HP T1936AA - Digital Sending Software Support Manual

Hp mfp digital sending software v. 4 - support guide.
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   Summary of Contents for HP T1936AA - Digital Sending Software

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    hp mfp digital sending software v. support...

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    hp mfp digital sending software v. support...

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    HP shall not be liable for technical or editorial errors or omissions contained herein. A user of the Hewlett-Packard software product associated with this guide is granted a license to: a) print hard copies of this guide...

  • Page 5: Table Of Contents

    HP customer care service and support ........39 Hewlett-Packard limited warranty statement ....... . . 40 HP software license terms .

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    ENWW...

  • Page 7: Features And Options

    The HP MFP Digital Sending Software v. Features and options The HP MFP Digital Sending Software v. (HP DSS v. is a software application that enables an HP Multifunction Peripheral (MFP) to send scanned documents directly to several types of destinations. E-mail Send the document as an attachment to one or more e-mail addresses.

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    a secure manner. The name of the control panel key on the MFP is set by the HP DSS administrator. The feature is identical to e-mail, using the same fields and address books. Workflow Workflows give MFP users the ability to send additional information along with the scanned document to a specified network location.

  • Page 9: How To Configure

    Use the following instructions to open the program. On the server where the HP DSS software was installed, click Start, and then click Programs, and then Hewlett-Packard, and then HP MFP Digital Sending Software, and finally, click Configuration Utility. In the HP Digital Sending Software Configuration dialog box, select This computer and click OK.

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    If your server supports it, ESMTP (Extended SMTP) can be used to send e-mail. This capability is automatically detected and no specific configuration steps are necessary. The e-mail service is also compatible with the DSN (Delivery Status Notification) standard. The document that you scan at the device becomes an attachment to your e-mail message. The Portable Document Format (.PDF) file format is most often used for the attachments, which gives recipients the ability to both view and print them.

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    Click the Advanced... button on this tab to specify any X-Headers that you want to include in the e-mails. Using the Authentication tab The Authentication tab controls how users are authenticated when using the digital-sending features. Authentication is an important security feature. It is highly recommended that authentication be enabled on in order to prevent unauthorized use of the digital sending features.

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    Using the Fax tab The Fax tab controls all of the HP DSS fax settings. To configure the fax option, first select the fax type from the Faxing Method drop-down list. The following options are available: None LAN Fax Internet Fax MS Windows 2000 Fax Depending on which method is selected, the applicable settings will be displayed on the Fax tab.

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    Click Browse… to browse to a folder location, and then click OK to accept it. Supported operating systems for folder destinations are Windows 98, Windows NT, Windows 2000, Note Windows XP, Windows 2003, and Novell. Select the credentials you want to use for access to the folder from the Access Credentials drop-down list.

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    Select the workflow menu you have just created. Click the Add Form... button. The Workflow Form dialog appears. Type a name for the new form into the Form Name text box. Select the destination type from the Destination Type drop-down list. The options are Folder, FTP Site, and Printer.

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    h After creating all of the required prompts, use the Move buttons at the bottom of the list to adjust the order of the prompts. i Click OK to accept the new set of prompts. The new prompts appear in the Prompts area of the Workflow Form dialog box.

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    select Daily, Weekly, or Monthly, you will be able to set a specific time and day of the week for the replication process. Personal address books Select the Enable PABs check box to enable users to use their personal address books to address e-mail on the MFP.

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    are made on the general HP MFP DSS Configuration program tabs. You must use this interface to enable the digital sending features for the individual devices. Even if a Note feature is enabled on the DSS configuration tabs, it is not enabled on the device until it has been enabled in the Configure MFPs interface.

  • Page 18: Architectural Overview

    To uninstall the software from Windows 2000 or XP, you must log on with administrator privileges. Note Close all of the open programs. On the Start menu, point to Programs, point to Hewlett-Packard, point to HP MFP Digital Sending Software, and then click Uninstall. In the Confirm Uninstall dialog box, click OK.

  • Page 19: Legacy Support, Hp Address Book Manager, Older Mfp Models, Environments And Protocols, Network Operating Systems

    Digital sending components of a network (continued) Component Description Web browser A Web browser from any computer on the network can be used to configure and monitor DSS v. via an HP Web Jetadmin tool. SMTP gateway This gateway is used for the e-mail and Internet fax digital sending options. LAN fax server This server is used for the LAN fax digital sending option.

  • Page 20: Novell Netware Support, Types Of Destinations, E-mail

    • Windows 2003 Standard Server or Enterprise Server Pentium ® III or higher computer 256 MB of RAM (512 MB if generating OCR output) 200 MB of hard-disk space CD-ROM drive Fast Ethernet 100Base-TX, Ethernet 10Base-T, or 10Base-2 (BNC) Microsoft Internet Explorer (or later) Novell NetWare support Access to Novell file servers enables HP DSS v.

  • Page 21: Authentication

    Sending pages as photo quality and as either the TIFF format or MTIFF format might result in Note attachments that cannot be read in some applications. TIFF files can be viewed using the Windows Paint application. This application can be found under the Programs > Accessories menu. If your SMTP size limit is exceeded, the e-mail is distributed as multiple e-mail messages.

  • Page 22: Authentication Methods, Addressing Capabilities

    Authentication Methods Microsoft Windows This method integrates with the Microsoft Windows domain. LDAP server This method uses an LDAP server to both authenticate the user and obtain the user’s e-mail address. Novell Client Software The following methods are only available if your computer is running the Novell Client software. Novell NDS: This method integrates with Novell Directory Services.

  • Page 23: Authentication And Address Book Availability, Personal Address Books, Local Mfp Address Book Preservation

    Method Description Effect at the control panel Using a HP DSS v. As you type the initial characters in a name, takes a snapshot of replicated LDAP the MFP attempts to complete the name the LDAP server’s database and address book from the names in the address book.

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    Dynamic Authentication View “Local” View “Personal” LDAP Enabled Enabled Guest Guest Global (Replicated LDAP/ABM) Public Distribution List Private Private Personal Personal Personal Distribution List Personal Distribution List Guest Guest Global (Replicated LDAP/ABM) Public Distribution List Guest Guest Dynamic LDAP Private Private Personal Personal...

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    To open the Address Book Manager: From your computer, click Start, and then point to Programs. Point to Hewlett-Packard, and then click HP Address Book Manager. The Address Book Manager window appears. In the Digital Sender name field, type the DNS name or IP address for the HP DSS server, or choose a previously entered DNS name or IP address from the drop-down list.

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    Licenses from prior versions DSS v. will support both the Secure Access and Communications license types that activated the features of the prior version of this product (3.x). These license types will be automatically converted to Workflow Process and Document Management licenses when used with v. Although this will give you full functionality of all DSS features for current MFP models, older model devices will still only support their original Digital Sending feature set when serviced by DSS v.

  • Page 27: Support Tools, Using Windows Service To Start And Stop

    Support tools and procedures Support tools See the following table for information about the tools that you can use to support HP DSS v. Support tools Tool Purpose Windows services Stop and start HP DSS v. “Using Windows service to start and stop” on page HP MFP DSS Reach configuration options: Configuration Utility...

  • Page 28: Using The Hp Mfp Dss Configuration Utility, Using The Activity Log

    To reach configuration options through the administrator computer From the computer on which HP DSS v. is installed, click Start and then point to Programs. Point to Hewlett-Packard, point to the HP MFP Digital Sending Software program group, and then click Configuration Utility. Using the activity log The activity log is an important tool for monitoring digital sending activities.

  • Page 29: Using The Windows Event Log, Using The Hp Address Book Manager (abm)

    Information recorded about each event Severity of event (information, warning, error) User Description of event Date and time Supplementary details (such as list of destinations, size and number of pages, and format) You can sort messages by the type of information (for example, by severity in order to list all error messages first).

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    To reach the ABM From your computer, click Start and then point to Programs. Point to Hewlett-Packard, point to the Address Book Manager program group, and then click HP Address Book Manager. The HP Digital Sender Login dialog box opens.

  • Page 31: Introduction

    Troubleshooting Introduction This chapter is your guide to resolving problems that might occur while you are using HP DSS v. or the HP MFP DSS Configuration Utility. The chapter is divided into the following sections: “Sources for information about problems” on page 26 “Common digital sending problems”...

  • Page 32: Sources For Information About Problems

    Sources for information about problems Sources for information about problems Source Description MFP online Help system MFPs feature an online Help system that provides instructions for resolving common problems. To gain access to Help, press on the control panel. Activity log messages The activity log is a record of digital sending events and is probably your best tool for troubleshooting.

  • Page 33: Common Digital Sending Problems

    Common digital sending problems Use the table below to solve common digital sending problems. As a general rule for all problems, check the control panel, event log, and activity log for relevant messages. See the following for an explanation of messages: Control panel messages—“Control panel messages”...

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    Common digital sending problems (continued) Problem Description and actions An e-mail transmission If you typed the e-mail address at the control panel, resend the e-mail did not arrive at the message, making sure you type the address correctly and that it is in the destination e-mail correct format (no spaces, required @ sign, required period).

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    Common digital sending problems (continued) Problem Description and actions Because of a network Once the document has been completely scanned, its contents are held problem, a previously within the MFP until a successful connection to HP DSS v. is made. Once scanned document was communication is reestablished, processing is completed.

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    Common digital sending problems (continued) Problem Description and actions Job scans but does not Make sure that the remote printer is online. print Verify that the remote printer is not out of paper. Make sure the remote printer is loaded with correct paper size/type. Verify that the print driver is installed.

  • Page 37: Windows Viewer Log Messages

    Windows viewer log messages The following table lists and explains the Windows event log messages generated by HP DSS v. running on the Windows server computer. If the problem persists, contact an authorized HP dealer. “Using the Windows event log” on page 23 for information about how to reach the event log.

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    Windows viewer log messages (continued) Message Description and actions Failure initializing address books. DSS v. - Internal Restart HP DSS v. Error IMSP Server,50 through IMSP Server,56 Internal error in managing address books. DSS v. - Internal Restart HP DSS v. Error IMSP Server,57 Unrecoverable problem with address books.

  • Page 39: Control Panel Messages

    Control panel messages The following table lists and explains the messages that appear on the MFP control panel for digital sending. If the problem persists, contact an authorized HP dealer. Control panel messages Message Description and actions There are no licensed Digital Sending services available, and the MFP is No Send Options are not configured for embedded e-mail or fax.

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    Control panel messages (continued) Message Description and actions Correct the e-mail address and send the job again. E-mail Gateway rejected the job because of the addressing information. Job failed. Increase the attachment size allowed by the e-mail gateway (see the E-mail Gateway did not documentation for your e-mail package).

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    Control panel messages (continued) Message Description and actions Authentication failed for a reason other than the user-entered information Authentication failed: was incorrect. The following error codes might appear: Error Code xxxx : Unexpected failure. Something unexplained occurred. : Authentication not available. The service is too busy to accept the request.

  • Page 42: Hp Mfp Dss Configuration Utility Messages

    HP MFP DSS Configuration Utility messages The following table lists and explains messages that might appear on the screen while you are using the HP MFP DSS Configuration Utility. If the problem persists, contact an authorized HP dealer. HP MFP DSS Configuration Utility messages Message Description and actions The named computer is either not currently running, not available...

  • Page 43: Distributed Session Management Protocol (dsmp) Error Codes

    HP MFP DSS Configuration Utility messages (continued) Message Description and actions You entered a license number that enables the send to e-mail feature. The license <license However, that feature is now free in your version of the product. number> is for a previous Do not enter this license number.

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    38 Chapter 3 - Troubleshooting ENWW...

  • Page 45: Hp Customer Care Service And Support

    Customer support and warranty information HP customer care service and support Along with your product, you receive a variety of support services from HP and our support partners. These services are designed to give you the results you need, quickly and professionally.

  • Page 46: Hewlett-packard Limited Warranty Statement, Hp Software License Terms

    Hewlett-Packard limited warranty statement HP PRODUCT DURATION OF WARRANTY HP MFP DIGITAL SENDING SOFTWARE v. 90 days HP warrants to you that the HP SOFTWARE PRODUCT will not fail to execute its programming instructions for 90 days after the date of purchase due to defects in material and workmanship when properly installed and used.

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    Copies and adaptations You may only make copies or adaptations of the Software for archival purposes or when copying or adaptation is an essential step in the authorized Use of the Software. You must reproduce all copyright notices in the original Software on all copies or adaptations. You may not copy the Software onto any bulletin board or similar system.

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    Part 2 LICENSE OBTAINED BY USE OF KEY CODE(S) ATTENTION: THIS SOFTWARE INCLUDES FUNCTIONS THAT MUST BE ENABLED BY PURCHASING A KEY CODE(S). USE OF A KEY CODE WILL PROVIDE YOU ADDITIONAL RIGHTS TO USE THIS SOFTWARE. A KEY CODE ENTITLES YOU TO USE ONE OR MORE FUNCTIONS FOR A SINGLE HP LASERJET MULTIFUNCTION PERIPHERAL (MFP).

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    U.S. Government restricted rights The SOFTWARE PRODUCT and documentation have been developed entirely at private expense and are provided as a "Commercial Computer SOFTWARE PRODUCT" or "Restricted Computer SOFTWARE PRODUCT". They are delivered and licensed as "Commercial Computer SOFTWARE PRODUCT" as defined in DFARS 252.227-7013 (Oct 1988), DFARS 252.211-7015 (May 1991) or DFARS 252.227-7014 (Jun 1995), as a "Commercial Item"...

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    44 Chapter 4 - Customer support and warranty information ENWW...

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    Index using administrator’s computer 22 Symbols using HP Address Book Manager 13 .jpeg file format 14 using HP Configuration Utility 22 .mtif file format 14, 15 control panel .pdf file format 14 addressing methods 16 .tif file format 14, 15 messages 33 using for troubleshooting 26 Numerics...

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    fax modem, using 15 log on or off, unable to 34, 36 fax transmissions logs not arriving at destinations 28 activity 22 unable to send 34 event 23, 31 features fax service 28 DSS v. 3.0 1 Internet Service Provider 28 legacy support 13 not supported in older models 13 supported in license packs 19...

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    rejected e-mail transmission 33 repeated patterns when scanning 27 warning activity log messages 22 retries for connecting 29 warranty statement 40 Web browser as digital sending component 12 supported for DSS v. 3.0 14 scanning glass, cleaning 27 websites security Adobe Systems, Inc.

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    48 Index ENWW...

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    © 2004 Hewlett-Packard Development Company, LP www.hp.com...

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