Server Software Installation Guide

Transcription

1 GlobalScan Ver. 2.0 ` Server Software Installation Guide Contents Introduction... 4 About GlobalScan... 4 GlobalScan Components... 4 About this Guide... 4 Additional References... 4 Requirements & Specs... 5 Pre-installation Requirements... 7 Operating System Preparation... 7 LDAP User Preparation... 8 Optional Plug-in Preparation... 8 New GS Software Installation Step 1: Install PDF Conversion Step 2: Install SP6 for activepdf. 15 Step 3: Install GS Program Step 4: Activate GlobalScan Add GlobalScan Services Remove GlobalScan Services Remove GlobalScan Software Backup and Restore Utility Appendix July, 2005 Copyright 2005 by Ricoh Corporation. All Rights Reserved.

2 Copyright 2005 by Ricoh Corporation. All Rights Reserved. No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any language or computer language, in any form or by any means, electronic, mechanical, optical, chemical, manual or otherwise, without the prior written permission of Ricoh Corporation. GlobalScan is a registered trademark of Ricoh Corporation. Windows, Microsoft Exchange and Internet Explorer are registered trademarks of Microsoft Corporation. All other trademarks are the property of their respective owners. The material in this document is for information only and is subject to change without notice. While reasonable efforts have been made in the preparation of this document to assure its accuracy, Ricoh Corporation, its contractors and partners, assume no liability resulting from errors or omissions in this document or from the use of the information contained herein. Ricoh Corporation reserves the right to make changes in the product design without reservation and without notification to its users. 2

3 Table of Contents Introduction... 4 About GlobalScan... 4 GlobalScan Components... 4 About this Guide... 4 Additional References... 4 System Requirements and Specifications... 5 GlobalScan Server... 5 Compatible Multifunctional Devices... 5 Protocols Supported / Used... 6 Authentication Methods Supported... 6 File Formats Supported... 6 Pre-Installation Requirements... 7 Operating System Preparation Windows 2000 Server Windows 2003 Server Additional Server Preparation... 7 LDAP User Preparation... 8 Optional Plug-ins... 8 New GlobalScan Software Installation Step 1: Install PDF Conversion Program Step 2: Install Service Pack 6 for activepdf Step 3: Install GlobalScan Program Step 4: Activate GlobalScan Section A - Activation on Server With Internet Access Section B - Activation on Server Without Internet Access Add GlobalScan Services Remove GlobalScan Services Remove GlobalScan Software Step 1 A. Deactivate From Server With Internet Access B. Deactivate From Server Without Internet Access Step 2 Remove GlobalScan Software...38 GlobalScan Backup and Restore Utility Appendix A: Optional GlobalScan Plug-ins and Framwork B: SmartDeviceMonitor for Client Installation C: Change Job Monitor / Data Service Property D: Change Failover / Data Service Property E: CDO.dll Installation F: Lotus Notes 6.5 Support G: Novell with Windows Server H: License Upgrade I: OCR Plug-in Setup

4 Introduction About GlobalScan GlobalScan enables a Multifunctional Device (MFD) to quickly scan documents to or to folder, as well as perform Optical Character Recognition (OCR), Facsimile Server and Document/Content Management System (DMS) functions via optional Plug-ins/Framework. This powerful, yet easy-to-use, paper document capture and distribution system integrates seamlessly with your existing mail infrastructure to significantly boost workgroup productivity by combining network scanning functionality within an accessible copier platform. Most importantly, dramatic cost efficiencies are gained by speeding throughput of common business transactions that may otherwise require slower and more costly methods of communication. Folder GlobalScan DMS Fax Server OCR GlobalScan Components The GlobalScan system consists of two primary components, GlobalScan Server software and GlobalScan MFD firmware. Once installed, the GlobalScan Server acts as a digital document routing system that accepts scanned documents from MFDs, creating digital files - of even the most complex documents - for electronic transmission over your network. Working together, the GlobalScan Server and the MFD make efficient and timely delivery of these files to destinations around the corner or around the globe. About this Guide This guide contains step-by-step instructions for installation, upgrade or removal of the GlobalScan Server software (provided on CD), as well as the installation of the optional RightFax and OCR Plug-ins. Each step must be successfully completed before the MFD user can perform Scan To , Scan To Folder, Scan To Fax, OCR or back-end Document/Content Management System functions. Additional References GlobalScan Administrator s Guide - The GlobalScan Administrator s Guide explains how to access/set MFD settings (from the control panel), as well as how to manage Profiles, Projects, Services, Jobs, Logs, MFDs, etc. from the GlobalScan Admin Module (accessed via a standard Web browser). GlobalScan User s Guide The GlobalScan User s Guide explains how to perform Scan To , Scan To Folder, Scan to Fax, and other key functions. 4

5 IBM Compatible System Requirements and Specifications The following GlobalScan Server and MFD requirements must be met prior to installation of the GlobalScan system: GlobalScan Server*: Microsoft Windows 2000 Server with Service Pack 4 and IIS 5.0 installed or Windows Server 2003, Standard Edition, with IIS 6 installed, and ASP extension and parent paths manually enabled; and all necessary security updates and patches installed Note: If Novell authentication or Scan to Novell shared folder is required, and server is running Windows Server 2003, Standard Edition, please refer to Appendix G: Novell with Windows 2003 Server for special configuration instructions MSXML 3.0 (SP5 required) ADSI 2.5 installed Internet Explorer 6.0 or IE 6.0 with Service Pack 1 Intel Pentium class processor (CPU), 1GHz or faster 1GB RAM or more (Important: If OCR is running on the same server as GlobalScan, it is recommended that 2 gigabytes of RAM is installed) 40GB hard drive or larger 10/100 Mbps network card TCP/IP network access Access to Global Address Book via LDAP capability through one or more of the following mail systems: - Lotus Notes 5 / 6.5 (Important: An additional procedure is required in order for GlobalScan to support Lotus Notes 6.5. Please refer to Appendix F: Lotus Notes 6.5 Support for configuration instructions.) - Microsoft Exchange 5.5, 2000, Most SMTP Servers CDO (Collaborative Data Objects) V1.1 (For Microsoft Exchange only, please refer to Appendix E: CDO.dll Install Procedures ) Compatible Multifunctional Devices: MFD Type* Engine Speed Memory Black & White cpm 96MB** Black & White cpm 256MB Color/B&W cpm 256MB * GlobalScan firmware requires GW architecture-supported MFD with VAS installed. ** 96MB is minimal requirement for GlobalScan. 192MB or above is recommended for optimal performance. 192MB is minimal requirement when running an optional GlobalScan Framework, i.e., DMS application. Important: Please refer to the specific MFD model s Firmware Release Notes for additional information. Compatible MFDs must be equipped with Network Interface Board (NIB) option Local hard drive TCP/IP network access * Note: - One GlobalScan Server can support up to 250 enabled MFDs. - GlobalScan requires a dedicated server PC. Running other applications on the server may cause serious problems and service performance is not guaranteed. Continued 5

6 System Requirements and Specifications Cont d * Note Cont d: - VMware / Virtual Server installation(s), e.g., Microsoft Virtual Server 2005 or VMware ESX, GSX, are NOT supported by GlobalScan. - For complete GlobalScan Ver. 2.0 functionality, the MFD must have GlobalScan Ver. 2.0 firmware installed. Protocols Supported / Used: GlobalScan Server: TCP/IP; HTTP/HTTPS; LDAP/LDAPS; SMTP/SMTP-AUTH; SNMP; SSL MFD: TCP/IP; HTTP/HTTPS; SNMP; SSL Authentication Methods Supported: LDAP/LDAPS; Win NT/2000/2003 Active Directory; Novell File Formats Supported: Standard: TIFF (Single and Multi-page); PDF Image; JPEG (Color MFD) Optional: XLS (Microsoft Excel); RTF (Microsoft Word); PDF Image Plus Text Products and specifications subject to change without notice. 6

7 Pre-installation Requirements Prior to installing the GlobalScan Server software, review the following checklist to ensure that each condition has been met. Operating System Preparation: Windows 2000 Server Windows 2000 Server with Service Pack 4, IIS 5, and all necessary security updates and patches installed. Windows 2003 Server Only install on the Windows Server 2003 Standard Edition with IIS 6 installed. Enable ASP extension and parent paths; and install all necessary security updates and patches. In order to support Novell authentication and Scan to Novell shared folder feature of GlobalScan on Windows Server 2003, the Internet Information Service must be running in IIS 5.0 Isolation Mode. Please refer to Appendix G: Novell with Windows Server 2003 for details. Additional Server Preparation: Microsoft Internet Explorer Version 6.0 is installed. Do not lock down IIS. Make sure you can start the default IIS page by typing Novell Support: For Novell authentication, and to scan to Novell shared folders, you must install the Novell ActiveX Component and the Novell client, both included with your GlobalScan Server software CD. The client should be version 4.83 (SP1) or version 4.9; downloaded from the Novell Web site ( If you are installing the version 4.9 client, after completion, please remove NMAS (Novell Modular Authentication Services) component via Add/Remove programs, as this will be installed automatically. Join server to Windows NT domain as a standalone member server for authentication purposes, if NT authentication is required, Create NT user account with all local administrator rights. Determine the mail server, then install the necessary client and configure it. Make sure you can send and receive messages. Use Microsoft Outlook Express for SMTP mail server. Use Outlook 2000 for Microsoft Exchange Server. Important: - When using Microsoft Exchange as the mail delivery system, you must log on to the GlobalScan Server as the user that configured Outlook 2000, and the user must have local admin rights. 7

8 Pre-installation Requirements Cont d Also, after installation of the GlobalScan Server software, configure the Job Monitor settings as shown in Appendix C: Change Job Monitor/Data Service Property. Also, when using Exchange, delivery will fail if Outlook is left open. - When selecting Microsoft Exchange as the mail system to send Profile data, CDO.dll (Collaborative Data Object) files must be present on the GlobalScan Server. Please refer to Appendix E: CDO.dll Installation Procedures. Use Notes client for Lotus Notes mail server. Important: - In order for GlobalScan Ver. 2.0 to support installations running Lotus Notes 6.5, an additional procedure is required. Please refer to Appendix F: Lotus Notes 6.5 Support for details. - Special instruction for Lotus Notes client delivery After installation is completed, make the Notes client program path on your hard drive the very first path inside the system path, so that the Notes path will be displayed in the beginning. To do so, proceed as follows: Click Start > Settings > Control Panel > double-click System icon > select Advanced tab > click Environment Variables > under System variables, highlight Path > click Edit > move cursor to the beginning > type in the path for Notes client, usually C:\Lotus\Notes; LDAP User Preparation: Create a user (proxy user) account that is able to browse allowable attributes from the LDAP server, such as address and common name (cn). LDAP log-in Below are examples of LDAP Attribute Name for Logon and Sender Lookup fields, based on the type of mail system in use: Lotus Notes, MS Exchange 5.5, Netscape, and Novell: Enter, for example, (uid=^u). MS Exchange 2000: Enter, for example, (SamAccountName=^u). Optional Plug-in Preparation: The CD Key that comes with the purchase of GlobalScan may or may not include a license for optional Plug-ins (e.g., RightFax and/or OCR). Verify that your CD Key matches the type of license under which GlobalScan is operating, e.g., (01) Trial, Demo; (05) Permanent [Standalone]; (03) Permanent [Primary]; or (04) Permanent [Secondary]. Sample CD Key: JBVTXUI Important: If you install the RightFax and/or OCR Service without first purchasing and activating the correct CD Key, it will be necessary to uninstall the Plug-in from the GlobalScan Server. Following removal of the Plug-in, reactivate with the correct CD Key. After activation, add the Plug-in Service through the Modify procedure outlined in Add GlobalScan Services. 8

9 Pre-installation Requirements Cont d RightFax: To install the RightFax Plug-in (enable fax document function), refer to Add GlobalScan Services. Note: You must also install the RightFax Client on the GlobalScan Server and create a RightFax Proxy User Account with administrator privileges (this must not integrate with Windows NT). GlobalScan currently supports RightFax client versions 8.0, 8.5, 8.7, 9.0. OCR (Optical Character Recognition): When the OCR Plug-in is installed you must create a root directory for the Plug-in. The OCR engine uses that directory to store files that are to be processed, i.e., converted into the selected file format. 9

10 New GlobalScan Software Installation To install the GlobalScan Server software, log on as a user with local administrator rights, then follow Steps 1 3 Step 1: Install PDF Conversion Program Step 2: Install Service Pack 6 for activepdf Step 3: Install GlobalScan Program After performing these procedures (outlined below), you then activate GlobalScan in Step 4. Note: If your GlobalScan software is already installed and you wish to later install optional Services/Plug-ins (e.g., RightFax, OCR) or GlobalScan Failover Service, please refer to Add GlobalScan Services. Step 1: Install PDF Conversion Program 1. Insert the GlobalScan CD into the CD-ROM drive. 2. From the Desktop, double-click My Computer. 3. Double-click on the drive icon (containing CD), for example, D:. 4. Open GlobalScan CD. 5. Double-click on the ActivePDF folder. 6. Double-click aptlkit3525 icon. 10

11 7. Click Next. 8. Please read the licensing agreement. 9. Click Yes to accept terms of the agreement. 11

12 10. Click Register. 11. Click File > Open. Display reads Click Look in: drop-down menu τ. 13. Go to ActivePDF directory. 14. Locate GS.APR file. 15. Click Open. 12

13 16. Click OK. 17. Click Next. 18. Close activepdf Installer window [X]. 19. Click Next > to select default folder. 13

14 20. Click Next to select Typical. 21. Click Next. 22. Click Finish. 14

15 Step 2: Install Service Pack 6 for activepdf 1. Follow 1-4 outlined in Step 1, if necessary. Display reads, for example 2. Double-click on the aptkit353sp6 folder. 3. Click Next. 4. Please read the licensing agreement. 5. Select I agree to the terms of the license agreement radio button. 6. Click Next. 15

16 7. Click Next. 8. Click Next. 9. Click Next. 16

17 10. Click Finish. 17

18 Step 3: Install GlobalScan Program 1. Locate the GSSetup.exe file 2. Double-click the GSSetup icon. Important: If the following error message appears, you are attempting to upgrade a previous version of GlobalScan to version 2.0. This procedure is not supported. Click OK, then Finish to exit.. Note: Select English (United States) for both English (United States) and English (United Kingdom). 18

19 3. If selecting a language other than English, click drop-down. 4. Select language (if necessary), and click OK. Display reads, in sequence 5. Click Next. 19

20 6. Please read licensing agreement. 7. Click Yes to accept terms of agreement. 8. To install to this folder, click Next. To install to a different folder, click Browse*, select another folder, and click Next. * Note: GlobalScan will select the partition with the largest unused space as a default installation destination. You can change this by clicking Browse. Besides GlobalScan V2.0, up to three additional Services will appear. Please only choose (check) the Service(s) that you have purchased, as indicated by your CD Key (see Important note to follow). GlobalScan (standard) OCR (optional) RightFax (optional) Failover (optional) 20

21 Important: If your CD Key is 01 or 05, your configuration does not support Failover, so do not check this box. Verify that your CD Key matches the type of license under which GlobalScan is operating, e.g., (01) Trial, Demo; (05) Permanent [Standalone]; (03) Permanent [Primary]; or (04) Permanent [Secondary]. For instance, if your CD Key is 01 or 05, your configuration does not support Failover, only CD Key 03 and 04 support Failover, thus you would not check the Failover Service check box. Note that even if the Failover Service check box is selected, the service won t run. Sample CD Key: JBVTXUI Select check box(es) of those services you wish to install. Display reads, for example 10. Click Next. 21

22 11. Click Finish. Now activate GlobalScan, as outlined in Step 4 22

23 Step 4: Activate GlobalScan When continuing from the previous section, please follow the information that applies to your GlobalScan Server connection, listed below Section A GlobalScan Activation on Server With Internet Access Section B GlobalScan Activation on Server Without Internet Access Section A GlobalScan Activation on Server With Internet Access 1. Click the Activate GlobalScan button. 2. Click the Code Activation Web Page button. 3. Enter fields (all are required): CD Key: Verify that your CD Key matches the type of license under which GlobalScan is operating, e.g., (01) Trial, Demo; (05) Permanent [Standalone]; (03) Permanent [Primary]; or (04) Permanent [Secondary]. Sample CD Key: JBVTXUI Important: The 02 CD Key is not valid for GlobalScan V2.0. Any attempt to activate the 02 CD Key will fail. 23

24 Note: Standalone refers to a single GlobalScan Server, while primary and secondary reflect failover where two GlobalScan Servers are synchronized, allowing a secondary server to automatically take over should the primary server go down, maximizing uptime. Application Key: Automatically filled in (if GlobalScan Activation Web site was accessed from same PC) or manually entered (if Web site was accessed from a different PC). Customer Company Name: Enter company name. Installer (Company) Name: Enter name of company installing GlobalScan. Dealer ID/Name: Enter Dealer ID or Name. GlobalScan Admin Name: Enter name of GlobalScan Administrator. GlobalScan Admin Contact Enter address for Administrator. GlobalScan Admin Contact Phone: Enter Administrator s phone number. Region: Select from drop down menu (Asia, Europe or USA). 4. Once all the fields are entered and verified, click Submit. The next screen displayed will be similar to the illustration at right. 5. Select Click here to close window. The next screen will vary based on the CD Key version of GlobalScan in use Full Version Demo Version Trial Version 6. Click Exit to close screen (lower right corner). The GlobalScan software installation/activation process is complete! Note: Review the information provided in the Appendix section of this guide. If necessary, perform any additional procedures as indicated. Next, please refer to the GlobalScan V2.0 Administrator s Guide for the instructions on creating Profiles/ Projects and configuring System Parameters. (Be certain to familiarize yourself with the contents of the Appendix section of the Administrator s Guide prior to configuration of the GlobalScan Server.) 24

25 Section B GlobalScan Activation on Server Without Internet Access From the GlobalScan Server 1. Click the Activate GlobalScan button. 2. Write down the Application Key. Note: Leave this screen open. Also, if you click Code Activation Web Page button, an Action Cancelled message appears. Close window, click OK and proceed as follows 3. Go to a PC with Internet access. 4. Open a Web browser and enter the GlobalScan Activation URL: 25

26 5. Enter fields (all are required): CD Key: Verify that your CD Key matches the type of license under which GlobalScan is operating, e.g., (01) Trial, Demo; (05) Permanent [Standalone]; (03) Permanent [Primary]; or (04) Permanent [Secondary]. Sample CD Key: JBVTXUI Important: The 02 CD Key is not valid for GlobalScan V2.0 Any attempt to activate using 02 will fail. Note: Standalone refers to a single GlobalScan Server installation, while primary and secondary reflect failover where two GlobalScan Servers are synchronized, allowing a secondary server to automatically take over should the primary server go down, maximizing uptime. Application Key: Automatically filled in (if GlobalScan Activation Web site was accessed from same PC) or manually entered (if Web site was accessed from a different PC). Customer Company Name: Enter company name. Installer (Company) Name: Enter name of company installing GlobalScan. Dealer ID/Name: Enter Dealer ID or Name. GlobalScan Admin Name: Enter name of GlobalScan Administrator. GlobalScan Admin Contact Enter address for Administrator. GlobalScan Admin Contact Phone: Enter Administrator s phone number. Region: Select from drop down menu (Asia, Europe or USA). 6. Once all the fields are entered and verified, click Submit. 7. Write down Your Activation Code. Important: The Activation Code may exceed the length of the field. Please be sure to write down the entire field. Also, if you wish, select Click here to print (to print the page). 8. Select Click here to close window. 26

27 9. Return to the GlobalScan Server. 10. Click I have an Activation Code Enter Activation Code into field. Please verify accuracy before proceeding. 12. Click OK. The screen will vary based on the CD Key version of GlobalScan in use Full Version Demo Version Trial Version 13. Click Exit. The GlobalScan software installation/activation process is complete! Note: Review the information provided in the Appendix section of this guide. If necessary, perform any additional procedures as indicated. Next, please refer the GlobalScan V2.0 Administrator s Guide for the instructions on creating Profiles/ Projects and configuring System Parameters. (Be certain to familiarize yourself with the contents of the Appendix section of the Administrator s Guide prior to configuration of the GlobalScan Server.) 27

28 Add GlobalScan Services If you have already installed the GlobalScan software and wish to install Plug-ins (e.g., RightFax, OCR) or the GlobalScan Failover program, perhaps at a later date, proceed as outlined below. Important: Your GlobalScan CD Key must support the services you wish to install. Please refer to Pre-installation Requirements, if necessary. 1. Click Start > Settings > Control Panel > Add/Remove Programs. 2. Select GlobalScan. 3. Click Change/Remove. 4. With Modify radio button selected, click Next. 5. Select the check box(es) of the service(s) your wish to add (install). 6. Click Next. 28

29 7. Click Finish. The selected software has been successfully installed. Please refer to the GlobalScan V2.0 Administrator s Guide for detailed information. Important: If you have added the OCR Service, please refer to Appendix I: OCR Plug-in Setup for further instructions. 29

30 Remove GlobalScan Services Through the Add/Remove Programs utility, it is possible to uninstall specific components of the GlobalScan software. For instance, you may wish to remove one or more optional Services, e.g., RightFax, OCR or Failover, leaving the core GlobalScan software installed. To do so, proceed as follows 1. Click Start > Settings > Control Panel > Add/Remove Programs. 2. Select GlobalScan. 3. Click Change/Remove. 4. With Modify radio button selected, click Next. 5. Uncheck the box(es) of the service(s) your wish to remove (uninstall). Leave GlobalScan 2.0 box checked. 6. Click Next. 30

31 7. Be sure Yes, I want to restart my computer now is selected. 8. Click Finish. The removal of optional GlobalScan Services is complete! 31

32 Remove GlobalScan Software If you wish to uninstall the GlobalScan software and all its components, specifically RightFax/ OCR Plug-ins and Failover Service, proceed as follows. Note: The Plug-in client software can be left installed; it doesn t need to be removed to uninstall GlobalScan. Important: If you wish to remove other optional Plug-ins, please refer to the documentation that accompanies the Framework. Also note that once removed, the demo and trial versions of GlobalScan cannot be reactivated. Step 1 Deactivate GlobalScan A. Deactivate GlobalScan From Server With Internet Access 1. Click Start > (All) Programs > GlobalScan. 2. Click GSActivation. If running full version of GlobalScan, the display will read If running a demo or trial version of GlobalScan Server, display reads, respectively Demo Version Trial Version 3. Click Remove GlobalScan. 32

33 4. Click Yes. Important: Write down Removal Code. 5. Click Removal Web Page. 6. Enter GlobalScan CD Key (located on GlobalScan CD case) and Removal Code. 7. Click Submit. The display varies based on the version of GlobalScan in use. Full/Demo Version Trial Version 8. Select Click here to close window. 33

34 9. Click OK. 10. Click Exit. The GlobalScan deactivation process is complete! Please proceed to Step 2. 34

35 B. Deactivate GlobalScan From Server Without Internet Access Please have your GlobalScan CD Key ready (CD Key is located on GlobalScan CD case). 1. Open the GlobalScan folder. 2. Click on the GSActivation icon. 3. Click Remove GlobalScan. 4. Click Yes. 5. Write down Removal Code. 6. Click on the Removal Web Page button. 35

36 If an error occurs, the display may appear shown at right. Proceed with steps 7-8, and then continue. If no error occurs, proceed directly to step 9. as 7. Close the Action Canceled page [X]. 8. Click OK. 9. Go to a PC with Internet Access. 10. Open your Web browser and enter the GlobalScan removal URL: Enter GlobalScan CD Key (located on GlobalScan CD case) and Removal Code. 12. Click Submit. 36

37 13. Select Click here to close Window. Display reads Click Yes. The GlobalScan deactivation process is complete! Please proceed to Step 2. 37

38 Step 2 Remove GlobalScan Software Following deactivation, it is possible to remove the GlobalScan program as follows: 1. Click Start > Settings > Control Panel > Add/Remove Program. 2. Select GlobalScan Software. 3. Click Change/Remove 4. Select Remove radio button. 5. Click Next. Note: If you attempt to remove the GlobalScan program without first deactivating, you are prompted to do so. If necessary, click OK and refer to Step 1 Deactivate GlobalScan. Then continue with Step 2 Remove GlobalScan Software. 38

39 6. Be sure Yes, I want to restart my computer now is selected. 7. Click Finish. The GlobalScan removal process is complete! 39

40 GlobalScan Backup and Restore Utility The GlobalScan Backup Utility is used to backup and restore data for GlobalScan Ver. 2.0 Servers. It can also be used as a migration tool to move data from a GlobalScan Ver. 1.5 Server to a GlobalScan Ver. 2.0 Server. Backup Use this function to regularly backup GlobalScan system settings, particularly if modifications to Projects, Profiles and server/mfd-related data is common. This Backup utility enables you to easily migrate GlobalScan settings to a new server or quickly recover in the event of network/hardware failure. Restore After performing the Backup procedure, use the Restore procedure to apply saved registry data (on the same or different GlobalScan Ver. 2.0 Server). Important This Backup Utility is specifically for servers running GlobalScan Ver. 2.0, and, as such, supports both backup and restore functionality on all Ver. 2.0 installations. This utility can also migrate GlobalScan Ver. 1.5 data, for instance, to be restored on a Ver. 2.0 GlobalScan Server. In summary If the Backup and Restore Utility is executed on a GlobalScan Ver. 2.0 Server, the full backup/restore functionality is available, which means that both Backup and Restore command buttons appear. If the Backup and Restore Utility is executed on a GlobalScan GlobalScan Ver. 1.5, only backup (migration) functionality is available, thus only the Backup command button appears. If any other version of GlobalScan is running, a message indicating that GSBackup can only be run on Ver. 2.0 or 1.5 will be displayed. Neither backup nor restore functionality will be available. The screen reads: This utility can only be used for GlobalScan version 1.5 or 2.0. Follow screen prompt to close the window. Backup GlobalScan Data 1. Locate the GSBackup.exe file on your GlobalScan CD. 2. Double-click GSBackup.exe. 40

41 3. Choose the location in which to store the backup data. If you wish to view this screen in another language, click the desired tab Display reads, for example 4. Enter the file name to assign to the Backup File. Display reads, for example 5. Click Backup. 6. Click OK to the pop-up message. 7. Click Close. The.gs extension is automatically appended to the file name All registry data (GlobalScan V1.5 or V2.0) has been saved to the selected directory. 41

42 Restore GlobalScan Data To restore registry data, proceed as follows 1. Locate and double-click on the GSBackup.exe file on your GlobalScan CD. 2. Locate Backup File name. 3. Click Restore. 4. Click OK, then Close. The registry data has been applied. Verification Open GlobalScan Ver. 2.0 Admin Module (refer to GlobalScan V2.0 Administrator s Guide, if necessary) and verify that the data has been successfully restored. 42

43 Appendix 43

44 Appendix A: Optional Plug-ins & Framework Below is an overview of optional Plug-ins and Framework available for integration with GlobalScan. Whether you are in need of document routing, storage or management of scanned documents, there is a solution to fit your needs and requirements without changing your current workflow process. Should you need additional information about these GlobalScan options, please contact your sales representative. Also visit for details. Source Optional GlobalScan Plug-ins Description The Captaris RightFax Plug-in to GlobalScan provides an easy-to-use, easyto-manage, reliable fax and delivery solution that seamlessly integrates with virtually all business applications across an enterprise. The RightFax Plug-in is a cost-effective, speedy, and reliable means to deliver documents. By delivering via fax, or the Internet companies are able to reduce the use of paper, postage, and time spent manually sending documents. RightFax network faxing reduces costs, saves time and improves productivity by enabling users to send and receive faxes directly from their desktop or application. Employees no longer walk to the fax machines and manually send a fax or wait for delivery to a fax machine. RightFax systems integrate with the most popular back-end applications to provide automated, real-time delivery and receipt of high-volume, business-critical documents. RightFax helps companies reduce costs, improve user productivity and enhance internal and external communications every day. That s why RightFax is the leading developer in enterprise fax, with over 35,000 installations across the globe and the largest share of the market at 24% (source: IDC). Today, RightFax is installed in more than 80% of the Fortune 500 companies and has won more awards than all our competitors combined. The Ricoh OCR (File Conversion) Plug-in is available for archive scanning, OCR and PDF file conversion all for must-keep paper documents. Ricoh s file conversion software is designed for use with select digital copiers, providing the perfect front end for the GlobalScan system. Ricoh OCR File Conversion Plug-in provides several additional functions for users: PDF Image/Text Allows scanned documents to be delivered as PDF text/image files from the GlobalScan Server, which are searchable. Scan to XLS (Microsoft Excel) Scan to RTF (Rich Text Format/Microsoft Word) 44

45 Optional Framework* (Document Solutions) Using the Ricoh MFD, along with GlobalScan Server software and the optional Framework to Documentum, paper-based documents can be easily scanned and delivered to the Documentum Repository. Documentum, an industry-leading Enterprise Content Management (ECM) platform, provides a universal repository capable of storing and managing multiple content types, including documents, scanned images, Web pages, XML, rich media, records, engineering drawings, and much more. GlobalScan s Hummingbird Framework is a secure and simple enterprise level document management tool that provides organizations with the power to control information assets. This scalable development platform creates an intuitive environment for the capture of scanned hardcopy, enabling users to better organize and share documents. Content is consolidated in a unified enterprise knowledge base (repository) for easy access and retrieval, eliminating the mounting inefficiencies caused by the inability to manage and locate businesscritical documents. Interwoven WorkSite Framework provides growing companies with a simple way to manage thousands of documents and multiple versions of documents over an extended period of time. Interwoven s WorkSite solution, specifically, helps track and revise content throughout an organization, monitoring physical and electronic space constraints, and maintaining detailed records necessary to achieve regulatory compliance. Through a dynamic link with GlobalScan, Interwoven WorkSite enables enterprise-wide collaboration and access to business information. Additionally, Interwoven WorkSite is the leading software utilized in legal application environments, where reliability, flexibility and accuracy are crucial for every user and client. FileNET s Enterprise Content Management (ECM) Framework delivers a comprehensive set of capabilities that integrate with GlobalScan to enable organizations to automate and streamline business processes. As such, GlobalScan and FileNET can solve today s key record management issues by approaching problems from a different angle one that relies heavily on integrated content and process management. This approach allows for easy modification and optimization of business processes, enabling companies to address compliance issues as new regulations come into effect. GlobalScan s LiveLink Framework is designed to allow users to quickly and easily introduce important paper-based documents from the MFD into LiveLink for storage and management. LiveLink, from OpenText, provides comprehensive, fully integrated collaboration and knowledge management for the global enterprise. LiveLink includes a complete set of sophisticated services, including access control, version control, compound documents, audit trails, work flows, etc. Continued 45

46 Optional Framework (Document Solutions) Cont d The Stellent Framework to GlobalScan allows organizations to maintain growing volumes of information from a wide variety of sources and makes this content accessible across the entire enterprise. Stellent Content Server, the core component of the Stellent Content Management System, is the main repository for the storage and management of enterprise content. This secure and scalable content repository provides Web-based management of all types of digital content. Robust conversion capabilities allow users to contribute files to the Content Server in native formats for automatic conversion to Webready formats, including HTML, XML, and PDF. The two technologies, GlobalScan and Stellent, combine to provide a complete end-to-end document management solution. * GlobalScan Framework provides Application Developers (Independent Software Vendors, Systems Integrators, Value-added Resellers (with in-house development capabilities) with sample code and resources needed to customize the GlobalScan document workflow to meet their customer s specific Document/Content Management System requirements. For more information on GlobalScan Framework, please contact your sales representative. Also visit Products and specifications subject to change without notice. 46

47 Appendix B: SmartDeviceMonitor for Client Installation In order to view real-time status and settings of connected devices (via the Manage MFDs screen of the GlobalScan Admin Menu, shown below), you must install the SmartDevice- Monitor (Web Image Monitor) for Client utility (Ver ) on the GlobalScan Server. Please have your GlobalScan CD available. The Status column only appears if SDM for Client is installed on the GlobalScan Server. For details, please refer to the GlobalScan Administrator s Guide, Step 6: Manage MFDs. If SDM for Client is installed, the Host Name column becomes READ ONLY -- otherwise, it is an editable field. 1. Insert the GlobalScan CD into CD-ROM drive. 2. From the Desktop, double-click on My Computer. 3. Double-click the drive icon (containing CD), for example, D:. 4. Open the GlobalScan CD. 5. Double-click on the Setup.exe folder for SMD. 6. Click OK. 47

48 7. Click Unzip. 8. Click OK. 9. Close the WinZip window [X]. 10. Double-click the folder containing the unzipped files. Display reads, for example 11. Click Disk Click Setup.exe. 48

49 13. Choose the language from the drop-down menu. 14. Click OK. 15. Click Next. 16. Please read the licensing agreement. 17. Click Yes to accept terms of agreement. 49

50 18. To install to this folder, click Next. To install to a different folder, click Browse, select another folder and click Next. 19. Click Yes. Setup resumes 20. Close window [X]. 21. With Yes, I want to restart my computer now. radio button selected, click OK. SmartDeviceMonitor for Client setup is complete! 50

51 Appendix C: Change Job Monitor/Data Service Property In order to support scan to network shared (public) folder, both GlobalScan Job Monitor and GlobalScan Data Service must be running as a user who has full access rights to the network shared folder. In addition, for Novell and Microsoft Exchange, the following procedures are prerequisites. For Novell You must install Novell Client and Novell ActiveX Component in order for the GlobalScan Server to perform communication functions. Please refer to GlobalScan, Pre-installation Requirements, for details). To scan to Novell shared network folders, you must create an account on the Novell server using the exact same user name and password as used to logon to the GlobalScan Server. Also, you must run the GlobalScan Job Monitor Service with this specific user account. Both operations are detailed below. For Microsoft Exchange In order to use Microsoft Exchange as the mail delivery system, the user specified in GlobalScan Job Monitor Service properties MUST be the same user who is configured within the MS Exchange Mailbox on the GlobalScan Server (see Step 4: Enter/Edit System Parameters, if necessary). To change the Job Monitor Property/Data Service Property, proceed as follows 1. Click Start > Programs > Administrative Tools > Services. 2. Highlight then right-click GlobalScan Job Monitor Service or GlobalScan Data Service, as required. 3. Select Properties. 51

52 Display reads, for example 4. Click the Log On tab. 5. Click This Account and then browse. 6. Click Look in: drop-down. 52

53 Display reads, for example 7. Choose the domain. Display reads, for example 8. Enter the Connect as and Password fields with the account that allows you to connect to the domain. Note: If possible, please use the domain administrative account. 9. Select the appropriate Name, as shown at right 10. Click OK. Enter Password and Confirm password. 11. Click OK. 53

54 12. Click OK. 13. Confirm settings. 14. In order to perform scan to Novell shared network folders, you must repeat this process by selecting GlobalScan Data Service in step 2. 54

55 Appendix D: Change Failover/Data Service Property If the drop file location is a shared folder on the secondary server, the GlobalScan Failover Service of the primary server needs to run under a domain user that has sufficient access rights to the shared folder on the secondary server. The reverse is also true if the pick up file location is a shared folder on the primary server, the GlobalScan Failover Service on the secondary server needs to run under a domain user that has sufficient access rights to the pick up shared folder on the primary server. To address either scenario, proceed as follows 1. Click Start > Programs > Administrative Tools > Services. Display reads, for example 2. Highlight, then right-click GlobalScan Failover Service or GlobalScan Data Service, whichever is applicable. 3. Select Properties. Display reads, for example 55

56 4. Click Log On tab. 5. Select This Account and then browse. 6. Click Look in: drop-down. Display reads, for example 56

57 7. Choose domain. Display reads, for example 8. Enter Connect as and Password fields with the account that allows you to connect to the domain. Note: If possible, please use the domain administrative account. 9. Select the appropriated Name, as shown at right 10. Click OK. Enter Password and Confirm password. 11. Click OK. 12. Click OK. 57

58 13. Confirm settings. 58

59 Appendix E: CDO.dll Installation Procedure When selecting Microsoft Exchange as the mail system to send Profile data, CDO.dll (Collaborative Data Object) must be present on the GlobalScan Server. Following the procedure outlined below will automatically place the required files on the GlobalScan Server. To install the CDO.dll file, proceed as follows 1. Run Setup using the Microsoft Outlook 2000 install CD. 2. Select Customize. 3. Select Microsoft office folder. If necessary browse to folder. 4. Click Next. 5. Click Collaboration Data Objects. 59

60 6. Select Run all from My Computer. 7. Click Install Now. 8. Click OK. 60

61 Appendix F: Lotus Notes 6.5 Support In order for GlobalScan Ver. 2.0 to support installations running Lotus Notes 6.5, the following procedure must be followed 1. On the GlobalScan Server, go to the directory where Lotus Notes is installed. 2. Select (highlight) the nlsxbe.dll file. 3. Click Start > Run. 4. Type: regsvr32 in Run field. 5. Select the nlsxbe.dll file and drag/drop the file to the Run field. 6. Click OK. 7. Click OK to close. 61

62 Appendix G: Novell with Windows Server 2003 Since Novell has indicated their OCX component is not compatible with Windows Server 2003, for GlobalScan to support Novell authentication and scan to Novell shared folder in a Windows Server 2003 environment, the Internet Information Service has to be running in IIS 5.0 Isolation Mode. To do so, proceed as follows 1. On the GlobalScan Server, click Start > All Programs > Administration Tools > Computer Management. Display reads, for example 2. Click on Services and Applications > Internet Information Services (IIS) Manager. 3. Right click on Web Site. 62

63 Display reads, for example 4. Click on Service tab.. 5. Select the IIS 5.0 Isolation mode check box. 6. Click Apply. 7. Click Yes to allow IIS to restart. 63

64 Appendix H: License Upgrade The GlobalScan Server can be upgraded to support a maximum of 250 multifunctional devices, so use this procedure if, for example You initially purchased a 5-license CD Key and wish to upgrade to a 50-license CD Key. You wish to upgrade a demo or trial version of GlobalScan to a full version. To do so, deactivate your 01 (Demo/Trial) CD Key, and activate with the 05 (Standalone) CD Key. You wish to add additional services to your 05 (Standalone) CD Key, for example, RightFax and/or OCR. To do so, you will activate/deactivate with the 05 CK Key. You wish to promote your standalone server to a primary server that supports the Failover function. To do so, deactivate your 05 (Standalone) CD Key and activate with the 03 (primary server) CD Key. With your current CD Key available, proceed as follows 1. Within Windows Explorer, locate and double-click the GSActivation.exe file. Display reads Click Upgrade GlobalScan. Important: If the Upgrade GlobalScan button does not appear, you are running either a trial or demo version of GlobalScan, neither of which can be upgraded. Refer to your GlobalScan CD Key to determine if you are running a trial/demo. 01, as shown below, indicated trial/demo. Trial/Demo CD Key: GKDSLSJ Other CD Keys include 05 (Permanent [ Standalone]), 03 (Permanent [Primary]) and 04 (Permanent [Secondary]). 03 and 04 CD Keys support GlobalScan Failover. Display reads Click Yes. Follow the next step that applies to your version of GlobalScan. 64

65 Write down Application Key. 4. Click either Code Activation Web Page or I have an Activation Code. If selecting I have an Activation Code, follow steps outlined in Step 3: Activate GlobalScan, Section B GlobalScan Activation on Server without Internet Access. If selecting Code Activation Web Page, please proceed with next step Display reads Enter Existing CD Key (see old CD label). 6. Enter New CD Key (see new CD label). 7. Fill in remaining fields. Note: All fields are required. 8. Click Submit. Display reads, for example From step 9 on, the procedures apply to those without Internet Access on the GlobalScan Server. 9. Highlight and copy (Ctrl C) the Activation Code. 65

66 10. Click the Activation Code icon (on taskbar). 11. Paste (Ctrl V) the Activation Code onto the dialog box. 12. Click OK. Display reads Click OK. The GlobalScan license upgrade process is complete! Important: To Deactivate GlobalScan, please refer to section titled Remove GlobalScan Software, Step 1. During deactivation, you must use the latest CD Key, for example, if you have one CD key for a 5 MFP connection and upgrade to another CD Key with OCR, you must use the CD Key with OCR to deactivate GlobalScan. It doesn t matter how many CD keys you ve used; what s important is that you use the very last. After successful deactivation call Technical Support in order to have your CD Key reprogrammed. Then Activate GlobalScan with the reprogrammed CD Key. 66

67 Appendix I: OCR Plug-in Setup After the OCR Plug-in has been installed (see Install GlobalScan Program or Add GlobalScan Services), it is necessary to perform the following three steps: Step 1: Run the OCR File Conversion Program Step 2: Configure the OFC Monitor Program Step 3: Enter OCR Format Root Directory / Select OCR for Project These procedures (outlined below) are the same, whether installing the OCR engine on the same PC as the GlobalScan Server software or a separate PC. Step 1: Run the OCR File Conversion Program 1. Locate/open the OCR Engine folder, then double-click on the ofc2_setup.exe icon. 2. Click Next. 67

68 Display reads, for example 3. To install to this folder, click Next. (To install to a different folder, click Browse, select another folder, and click OK. If this screen is not displayed, go to the next step.) 4. Select a Program Folder. 5. Click Next. 6. Review the displayed information. To change any setting, click back. To start copying the files, click Next. 68

69 7. Click Finish. If the screen at right appears, continue 8. Click OK (restart the computer). 69

70 Step 2: Configure OCR Monitor Program 1. For OCR processing, create a new folder on the local drive* of GlobalScan Server, e.g., E:\OCR. *Note: If you install the OCR File Conversion program on a separate PC, you must share the OCR folder created in the GlobalScan Server locally. Also, the log-on user - on the PC that has OCR installed - must have permission to access and/or write files to this locally created folder (item #1 above). To share this OCR folder, proceed as follows: A. Locate the folder on your hard drive. B. Highlight and right-click on the folder. Display reads C. Click Sharing D. Change the Permissions, if desired. E. Click OK. 70

71 2. Under the folder, created in item #1, create sub-folders, one for each OCR file format: Excel, PDF, PDFImageText, PDFText, RTF (5 total). 3. Locate and open OFC.exe (either on the same PC as GlobalScan or on another PC), i.e., enter the path or Browse to, for example, c:\program Files\OFC\OFC.exe. Note: The OFC.exe is a module that configures and executes the OCR & File Conversion service and works in conjunction with GlobalScan to control how and when files are processed, stored and logged. 4. Enter/select the following: A. Watch Folder Settings - Select Folder: Enter the folder or click Browse and select the root directory you established in item #1 (previous page). Note: If the OCR program is installed on the same PC as GlobalScan, go to the local drive. If the OCR program is installed on a separate PC, go to My Network Places > Entire Network and locate the computer and the folder created in item #1. As shown at right 71

72 Return to the OCR & File Conversion screen. - Set monitoring time interval Set how often you want to monitor the folder. Note: Select the Start with Windows check box in order to monitor the folder whenever you start the PC. B. Heartbeat Settings What is a Heartbeat? A heartbeat is a file named heartbeat.dat located in the OCR heartbeat folder, e.g., c:\ocr, generated by the OFCMonitor service that GlobalScan s Job Monitor Service examines in order to determine whether or not OCR is up and running. If GlobalScan does not see the updated time stamp of the heartbeat.dat file an error condition occurs, telling the administrator that OCR is down. Also refer to the GlobalScan Administrator s Guide. - Select Folder: Enter the path, e.g., c:\ocr, that links GlobalScan to the OCR engine heartbeat folder or click Browse and select the folder. Note: The path entered here must point to the same folder (either local or network shared) as that entered in the profile Services tab. - Set heartbeat interval: Enter how often the OCR engine is to create a heartbeat file. Note: The heartbeat interval set for the OCR engine, e.g., every 5 minutes, should be less than the heartbeat interval set within the profile, e.g., every 10 minutes*. For more information on heartbeat settings, please refer to the GlobalScan Administrator s Guide, Step 2: Add/Edit a Profile > Services Tab. C. Page Settings - Activation Server Page: Enter path. Path Format: In the above example, IPADDRESS is the GlobalScan Server IP. GLOBALSCAN ROOT is the extension Web server name in IIS. Note: Use http or https, as required. Example A: Local Host Path (GlobalScan and OCR on same PC): 72

73 Example B: IP Address Path (GlobalScan and OCR on same or separate PC/s): Important: The Activation Server Page path verifies whether your CD key was installed correctly. If the CD key purchased doesn t include OCR (the optional Plug-in was not purchased), the OCR engine will not start. In addition, if the OCR Plug-in was purchased, but the path was typed incorrectly, the OCR engine will fail to start. - Language Page: Enter the path exactly as shown. The localhost can replaced by your DNS Name or IP address. Note: You can either type the localhost or IP address of the GlobalScan Server, as shown in Example A and B, respectively. Use http or https, as required. Important: The OCR Default Language list will now be displayed within the GlobalScan Admin Module, provided that the Language page was correctly entered. Please refer to the GlobalScan Administrator s Guide, Step 2: Add/Edit a Profile, Services Tab/OCR Configuration for additional information. 5. Click on OCR Settings button. 73

74 6. Under Export, map the sub-folders (created in item #2 above) to each file format. Note: If scanning in Excel format, and you wish all pages to be in one.xls file, deselect One Sheet Per Excel File check box. 7. Click OK. 8. Click the Log Settings button. 9. Enter/select the following: - Log Folder: To locate a Log folder either enter the path or Browse. - Log Option: Select how often you want a new log file created and the storage path. - View Log File: Click to view contents of Log File. Click [X] to close window. 10. Click OK to close Log Settings screen. 74

75 11. Press Start to start the OCR engine. Note: If an error message appears, it may indicate the OCR Plug-in has not been purchased. In that event, the OCR File Conversion program will not run. 12. If desired, minimize [ _ ] screen. Important: Starting the OCR engine is not complete until after performing Step 3: Enter OCR Format Root Directory / Select OCR for Project, detailed in the next section. For best OCR results, it is recommended that the user select 300 or 400 dpi from GlobalScan s Scan Settings screen (displayed on MFD touch screen). Accuracy of OCR results will vary. For example, scanning a document to Excel may shift columns of data and, therefore, does not result in an exact duplicate of the original (hard copy image). Users have two options, (1) edit the new file accordingly; (2) select another format, e.g., MS Word. For more information on resolution, file format, and other scan settings, see GlobalScan User s Guide, Step 3: Scan To Folder, About Scan Settings and Step 6: Select Scan Settings for details. 75

76 Step 3: Enter OCR Format Root Directory / Select OCR for Project In order to perform OCR (Optical Character Recognition) from the MFD control panel, i.e., convert the image into one of many file formats (e.g., RTF, Excel, PDF, TIFF, JPEG, etc.), the profile s Services tab (accessed via the GlobalScan Admin Module) must have the same OCR format root directory as that established on the OCR engine server (see previous section). In addition, any projects within a profile that are to support OCR must have OCR selected under the Render setting. To establish both of these parameters, proceed as follows 1. If necessary, open your Web Browser. 2. Enter GlobalScan Server IP Address or Computer Name, for example: Address/gs 3. Press Enter or click Go. GlobalScan home page appears. Note: If prompted to enter Administrator Password, please do so and click Login button. 4. Click Manage Profiles menu link. 76

77 Display reads, for example 5. Click on the Profile Name. 6. Click on the Services Tab. 7. Click Configure button for OCR Settings. 77