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Xerox Document Centre 220 Getting Started

Scanning services
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Xerox Document Centre
220/230/332/340ST
Companion to Getting Started with
Scanning Services
701P99853

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  Summary of Contents for Xerox Document Centre 220

  • Page 1 Xerox Document Centre 220/230/332/340ST Companion to Getting Started with Scanning Services 701P99853...
  • Page 2 Changes are made periodically to this document. Technical updates will be included in subsequent editions. As an ENERGY STAR® partner, Xerox Corporation has determined that this product meets the ENERGY STAR® guidelines for energy efficiency. Terra Choice Environmental Services Inc. of Canada has verified that this Xerox product conforms to all applicable Environmental Choice EcoLogo requirements for minimized impact to the environment.
  • Page 3: Table Of Contents

    Table of Contents 1.Introduction and Scanning Overview ... 1-1 Scanning Overview...1-4 Scan Templates ...1-6 Overview of Repositories ...1-9 2.Set Up Scanning - NetWare ... 2-1 Before You Start ... 2-1 Set Up Options ... 2-2 3.Set Up Scanning - FTP (File Transfer Protocol) ... 3-1 Before You Start ...
  • Page 4 Companion to Getting Started with Scanning Services...
  • Page 5: Introduction And Scanning Overview

    Xerox provides a network scanning solution for all scanning users. After the optional Scanning Services kit is installed on the Xerox Document Centre 220/230/332/340ST, you can select scanning features, scan documents, and transfer them to a file server. The document can then be accessed from your workstation or shared with other users connected to the network, if desired.
  • Page 6: Who Should Use This Guide

    Procedures for both of these file transfer options are contained in this guide. NOTE If you will be using Xerox’s CentreWare Network Scanning Services to set up scanning on the DC220/230/332/340ST, refer to the Getting Started with Network Scanning Services guide now.
  • Page 7: What To Do Next

    Ethernet and Token Ring (if PCI card installed) and requires an FTP server running on a server or a workstation. 3. OPTIONAL: If you are using Xerox CentreWare Internet Services to perform network scanning, refer to the Getting Started with Internet Services guide.
  • Page 8: Scanning Overview

    Scanning Overview Scanning a document has traditionally involved a dedicated scanner attached to a single PC. In this environment, a single user at the PC has access to the scanner. Other users cannot scan documents without interrupting the person using the scanner and PC. This is inconvenient and inefficient.
  • Page 9 NOTE Automatic retrieval of the scanned document to a workstation is possible using Xerox’s CentreWare Network Scanning Services. Refer to the Getting Started with Network Scanning Services guide for more information. A “dedicated file server” is not required. The DC220/230/332/ 340ST can store documents on an existing file server.
  • Page 10: Scan Templates

    @default.xst template for all scanning users. In this environment, additional scan templates can easily be created using only Xerox’s CentreWare Internet Services, or the CentreWare Template Utility. You MUST refer to the Getting Started with Internet Services guide to create templates with Internet Services, or the Getting Started with Network Scanning Services guide to use the CentreWare Template Utility.
  • Page 11: The Scanning Process

    The Scanning Process Under the control of the instructions in the scan template, the Xerox DC220/230/332/340ST can scan hard copy documents and create electronic Tagged Image File Format (TIFF) / Portable Document File Format (PDF) files. NOTE The DC 332/340ST supports both PDF and TIFF File Formats.
  • Page 12 scan the hard copy document at the DC220/230/332/340ST. Scan templates define the Directory and the Document Folder on the server where the scanned file will be stored. 2. The scanned files are sent to a specified location on the file server.
  • Page 13: Overview Of Repositories

    3. A user retrieves the TIFF/PDF files. The user manually retrieves the TIFF/PDF files and can then manipulate the electronic file as desired. For example, Visioneer PaperPort, which is included on the Scanning Services option can view and edit TIFF files. PaperPort has an intuitive interface that enables you to annotate, organize, file, and locate scanned documents.
  • Page 14 Filing Policy choice, keep in mind that it also requires more disk space than the Overwrite Filing policy. Output Image Quality Multi-Page TIFF can be enabled using Xerox CentreWare Internet Services. When Multi-Page TIFF is enabled, a single TIFF file will be created for a multi-page document. This single TIFF file will contain all the pages of the document.
  • Page 15 Portable Document File(PDF). The DC 332/340ST supports both PDF and TIFF File Formats. The PDF image format is a TIFF image enclosed within a PDF wrapper. The DC220/ 230ST supports only the TIFF image format. CAUTION Not all applications will accept the Multi-Page TIFF format. Applications that do not support Multi-Page TIFFs will typically import and display only the first page of the document.
  • Page 16 Logging in to Multiple File Servers The same DC220/230/332/340ST can log into more than one file server and transfer a file to a document repository, but not at the same time. This is similar to a user logging into more than one file server. The scanner requires accounts in all file servers that it needs to access.
  • Page 17: Set Up Scanning - Netware

    2.Set Up Scanning - NetWare Before You Start Prior to starting the installation procedure, perform the following steps: 1. Ensure that the DC220/230/332/340ST is connected, configured, and operating correctly as a printer. 2. Use the SYSCON utility for NetWare 3.x, or NWADMIN for NetWare 4.x to create a user account on the file server for the scanner.
  • Page 18: Set Up Options

    NetWare environment, go to the section of this chapter titled Set Up Scanning now. Use Xerox CentreWare Internet Services Xerox’s CentreWare Internet Services is accessed through the embedded HTTP server on the DC220/230/332/340ST that allows System Administrators and users to configure scan settings.
  • Page 19 If you will be using CentreWare Internet Services to complete the installation, perform these steps. A. Refer to the chapter titled “Internet Printing” of the Xerox DC220/230/332/340ST System Administration Guide. B. Follow the instructions located in the section of the chapter titled “Enabling CentreWare Internet Services”.
  • Page 20 Repository Directory Repositories are directories or filing destinations where documents are stored and held in .XSM (Xerox document stor- age) format folders. The default folder name is NETSCAN.XSM. A repository name cannot exceed 8 characters.
  • Page 21 Set Up Scanning 1. Enter System Administrator Setups: A. Press the [Access] button on the DC220/230/332/340ST Control Panel. B. Using the keypad, enter [ #22222] (or the current System Administrator password) and then press [Enter] on the Control Panel Touch Screen. You must enter the # character before entering 22222.
  • Page 22 B. Select [Save] when finished. 4. Enter the NDS Tree and NDS Context information (necessary for Bindery and NDS installations): A. For a NetWare Bindery installation: Press [NDS Tree]. Press [Edit] and use the keypad on the screen to enter a dash [-].
  • Page 23 OU=SHIPPING.OU=MANUFACTURING.O=XEROX.C=US In this example, SHIPPING is an organizational unit within MANUFACTURING, which is an organizational unit within XEROX. The US (United States) is the country in which these organizations exist. C. Press [Save] when finished. 5. Enter the Login Name.
  • Page 24 8. Press [Filing Policy] and choose [Overwrite], [Append], [New Exact] or [New Auto Generate]. Overwrite will replace the previous document with the last scanned document. Append will add each document scanned to the repository without deleting any previously scanned documents. New Exact checks to see if any files already exist in the document repository.
  • Page 25 13. Check the settings on the Configuration Sheet against the information that was entered. 14. It is recommended that you install the Visioneer PaperPort software, which is shipped on a CD ROM and included with your DC220/230/332/340ST when you purchase Scanning Services.
  • Page 26 by selecting options from the Scan Setups tab on the DC220/ 230/332/340ST Touch Screen (for example, Reduce/Enlarge or Basic Image Quality). Any changes you make from the Touch Screen apply only to the current job. The template settings will be restored after the completion of the scan job. E.
  • Page 27 H. The scanned file is transferred to a folder in the scanner account on the file server. The .XSM extension on the folder represents a Xerox document storage format that is designed to simplify integration with third-party software applications. I. At your workstation, view or list the directory path for the scanner account on the file server.
  • Page 28 K. At this point, the TIFF/PDF file can be imported into any software application that can accept TIFF/PDF files. L. Scanning is now ready to operate. Subsequent scanning operations can be modified by changing the selections in the Default Template using the DC220/230/332/340ST Touch Screen.
  • Page 29: Set Up Scanning - Ftp (File Transfer Protocol)

    3.Set Up Scanning - FTP (File Transfer Protocol) Before You Start Prior to starting the installation procedure, perform the following: 1. Ensure that the DC220/230/332/340ST is connected, configured, and operating correctly as a network printer. 2. Ensure that FTP Services is running on a platform on the network.
  • Page 30: Set Up Options

    Set Up Scanning now. Use Xerox CentreWare Internet Services Xerox’s CentreWare Internet Services is accessed through the embedded HTTP server on the DC220/230/332/340ST that allows System Administrators and users to configure scan settings.
  • Page 31 If you will be using CentreWare Internet Services to complete the installation, perform these steps. A. Refer to the chapter titled “Internet Printing” of the Xerox Document Centre 220/230/332/340STST System Administration Guide.
  • Page 32 DC220/230/332/340ST and saved electron- ically in a designated file server repository. Repository Directory Repositories are directories or filing destinations where documents are stored and held in .XSM (Xerox document stor- age) format folders. Table 3-1: General Installation Requirements Page 3 - 4 Provided...
  • Page 33: Set Up Scanning

    Set Up Scanning 1. Enter System Administrator Setups: A. Press the [Access] button on the DC220/230/332/340ST Control Panel. B. Using the keypad, enter [ #22222] (or the current System Administrator password) and then press [Enter] on the Control Panel Touch Screen. You must enter the # character before entering 22222.
  • Page 34 B. Select [Save] when finished. 4. Enter the Login Name. A. Press [Login Name]. B. Press [Edit] and use the keypad on the screen to enter the name of the user account for the scanner. CAUTION The Login Name is the name of the Scan User account. It should be entered exactly as you entered it when you created the account.
  • Page 35 New Exact checks to see if any files already exist in the document repository. If there are no files in the repository, the newly scanned files are sent to it. If there are files stored in the repository, the scan job is aborted. New Auto Generate creates a new directory structure, based on the time and date of creation, into which the TIFF images are filed.
  • Page 36 PaperPort allows you to annotate, organize, file and locate scanned TIFF documents. After you scan a document at the DC220/230/332/340ST, you can access PaperPort and retrieve the scanned file within the PaperPort application. With PaperPort links, you can transfer documents between the PaperPort desktop and other applications and devices on your workstation.
  • Page 37 H. The scanned file is transferred to a folder in the scanner account on the file server. The .XSM extension on the folder represents a Xerox document storage format that is designed to simplify integration with third-party software applications.
  • Page 38 NETSCAN.DAT is an ASCII file which contains the names of the TIFF/PDF files scanned with the last scanning operation. This file is updated after every successful storage of a .TIF file. NEXTNAME.DAT is an ASCII file which contains the name of the next available .TIF file. This name is controlled and incremented based on the Filing Policy specified in the job template.
  • Page 39: Hints And Tips / Problem Solving

    4. Hints and Tips / Problem Solving Hints and Tips 1. Prior to performing the initial scan job, verify the following from a workstation on the network by logging into the scan account and copying a file into the scan repository: The DC220/230/332/340ST user account and password are correct.
  • Page 40: Installation Considerations

    NOTE The DC 332/340ST supports both PDF and TIFF File Formats. The PDF image format is a TIFF image enclosed within a PDF wrapper. The DC220/230ST supports only the TIFF image format. Installation Considerations Filing Policy An advantage of the Overwrite policy is that minimal disk space is required since files are deleted and recreated for each scan job.
  • Page 41 Scan Templates Use Xerox CentreWare Internet Services to create additional scan templates, so users do not need to manually modify the default scan template for each scan job. Sharing One Document Repository Among Multiple DC220/230/332/340STs More than one DC220/230/332/340ST may use a document repository.
  • Page 42: Problem Solving

    DC220/230/332/340ST. Resolve any copier problems first. Perform the corrective action that is recommended by the Xerox Document Centre 220/230/332/ 340ST User Guide. Do not attempt to resolve a network scanning problem if the copier functions are not operating correctly.
  • Page 43: Error Messages

    Error Messages Problem File delete, replace failed Filing directory already exists File transfer failed Login failure. Check user, password, and/or setups Companion to Getting Started with Scanning Services Corrective Action During an Overwrite operation (a Filing Policy option), an attempt to remove files from the remote directory failed.
  • Page 44 Problem Protocol not running Remote directory lock failed Page 4 - 6 Corrective Action A user tried a scanning operation with a destination on the NetWare server. The NetWare protocol is not currently enabled. Enable it. The repository that you are attempting to send a job into with a scanning operation is in use by another DC220/230/332/340ST.
  • Page 45: Glossary

    Filing Policy and repository location. Template Pool The Template Pool is the central location on a server where scan templates created with Xerox’s CentreWare Scanning Services are stored. Filing Policy The Filing Policy specifies the method used to store the TIFF/ PDF images in the document repository.
  • Page 46 Page 5 - 2 Companion to Getting Started with Scanning Services...
  • Page 47: Index

    Index Append 1-10 Default Template 1-6 Error Messages 4-5 Existing Accounts 1-11 Filing Policy 1-10, 4-2 General Installation Requirements Hints and Tips / Problem Solving Installation Considerations 4-2 Internet Services 1-1 Introduction and Scanning Over- view 1-1 Logging in to Multiple File Servers Companion to Getting Started with Scanning Services 1-12 Multi-Page TIFF 1-10, 2-2, 3-2...
  • Page 48 Overview of Repositories 1-9 Overwrite 1-10 Portable Document File (PDF) 1-11, 2-3, 3-3 Private Repositories 1-9 Problem Solving 4-4 Public Repositories 1-9 Repository Filing Policy 1-10 Scan Templates 1-6, 4-3 Scanning Overview 1-4 Scanning Process 1-7 Scanning with the DC220/230/332/340 1-5 Set Up Options 3-2 Set Up Scanning 3-5 Set Up Scanning - FTP 3-1...