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imagistics ipc1-im8130 Operator's Manual

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Download this manual See also: Administrator's Manual, Operator's Manual
Scan Operator's Guide
Ve r s i o n 1 . 2 . 0
Your guide to using the Scan functions of your
Imagistics Electronic Document Processing System

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Summary of Contents for imagistics ipc1-im8130

  • Page 1 Scan Operator’s Guide Ve r s i o n 1 . 2 . 0 Your guide to using the Scan functions of your Imagistics Electronic Document Processing System...

  • Page 3: Table Of Contents

    Private Groups and Templates ..... . 12 Configuring Agent Settings ......19 ipc1-im8130 Scan Operator’s Guide...
  • Page 4 Index ......... . . 79 ipc1-im8130 Scan Operator’s Guide...

  • Page 5: Preface

    Preface This Scan Operator’s Guide explains how to use the scanning functions of the Imagistics Electronic Document Processing Systems. It also provides instructions for retrieving scanned jobs, and for using the Printer Utility to set up and monitor scan jobs.

  • Page 6: Introduction

    This Scan Operator’s Guide is not intended for digital copier service technicians or operators. For information on using and maintaining the Imagistics digital copiers, refer to the Operator’s Guide for Copying Functions or contact your Imagistics authorized dealer for support.
  • Page 7 From the Start menu, choose (items). Programs > Imagistics ipc1-Client Software > ipc1 Document Monitor Screen messages and text Type the following command: setup.exe Courier you type in a field or at the command line.
  • Page 8 Scan Operator’s Guide...
  • Page 9 How this Guide is Organized Chapter 1, Features and Functions on page 1 introduces the capability and components of the Scan feature in the Imagistics Electronic Document Processing System. Chapter 2, Scanning Overview on page 5 describes in outline how to set up and use the Scan feature.
  • Page 10 Scan Operator’s Guide...

  • Page 11: Supplemental References

    A printed copy of this manual ships with the controller. Administrator’s Guide You can find the .pdf version of this guide on the ipc1-im8130 Admin’s Client CD-ROM. It is intended for the network administrator and contains detailed information for installing, configuring, and troubleshooting the controller.
  • Page 12 Help menu. For web-based help in Contents and Index Printer Utility, click the link. Help ipc1-im8130 Scan Operator’s Guide...

  • Page 13: Features And Functions

    Features and Functions The Imagistics Electronic Document Processing Systems provide network scanning capability with a wide range of options but requires a minimum of time spent setting up scan templates. This chapter describes the functionality of the Scan feature and its components.

  • Page 14: Features And Functions

    E-mail or iFax jobs Software Components The Scan feature uses several utilities that are supplied with the Imagistics Electronic Document Processing System. This system consists of the copier and the controller, a computer located inside the copier. Printer Drivers Printer drivers enable devices, such as the controller, to receive information for printing from an application program.

  • Page 15: System Components

    For further details, refer to the Document Manager Operator’s Guide or online Help. For full details on using Printer Utility, refer to the Operator’s Guide on the ipc1-im8130 Client CD-ROM or the Administrator’s Guide on the ipc1- im8130 Admin’s Client CD-ROM. System Components You can use the network scanner functions within the Windows operating system network environment.

  • Page 16: System Requirements

    Internet Explorer 5.0 or higher for Windows operating systems, Unix, or Macintosh operating systems Netscape Navigator 4.75 or higher for Windows operating systems Netscape Navigator 4.78 or higher for Macintosh operating systems Netscape Navigator 4.76 or higher for Unix operating systems ipc1-im8130 Scan Operator’s Guide...

  • Page 17: Scanning Overview

    Scanning Overview The Scan feature of the Imagistics Electronic Document Processing Systems enables you to scan documents and transfer the image file to various destinations. It also enables you to send iFaxes. This chapter describes how to set up and use the Scan feature.

  • Page 18: Setting Up

    , you may find a template that is Send to Document Manager Send to FTP very similar to what you need either in the public group or in a private ipc1-im8130 Scan Operator’s Guide...

  • Page 19: Scanning A Document

    In Printer Utility, select the tab to open the Current Jobs page. Scan Scroll down the list to find your job. Select the job and click Delete For more detail, see Monitoring Scan Jobs on page 55. ipc1-im8130 Scan Operator’s Guide...

  • Page 20: Sending A Fax

    Select the appropriate Send to iFax template. Check the list of recipients and make any changes. Enter or modify the subject line and covering message if necessary. Press or S ! to send the fax. START ipc1-im8130 Scan Operator’s Guide...

  • Page 21: Setup

    You can use the Printer Utility to create scan templates that contain all required scan and distribution information. When these templates are downloaded to the copier, they facilitate “one-touch scan and send tasks” from the copier control panel. ipc1-im8130 Scan Operator’s Guide...
  • Page 22 The administrator sets up scan transfer agent properties in Printer Utility under the Administration tab, Scan Agents pages. For more information, refer to the Administrator’s Guide or online help. ipc1-im8130 Scan Operator’s Guide...
  • Page 23 You can also create private templates for particular end users or groups. If you log on to Printer Utility as an end user, you can create and manage private groups and templates and view basic public template information. ipc1-im8130 Scan Operator’s Guide...

  • Page 24: Using Public Templates

    You must enter a group name in order to define a group. The other fields are optional. Using the Template Groups Page This is the method you use to create a number of private groups. ipc1-im8130 Scan Operator’s Guide...
  • Page 25 Group Editing Private Group Information You can change the order in which the information on the Template Groups page is displayed, and you can change the details for a group. To open the Template Groups page: ipc1-im8130 Scan Operator’s Guide...
  • Page 26 (indicated by an up arrow in the column heading). To sort the list by Owner, click the column heading. Changing Group Details button on the Template Groups page is unavailable until you Edit select a group. Template Groups Page ipc1-im8130 Scan Operator’s Guide...

  • Page 27: Deleting Private Groups

    You can add a new template to an existing group, or you can create a new group for your template by clicking on the New Template page. New Group For more detail on the individual fields and options, see New Template Page on page 68. ipc1-im8130 Scan Operator’s Guide...
  • Page 28 (unless you are logged in as an administrator). Click the arrow to open the listbox, and select a private group Group for your new template. Templates Page ipc1-im8130 Scan Operator’s Guide...
  • Page 29 You set the template password when you create the template. See Creating Private Templates on page 15 or Printer Utility online help for details. To change the template password, use the Edit procedure. See Editing Private Templates on page 17 for details. ipc1-im8130 Scan Operator’s Guide...
  • Page 30 Select the template(s) you want to delete. Click Delete If the Password popup opens, enter the template five-digit password and click . A confirmation popup opens. Click to delete the templates or to leave them unchanged. Cancel ipc1-im8130 Scan Operator’s Guide...

  • Page 31: Configuring Agent Settings

    Maximum Message Size and cannot be modified. Note: If the recipient of the e-mail is another controller and the attachment format is PDF, the attachment is not printed. Select the Message Fragmentation ipc1-im8130 Scan Operator’s Guide...
  • Page 32 For example, Private\Imagisticsuser\Imagisticsuser. If the folder name is left ipc1-im8130 Scan Operator’s Guide...
  • Page 33 Confirm the password. Enter the name of the scanned document. Configuring the FTP Agent The FTP agent uploads the scanned file to an FTP server. You supply the details for the FTP transfer. ipc1-im8130 Scan Operator’s Guide...
  • Page 34 If you check the option , select the number of Retry when FTP transfer fails retries and the time interval between them. If necessary, change the for storing the scanned File Path File Name file. Select the File Format ipc1-im8130 Scan Operator’s Guide...

  • Page 35: Scanning Documents

    Scanning Documents The scan function of the Imagistics Electronic Document Processing System enables you to scan image data and send it to a variety of destinations. This chapter tells you how to use the copier control panel for scanning documents and for changing scan settings.

  • Page 36: Introduction

    1 GB of data. If any of the limits are exceeded (over 300 MB, or over 1 GB total), an error is posted notifying you of a scan overflow and the remainder of the job is cancelled. ipc1-im8130 Scan Operator’s Guide...
  • Page 37 Place an original on the glass face down with the bottom toward you and the left side centered against the original scale. Original scale Printer with Automatic Document Feeder Lifted You can scan up to 200 images. ipc1-im8130 Scan Operator’s Guide...

  • Page 38: Scanning Procedures

    Scanning the Originals With the originals on the glass or in the ADF: Press on the control panel. The Print menu opens. PRINTER/NETWORK Print Menu ipc1-im8130 Scan Operator’s Guide...
  • Page 39 Scanning on page 27. For public scanning, continue with Selecting a Template on page 28. Selecting a Group for Private Scanning When you select private scanning, the Group Number Input screen opens. Group Number Input Screen ipc1-im8130 Scan Operator’s Guide...

  • Page 40: Selecting A Template

    Scan Main Menu screen. If you select a template that has a password assigned to it, the Template Password Input screen opens. If the Template Password Input screen does not open, the template is not password protected. ipc1-im8130 Scan Operator’s Guide...
  • Page 41 ADF in the scan settings summary area. If you are placing the originals on the glass, the Scan Settings Summary screen displays Glass and the auto detected original size in the scan settings summary area. ipc1-im8130 Scan Operator’s Guide...

  • Page 42: Adf Scanning

    Press Y to cancel the Job. To prevent cancellation, press N To change the scan settings, press S in the Scanning ETTING Parameter Setting screen. For further information, refer to Scan Parameter Settings on page 31. ipc1-im8130 Scan Operator’s Guide...

  • Page 43: Handling Paper Jams

    Printer Utility. Scan parameters, such as resolution, rotation, and exposure are defined when you create the templates. The Scan Settings and Agent Settings Summary screen displays the settings for the template you selected. To change these scan parameter settings: ipc1-im8130 Scan Operator’s Guide...

  • Page 44: Scan Agent Settings In The Control Panel

    Send to TWAIN Send to File Send to , and . The E-mail Send to iFax Send to Document Manager Send to FTP administrator defines the scan agents. You select the scan agent when you create a template. ipc1-im8130 Scan Operator’s Guide...
  • Page 45 This screen displays settings for the Scan to TWAIN Agent. You cannot change them. Scan agent name: scan to TWAIN Folder: the name of the TWAIN data directory folder Document: the name of the scanned document ipc1-im8130 Scan Operator’s Guide...
  • Page 46 Scan Settings and FileShare Agent Settings Summary FileShare Agent Settings Summary Screen ipc1-im8130 Scan Operator’s Guide...
  • Page 47 Add Message: displays any message added to the e-mail body. To modify the recipient list, press the ellipsis [...] button adjacent to the list. The Address Edit screen opens. For information on using this screen refer to Editing the List of Recipients on page 38. ipc1-im8130 Scan Operator’s Guide...
  • Page 48 256 characters. Press to save the changes. Scan Settings and FTP Agent Settings Summary There are two screens for the Scan to FTP agent. Scan to FTP Settings Summary Screen 1 ipc1-im8130 Scan Operator’s Guide...

  • Page 49: Working With The Address Book

    OCUMENT and press Working with the Address Book You can alter the list of recipients defined in a template, update e-mail addresses, display address book groups, and search for entries in the address book. ipc1-im8130 Scan Operator’s Guide...
  • Page 50 A button. The Address Edit screen opens and the group members are added to the recipient list. To return to the Address Edit screen without adding recipients, press the C ANCEL button. ipc1-im8130 Scan Operator’s Guide...

  • Page 51: Searching The Address Book

    LDAP server. Address Book Search Screen To search for recipients in a different Directory Service (LDAP or Imagistics controller) press the down-arrow button next to the Directory name. The Address Book and LDAP Server Selection screen opens, listing the address books and LDAP servers defined in Printer Utility.
  • Page 52 LDAP server from the same screen Attribute Name First Name if Name and sAMAccountName are First Name address book is unavailable if the address book is Last Name the controller, the controller E-mail otherwise, sAMAccountName Name ipc1-im8130 Scan Operator’s Guide...
  • Page 53 A . The Address Edit screen appears and the selected person is added to the recipient list. To cancel the process or return to the previous screen, press C ANCEL ipc1-im8130 Scan Operator’s Guide...

  • Page 54: Scanning Destinations

    Name – Template Number – Template name> where: GLXXXXXXXXXXXX represents the MAC address of the network interface card in the controller. Note: You can access saved Send to File data regardless of whether the job is assigned a password. ipc1-im8130 Scan Operator’s Guide...
  • Page 55 Specify the image data format. Your only choice, however, is TIFF-S Send the image data by dividing it in smaller blocks (fragment message). Your options are: , or No fragmentation 256 KB 512 KB 1024 KB fragments. 2048 KB ipc1-im8130 Scan Operator’s Guide...
  • Page 56 Whether to retry if the FTP transfer fails and, if so, how many times and the number of minutes between retries. The file format: , or Single Page TIFF (G4) Multi Page TIFF (G4) Whether to overwrite an existing file of the same name in the destination folder. ipc1-im8130 Scan Operator’s Guide...

  • Page 57: Retrieving Documents

    It also provides reference-style descriptions of the TWAIN dialog boxes. For retrieving images from Document Manager, see the Document Manager Operator’s Guide. ipc1-im8130 Scan Operator’s Guide...

  • Page 58: Retrieving Scanned Documents (Twain)

    Access the Document Information dialog box to view document details Selecting the ipc1-TWAIN Driver You must select the ipc1-TWAIN Driver before you can retrieve stored documents for the first time. You do not need to repeat this step unless you want to change drivers. ipc1-im8130 Scan Operator’s Guide...
  • Page 59 You use the Main TWAIN dialog box to bring documents into your application. For a detailed description of this dialog box, see Main TWAIN Dialog Box Reference on page 51. Note: Some software applications may not be able to retrieve multi- page scanned images. ipc1-im8130 Scan Operator’s Guide...

  • Page 60: More Ways To Retrieve Documents

    Main TWAIN dialog box. More Ways to Retrieve Documents In addition to using the ipc1-TWAIN Driver to retrieve documents, you can use: Any suitable imaging software application Document Manager ipc1-im8130 Scan Operator’s Guide...
  • Page 61 Browse for the shared folder in the controller or network. In the controller, the folder is called GL_SHARE. Select the file and click Open Retrieving Using Document Manager To learn how to retrieve scanned data stored in Document Manager, see the Document Manager Operator’s Guide. ipc1-im8130 Scan Operator’s Guide...

  • Page 62: Dialog Box Reference

    Scanned documents are stored in folders that correspond to template groups. The screen ID for the public template group is “000”. Folder Password: appears if the folder is password protected. If it appears, enter the 5-digit password to access the protected folder. ipc1-im8130 Scan Operator’s Guide...
  • Page 63 Change Folder: opens the Folder Setting dialog box, where you can select another folder. List box: contains a list of all documents in the selected folder. Any characters that cannot be used in filenames are replaced with an underscore (_). ipc1-im8130 Scan Operator’s Guide...
  • Page 64 Help: opens the online Help file. Status bar: displays three types of information. Status Area: Ready: Document retrieval can begin. Retrieving: The selected document is being retrieved. Updating: The dialog box information is being updated (after you click Refresh ipc1-im8130 Scan Operator’s Guide...

  • Page 65: General Tab

    Image Size: is the number of pixels in the image on the page. DPI: is the resolution of the image in dots per inch. OK: returns to the Main TWAIN dialog box. HELP: opens the online Help file. ipc1-im8130 Scan Operator’s Guide...
  • Page 66 Scan Operator’s Guide...

  • Page 67: Monitoring Scan Jobs

    . You can also cancel a Group Template Agent Status Time scan job that is waiting to be processed. Alternatively, you can use the ipc1 Document Monitor utility to monitor scan jobs. See the Operator’s Guide for details. ipc1-im8130 Scan Operator’s Guide...

  • Page 68: Managing Scan Jobs

    Status , start , and for each scan job. Pages Time Detail Status Log in as an administrator. Click the Scan tab. Scan Jobs Page The Scan Jobs page displays links to the various scan logs: ipc1-im8130 Scan Operator’s Guide...
  • Page 69 To sort the list of messages in a particular order, click the appropriate table heading. Scroll down the list to locate the messages. Deleting Scan Jobs You can cancel any job that is in the Current Jobs queue by deleting it. ipc1-im8130 Scan Operator’s Guide...
  • Page 70 Scan Administration It is a good idea to perform regular maintenance tasks such as resetting the scan counter, backing up and restoring the address book and scan templates, or deleting scan files stored on the controller. ipc1-im8130 Scan Operator’s Guide...

  • Page 71: Basic Troubleshooting

    This chapter provides error tables that list controller error messages and the corrective actions you can take as an end user. It also describes ipc1 TWAIN Driver problems and their solutions. For corrective actions that administrators can take, see the Administrator’s Guide. ipc1-im8130 Scan Operator’s Guide...

  • Page 72: Error Messages

    200 images if duplex). Finish scanning. Finish glass Scan (A document is on A document on the glass is being scanned. Wait until the ADF) current scan process is complete before using the ADF scan function. ipc1-im8130 Scan Operator’s Guide...
  • Page 73 When any job is present, either wait for the job to be completed, or delete it. If the job does not complete, delete it. If the error persists, restart the controller. If the error still persists after restarting the controller, contact the network administrator. ipc1-im8130 Scan Operator’s Guide...

  • Page 74: Twain Driver Errors

    The ipc1-TWAIN Driver dialog box may be hidden behind other windows. Minimize all other windows. If you cannot find the dialog box, enable the Show UI feature of the ipc1-TWAIN driver from the application. See the scan Readme file for more detail. ipc1-im8130 Scan Operator’s Guide...

  • Page 75: Cannot Acquire Document

    See the Readme file on the Scanner Client CD-ROM. Cannot Open a Password Protected Folder or Document Problem Description: A folder or document is password protected and you do not know which password to apply. ipc1-im8130 Scan Operator’s Guide...
  • Page 76 Document passwords are the same as the corresponding template password. If the group password changes, the corresponding TWAIN folder password changes also. Document passwords remain the same as the original template password, even if the template password changes subsequently. ipc1-im8130 Scan Operator’s Guide...

  • Page 77: Scan Tab Reference

    Download Scan Files allows you to download the scanned document files that you stored on the controller to a local workstation. This chapter describes the fields and controls on each page of these submenus. ipc1-im8130 Scan Operator’s Guide...

  • Page 78: Scan Jobs Page

    Message Log: click this link to view scan messages. Refresh: click this link to update the scan jobs list. Delete: click this button to cancel the selected scan jobs. A confirmation message appears. Click to delete the jobs. ipc1-im8130 Scan Operator’s Guide...

  • Page 79: Templates Pages

    You can sort the table by or by . The default sort Template Name Agent sequence is in ascending order of , indicated by an up arrow Template Name in the column heading. To sort by agent, click the heading. Agent ipc1-im8130 Scan Operator’s Guide...
  • Page 80 Template No.: enter a number between 1 and 60. This determines the position of the template within the group and hence the position of the template button on the copier front panel or Optional Large Touch Screen Monitor. ipc1-im8130 Scan Operator’s Guide...

  • Page 81: Scan Settings

    Photo Resolution: choose from (default), , or 150 dpi 200 dpi 300 dpi 400 dpi . When you use the File & Print function, the ipc1-im8130 600 dpi supports only , and resolutions. 150 dpi 200 dpi 300 dpi 600 dpi Note: When scanning to Document Manager, select only .
  • Page 82 Single Page TIFF , or (G4) MultiPage TIFF (G4) Immediately Print Scanned Documents: Check this check box to invoke the File & Print function. The scanned document is both sent to the specified file storage location and printed. ipc1-im8130 Scan Operator’s Guide...
  • Page 83 If the folder is a private folder and the folder name is the same as a user home private folder, a new folder with the same name is created under the user’s home folder. For example, Private\Imagisticsuser\Imagisticsuser. If you leave the folder name ipc1-im8130 Scan Operator’s Guide...
  • Page 84 File Format: open the list box and choose from Single Page TIFF (G4) , or MultiPage TIFF (G4) Overwrite: check this box if you want the scanned file to overwrite any file of the same name in the destination folder. ipc1-im8130 Scan Operator’s Guide...

  • Page 85: Template Groups Pages

    Padlock: a padlock icon in this column means the template group is password protected. If you try to edit or delete the group, the Group Password popup opens. Group No.: displays the number of each template group. ipc1-im8130 Scan Operator’s Guide...
  • Page 86 (up to 90 characters). Padlock symbol: optionally, check to enable Password protect this group fields. Password Confirm Password Password: enter a password for the template (5 digits displayed as asterisks). Confirm Password: enter the same password again. ipc1-im8130 Scan Operator’s Guide...

  • Page 87: Glossary

    Refers to the Document Manager application, which enables you to organizer store, edit, manage, and print scanned images using a web interface. Document Profile A pre-defined set of driver settings that allows users to auto-configure their print job with a click of the mouse. ipc1-im8130 Scan Operator’s Guide...
  • Page 88 The Imagistics controllers used to connect digital copiers to a network. Also referred to as the device or printer. Internet Protocol. The IP part of the TCP/IP communications protocol.
  • Page 89 TCP/IP provides the routing mechanism. TCP/IP is a protocol in which the messages transmitted contain the address of a destination network as well as a destination station. Tray The location on the copier where a print job is output. ipc1-im8130 Scan Operator’s Guide...
  • Page 90 This information includes a user name and password and, optionally, a description and e-mail address. Document Manager maintains a database of all registered user accounts. WINS Windows Internet Naming Service. A method of associating a computer host name with its address. ipc1-im8130 Scan Operator’s Guide...

  • Page 91: Index

    60 Cannot job overflow 61 access TWAIN folder 62 scanning 30 acquire Administrator document 63 maintaining scan functions 58 multipage document 63 Agents multipage TWAIN document 63 configuring settings 19 TWAIN document 63 scanning ipc1-im8130 Scan Operator’s Guide...
  • Page 92 3 Features, scanning 2 see Document Manager File agent finding the folder 47 configuring 19 retrieving 46, 48 settings 70 applications 49 Finding, document folder 47 Document Manager 49 FTP agent scanning 24 configuring 21 ipc1-im8130 Scan Operator’s Guide...
  • Page 93 LCD panel, setting up scan agents 32 using 12 LDAP templates defined 76 changing passwords 17 searching the address book 39 Lightweight Directory Access Protocol creating 15 see LDAP deleting 18 editing 17 setting passwords 17 using 12 ipc1-im8130 Scan Operator’s Guide...
  • Page 94 ADF 24 message log 57 document information dialog box 53 Search results, address book 41 Document Manager 44 Searching address book 39 edit template page 73 Selecting the TWAIN driver 46 e-mail 43 Setting errors 60 ipc1-im8130 Scan Operator’s Guide...
  • Page 95 10 using 12 private groups changing passwords 15 Viewing creating 12 document details 48 deleting 15 public templates 12 editing 13 scan jobs 56 setting passwords 15 scan logs 57 using 12 public using 12 Windows ipc1-im8130 Scan Operator’s Guide...
  • Page 96 Internet Naming Service see WINS WINS defined 78 finding the controller 62 ipc1-im8130 Scan Operator’s Guide...

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