13: Managing Scan & User Workflows
Option
Enable CC field
Notify on
Description
When enabled, adds the Cc field to the Scan-to-Me screen on the MFP, allowing users to enter one or more email addresses. The scan is sent to users in the Cc list, as well as to the user who performed the scan.
Select Failure and/or Success to receive an email notification if the scan failed or was sent successfully.
NOTE: At login, if the user selects the Scan-to-Me function but there is no email address for this user in Equitrac’s
Accounts Manager, they only see the Access Functions screen. The Scan-to-Me option is not available to users without an email account associated with their Equitrac account.
3
Select a default sender’s email, subject line and file name to appear on Scan-to-Me jobs.
a
Click the ellipsis button (...) beside the From, Subject and File name fields. The Define attribute <Attribute>
default value
dialog box opens. b
Click <Add...> to add the Attribute elements. c
Add any of the desired attribute elements from the list, and then click OK to save the default value.
Right-click an attribute elements to move it up and down the list, or to delete it.
Element
Text
Date
Time
User name
User’s email
User’s home scan folder
Billing Code
Device name
Device IP
Description
Static text
User session date
User session time
Logged in User name
User’s configured email address
User’s configured home scan folder
User’s billing code
Name of the scan device
IP address of the scan device
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 398
Chapter 13: Managing Scan & User Workflows
Element
System email
User input
Description
System configured email address used for system generated messages
User is prompted to enter information at the device
NOTE: Scan-to-Me can be configured to use either User’s email, system email, or any other specified valid email
address in the “From” field for emailing notification messages to users. The “From” address configuration in System
Manager must be allowed by the email server configuration or the email notifications will not be sent. For example, although different emails can be used as the “From” address, if more than one email address is configured, the email server will determine the address to be invalid, and the user will not receive the notifications emails.
4
Click OK to save the settings.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 399
Chapter 13: Managing Scan & User Workflows
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 400
