Server Software Installation Guide

Transcription

1 GlobalScan Ver. 1.5 Server Software Installation Guide Copyright 2004 by Ricoh Corporation. All Rights Reserved. Contents Introduction... 4 About GlobalScan... 4 GlobalScan Components... 4 About this Guide... 4 Additional References... 4 Requirements & Specs... 5 Pre-installation Requirements... 6 Server Preparation Server Preparation... 7 LDAP User Preparation... 7 Optional Plug-ins... 7 New GS Software Installation... 8 Step 1: Install PDF Conv Step 2: Install GS Program...13 Step 3: Activate GlobalScan...16 Upgrade Software (V1.4 to V1.5)..22 GlobalScan Migration Tool...25 Install RightFax Plug-in (Opt.)...28 Install OCR Plug-in (Opt.)...29 Remove (Uninstall) GlobalScan...42 Step 1: Remove Plug-in/s...42 Step 2: Deactivate GlobalScan...43 Step 3: Remove GlobalScan...49 Appendix A. CDO.dll Installation...51 B. Change Job Monitor...53 C. SmartDeviceMonitor Install...56 D. License Upgrade...60 E. MFD Error Codes...63 F. Server Error Codes...66 August, 2004

2 Copyright 2004 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 Multifunctional Device... 5 Protocols Supported... 5 Authentication Methods Supported... 5 File Formats Supported... 5 Pre-Installation Requirements... 6 Server Preparation Server Preparation... 7 LDAP User Preparation... 7 Optional Plug-ins... 7 New GlobalScan Software Installation... 8 Step 1: Install PDF Conversion Program... 8 Step 2: Install GlobalScan Program Step 3: Activate GlobalScan Section A - Activation on Server With Internet Access Section B - Activation on Server Without Internet Access Upgrade Software (Ver. 1.4 to Ver. 1.5) GlobalScan Migration Tool Install RightFax Plug-in (Option) Install OCR Plug-in (Option) Step 1: Run OCR Setup Wizard...29 Step 2: Run OCR File Conversion Program...30 Step 3: Configure OCR Monitor Program...34 Step 4: Enter OCR Format Root Directory within Profile...39 Remove (Uninstall) GlobalScan...42 Step 1 Remove Plug-in/s (if applicable)...42 Step 2 A. Deactivate From Server With Internet Access...43 B. Deactivate From Server Without Internet Access...46 Step 3 Remove GlobalScan Server Software...49 Appendix A: CDO.dll Installation...51 B: Change Job Monitor Property...53 C: SmartDeviceMonitor for Client Installation...56 D: License Upgrade...60 E: GlobalScan MFD Error Codes...63 F: GlobalScan Server Error Codes

4 Introduction GlobalScan TM Ver. 1.5 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 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. GlobalScan Components The GlobalScan system consists of two primary components: (1) GlobalScan Server software (2) 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 Multifunctional Device (MFD) GlobalScan Administrator s Guide - The GlobalScan Administrator s Guide (and GlobalScan Administrator s Quick Reference) explains how to access/set MFD settings (from the control panel), as well as how to manage Profiles, MFDs, Plug-ins, jobs, logs, etc. from the GlobalScan Admin Module (accessed via a standard Web browser). GlobalScan User s Guide The GlobalScan User s Guide (and GlobalScan User s Quick Reference) explains how to perform Scan To , Scan To Folder, Scan to Fax, and other key functions. 4

5 System Requirements and Specifications The following GlobalScan Server and MFD requirements must be met prior to installation of the GlobalScan system. GlobalScan Server*: Windows 2000 Server with Service Pack 3 or 4, and all necessary security updates and patches installed IIS 5.0 with ADSI 2.5 and MSXML 3.0 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 - Microsoft Exchange 5.5 or Most SMTP Servers (without authentication required) CDO (Collaborative Data Objects) V1.1 * Note: GlobalScan requires a dedicated server PC. Running other applications on the server may cause serious problems and service performance is not guaranteed. Compatible Multifunctional Devices: MFD Type Engine Speed Memory Black & White cpm 96MB* Black & White cpm 256MB Color/B&W cpm 256MB * 96MB is minimal requirement for GlobalScan. 192MB or above is recommended for optimal performance. 192MB is minimal requirement when running an optional Content/Document Management Framework/Plug-in to GlobalScan. Important: 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 100 enabled MFDs. Protocols Supported: GlobalScan Server: TCP/IP; HTTP/HTTPS; LDAP; SMTP MFD: TCP/IP; HTTP/HTTPS Authentication Methods Supported: LDAP; Windows NT/2000; Novell File Formats Supported: Standard: TIFF (Multi-page); PDF Image; JPEG (Color MFD) Optional: XLS (Microsoft Excel); RTF (Microsoft Word); PDF Image Plus Text IBM Compatible 5

6 Pre-installation Requirements Prior to installing the GlobalScan Server software, review the following checklist to ensure that each condition has been met. Server Preparation (see next page for 2003 Server Preparation): Windows 2000 Server with Service Pack 3 or 4, and all necessary security updates and patches installed Microsoft Internet Explorer Version 6.0 is installed. Using Windows Update (inside IE6.0, under Tools ) to apply the most recent patches. Do not lock down IIS. Make sure the file under: \inetpub\wwwroot\localstart.asp can be started from the browser without any problem or error. For Novell authentication, and to perform Scan To Folder functions, you must install the Novell ActiveX component included with your GlobalScan Server software CD or downloaded.zip file, and the Novell client. The client can be downloaded from the Novell Web site ( If you are installing the version 4.9 client, NMAS (Novell Modular Authentication Services) will be installed automatically. This will cause GlobalScan Novell authentication to fail. The workaround is to remove NMAS component via Add/Remove programs. 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 administration rights. Determine the mail server, then install necessary client and configure it. Make sure you can send and receive messages. Use Microsoft Outlook Express for SMTP mail server. Use Notes client for Lotus Notes 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. Also, after installation of the GlobalScan Server software, configure the Job Monitor 2 settings as shown in Appendix B of this guide (also shown in Appendix D in the GlobalScan Administrator s Guide). 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 A in this guide or the GlobalScan Administrator s Guide, Appendix C, for additional information and installation procedures. 6

7 2003 Server Preparation: GlobalScan Version 1.5 supports installation on a 2003 Server, but the following restrictions apply: Only install on the 2003 Standard version server No Novell features are supported Before installation, install IIS and enable the Active Server Page Web extension, without any lock down Only RightFax and OCR Plug-in are tested to work. Other Plug-ins are not being tested for compatibility Must use with Version 1.5 MFD firmware 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-ins: 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). If a license is included for an optional Plug-in, it is possible to run the associated setup.exe files provided on the GlobalScan CD for that Plug-in. If installing OCR, you will also need to run the OCR engine setup, covering in section titled Install OCR Plug-in (Option). Important: If you install the RightFax and/or OCR program without first purchasing and activating the associated CD Key, it will be necessary to uninstall the Plug-in from the GlobalScan Server. Following removal of the Plug-in, the CD Key must be activated. After activation, the Plug-in setup.exe program can be run. RightFax: To install the RightFax Plug-in (enabling fax-send functions), locate the RightFax folder on the GlobalScan Server Software CD-ROM and run the RFSetup.exe program file on the GlobalScan Server. Also create a RightFax Proxy User Account with administration privileges (must not integrate with Windows NT). 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. 7

8 New GlobalScan Software Installation To install the GlobalScan Server software, follow Steps 1 3, outlined below. Step 1: Install PDF Conversion Program 1. Insert GlobalScan CD into CD-ROM drive. 2. From the Desktop, double-click My Computer. 3. Double-click drive icon (containing CD), for example, D:. 4. Open GlobalScan CD. Display reads... GlobalScan TM Ver Double-click ActivePDF folder. 6. Double-click aptlkit3525 icon. 8

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

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

11 15. Click Open. 16. Click OK. 17. Click Next. 18. Close activepdf Installer window [X]. 19. Click Next > to select default folder. 11

12 20. Click Next to select Typical. 21. Click Next. 22. Click Finish. 12

13 Step 2: Install GlobalScan Program 1. Open GS folder 2. Double-click GSSetup icon. Display reads, in sequence 3. Click Next. 13

14 4. Please read licensing agreement. 5. Click Yes to accept terms of agreement. 6. 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. Display reads 14

15 7. When InstallShield Wizard is complete, click Finish. Now activate GlobalScan, as outlined in the next section 15

16 Step 3: Activate GlobalScan Continuing from previous section Please follow the section that applies to your GlobalScan Server connection 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 Activate GlobalScan button. 2. Click Code Activation Web Page button. 16

17 3. Enter fields (all are required): CD Key: Find this code on the GlobalScan CD case. 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 shown here. 5. Select Click here to close window. 6. Click Exit. The GlobalScan software installation/activation process is complete! 17

18 Note: Review the information provided in the Appendix section of this guide. If necessary, perform any additional procedures as indicated. Next, proceed to the GlobalScan Administrator s Guide for the instructions on creating a Profile 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.) 18

19 Section B GlobalScan Activation on Server Without Internet Access From the GlobalScan Server 1. Click Activate GlobalScan button. GlobalScan TM Ver Write down 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 Web browser and enter the GlobalScan Activation URL: 19

20 5. Enter fields (all are required): CD Key: Find this code on the GlobalScan CD case. 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. 9. Return to the GlobalScan Server. 10. Click I have an Activation Code Enter Activation Code into field. Please verify accuracy before proceeding. 20

21 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 (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, proceed to the GlobalScan Administrator s Guide for the instructions to use to properly create a Profile and configure the 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.) 21

22 Upgrade Software (Ver. 1.4 to Ver. 1.5) To upgrade a GlobalScan Server that is currently running Version 1.4 software to Version 1.5, proceed as follows Important: The following message is displayed if you try to upgrade GlobalScan Ver. 1.3 software to Ver Click OK. GlobalScan does not support upgrade from Ver. 1.3 to Ver. 1.5 directly. However, it is possible to upgrade a Ver. 1.3 installation of GlobalScan to Ver. 1.4 by using Migration Tool (an authorized Ricoh service technician can access the Ver. 1.3 to Ver. 1.4 migration instructions from the Ricoh TSC Web site). After that process is complete, upgrade to GlobalScan Ver. 1.5, as outlined below. Refer to the next section, Migration Tool, for step-by-step instructions on how to export/ import registry data from a PC running GlobalScan Ver. 1.4 to another PC running Ver. 1.5, or migrate data from a GlobalScan Ver. 1.5 Server to another GlobalScan Ver. 1.5 Server. The Migration Tool procedures allow you to preserve Profile data, as well as MFD and system settings when changing PCs. 1. On Desktop, double-click GSSetup.exe. 2. Click Yes. 22

23 3. Click Next. 23

24 If the screen at right appears, continue 4. With Yes, I want to restart my computer now. radio button selected, click Finish. The GlobalScan upgrade process is complete! 24

25 GlobalScan Migration Tool Follow the procedures outlined below to export/import registry data from a PC running GlobalScan Ver. 1.4 to another PC running Ver. 1.5, or migrate data from a GlobalScan Ver. 1.5 Server to another GlobalScan Ver. 1.5 Server. Note: The registry data contains Profile information, as well as MFD and system settings. Step 1: Launch Migration Tool Utility The Migration Tool utility is an executable program file located on your GlobalScan CD. To execute this program, locate and double-click MigrationTool_GS15.exe. Step 2: Export GS Ver. 1.4 Data to File 1. Click Export to export the data. Note: The data file name is XXXX.xml. 2. Type name of file and choose where to save the file, e.g., drive A. 3. Click Save. 4. When status shows Export Complete, files are generated. You may now close the Migration Tool window. Step 3: Deactivate/Remove GS Ver. 1.4, Install/Activate GS Ver. 1.5, & Install Plug-ins (if applicable) 5. Deactivate GlobalScan Ver Refer to GlobalScan Ver. 1.4b Server Software Installation Guide, section titled Remove (Uninstall) GlobalScan, Section A or B. 6. Remove GlobalScan Ver. 1.4 from Control Panel. Refer to GlobalScan Ver. 1.4 Server Software Installation Guide, section titled Remove (Uninstall) GlobalScan, Section C 25

26 7. Restart the PC. 8. Install/Activate GlobalScan Ver. 1.5 Server software. In this guide, refer to section titled New GlobalScan Software Installation. 9. If applicable, install Plug-ins, e.g., RightFax and/or OCR. In this guide, refer to sections titled Install RightFax Plug-in (Option) and Install OCR Plug-in (Option). Note: For general information on optional Plug-ins, refer to Appendix B of GlobalScan Administrator s Guide. Step 4: Import GS Ver. 1.4 Data to Ver. 1.5 On GlobalScan Server running Ver. 1.5 software, proceed as follows 10. Run Migration Tool again. Click Start > Programs > GlobalScan Migration Tool folder to launch the program. 11. Choose Import to import data. Note: The file name is XXXX.xml. 13. Locate/open data file you wish to import, i.e., file created in Click Close. The GlobalScan migration process is complete! 26

27 Step 5: Verification Open GlobalScan Ver. 1.5 Admin Module (refer to GlobalScan Ver. 1.5 Administrator s Guide, if necessary) and verify that all data are successfully imported. 27

28 Install RightFax Plug-in (Option) To install the optional RightFax Plug-in (enabling fax-send functions), use the supplied GlobalScan CD to run the RFsetup.exe inside the RightFax folder on the GlobalScan Server (procedure outlined below). In addition, install the RightFax Client Application software on the GlobalScan Server. Also create a RightFax Proxy User Account with administration privileges; do not integrate with Windows NT. Note: The CD Key that comes with the purchase of GlobalScan may or may not include a license for the optional RightFax Plug-in. If a license is included, it is possible to run the associated setup.exe files provided on the GlobalScan CD. Important: If you install the RightFax Plug-in without first purchasing and activating the associated CD Key, it will be necessary to uninstall the Plug-in from the GlobalScan Server. Following removal of the Plug-in, the CD Key must first be activated. After activation, the Plug-in setup.exe program can be run. 1. Insert GlobalScan Server Software CD into CD-ROM drive. 2. From the Desktop, double-click My Computer. 3. Double-click drive icon (containing CD), for example, D: 4. Open RightFax folder. 5. Double-click RFSetup.exe icon. 6. Click Finish. RightFax software has been successfully installed. Please refer to the GlobalScan Administrator s Guide for instructions on how to configure RightFax Proxy User ID and Proxy User Password. 28

29 Install OCR Plug-in (Option) If you have purchased the optional OCR (Optical Character Recognition) Plug-in, follow Steps 1 and 2 to install the software and Steps 3 and 4 to configure the application. Note: The CD Key that comes with the purchase of GlobalScan may or may not include a license for the optional OCR Plug-in. If a license is included, it is possible to run the associated setup.exe files provided on the GlobalScan CD. Important: If you install the OCR Plug-in without first purchasing and activating the associated CD Key, it will be necessary to uninstall the Plug-in from the GlobalScan Server. Following removal of the Plug-in, the CD Key must be activated. After activation, the Plug-in setup.exe program can be run. Step 1: Run OCR Setup Wizard 1. Insert GlobalScan Server Software CD into CD-ROM drive. 2. From the Desktop, double-click My Computer. 3. Double-click drive icon (containing CD), for example, D: 4. Locate/open OCR folder, then double-click OCRSetup.exe icon. 5. Click Finish. 29

30 Step 2: Run OCR File Conversion Program The procedure outlined below is the same, whether installing the OCR engine on the same PC as the GlobalScan Server software or a separate PC. 1. Insert GlobalScan OCR CD into CD-ROM drive. 2. From the Desktop, double-click My Computer. 3. Double-click drive icon (containing CD), for example, D: 4. Locate/open OCR Engine folder, then double-click ofc_setup.exe icon. 5. Click Next. 30

31 (If this screen is not displayed, skip to step 8 below.) 6. Enter User Name and Company Name. 7. Choose the default setting, anyone who uses this computer (all users). 8. Click Next. Display reads, for example 9. 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, skip to step 12 below.) 10. Choose the default setting, Typical. 11. Click Next. 31

32 12. Select a Program Folder. 13. Click Next. Review the displayed information. To change any setting, click back. To start copying the files, click Next. 14. Click Finish. 32

33 If the screen at right appears, continue 15. Click OK (restart the computer). 33

34 Step 3: Configure OCR Monitor Program 1. For OCR processing, create a new folder on the local drive* of GlobalScan Server, e.g., c:\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 folder. C. Click Sharing D. Change the Permissions, if desired. E. Click OK. 34

35 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 monitors the OCR service and works in conjunction with GlobalScan to control how and when files are processed, stored and logged. 4. Enter/select the following: A. In "Watch Folder Settings," 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. 35

36 B. Return to the Watch Folder Settings screen. C. Choose the Monitoring Interval: Set how often you want to monitor the folder. D. Enter the Activation Server Page. 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): Example B: IP Address Path (GlobalScan and OCR on same or separate PC/s): Note: If you wish, select the Start with Windows checkbox to monitor the folder whenever you start the PC. 36

37 5. Click on OCR Settings button. 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 checkbox. 6. Click OK. 7. Click Log Settings button. The display now reads 8. 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. 9. Click OK to close Log Settings screen. 37

38 10. 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. 11. If desired, minimize [ _ ] screen. Important: Starting the OCR engine is not complete until after performing Step 4: Enter OCR Format Root Directory within Profile, 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. 38

39 Step 4: Enter OCR Format Root Directory within Profile 1. Open Web Browser. 2. Enter GlobalScan Server IP Address or Computer Name, for example: GlobalScan TM Ver Press Enter or click Go. Note: If prompted to enter Administrator Password, please do so and click Login button. Address/gs 4. Click Manage Profiles on Admin Module Menu. Display reads, for example 5. Click on Profile Name. 39

40 6. Click OCR. 7. Enter OCR Format Root Folder, e.g., C:\OCR. Note: To exit this screen without entering a Root Folder, click Cancel. 8. Select desired Default File Format. 9. Click Update. 40

41 10. Go to Manage Plug-ins screen (shown below) and enable OCR by clicking on the checkbox. 11. Click Update. Priority (1 to 9) represents the input/ output sequence during the file conversion process. This, however, only plays a role when two or more Render Plug-ins are installed. For additional information, please refer to the GlobalScan Adminstrator s Guide. 41

42 Remove (Uninstall) GlobalScan There are two or three steps in the uninstall process, depending upon whether or not the GlobalScan Server is running optional Plug-ins, for example, the RightFax and/or OCR Plug-in. If no Plug-ins are installed, follow Step 2 3. Otherwise, follow Steps 1 3. Important: Please have your GlobalScan CD Key ready (CD Key is located on GlobalScan CD case). Step 1 Remove Plug-in/s (if applicable) Step 2 A. Deactivate GlobalScan From Server With Internet Access or B. Deactivate GlobalScan From Server Without Internet Access Step 3 Remove GlobalScan Server Software (via Add/Remove Programs) Note: Plug-in client software can be left installed; it doesn t need to be removed to uninstall GlobalScan. Step 1 Remove Plug-in/s Prior to removing the GlobalScan software from your computer, first remove all optional Plugins, e.g., RightFax or OCR, if applicable. 1. Click Start > Settings > Control Panel > Add/Remove Program. 2. Select Plug-in. In the adjacent example, the RightFax Plug-in is selected. 3. Click Change/Remove button and follow screen prompts. 4. If necessary, repeat for additional Plug-ins, e.g., OCR. 42

43 Step 2 Deactivate GlobalScan A. Deactivate GlobalScan From Server With Internet Access 1. Open GlobalScan folder. 2. Click GSActivation icon. 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 43

44 3. Click Remove GlobalScan. 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 44

45 8. Select Click here to close window. 9. Click OK. 10. Click Exit. The GlobalScan deactivation process is complete! 45

46 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 GlobalScan folder. 2. Click GSActivation icon. 3. Click Remove GlobalScan. 4. Click Yes. 5. Write down Removal Code. 6. Click Removal Web Page button. 46

47 If an error occurs, the display may appear as shown at right. Proceed with steps 7-8, and continue. If no error occurs, proceed directly to step 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. 47

48 13. Select Click here to close Window. Display reads Click Yes. The GlobalScan deactivation process is complete! 48

49 Step 3 Remove GlobalScan Server Software 1. Click Start > Settings > Control Panel > Add/Remove Program. 2. Select GlobalScan Software. 3. Click Remove button and follow screen prompts. 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 2 Deactivate GlobalScan. Then continue with Step 3 Remove GlobalScan Server Software. 4. Be sure to reboot the computer. The GlobalScan removal process is complete! 49

50 Appendix 50

51 Appendix A: CDO.dll Installation 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. * Note: If necessary, refer to the GlobalScan Administrator s Guide, section titled Global- Scan Admin Server Configuration, Step 3: Add/Edit/Delete a Profile, C. Enter/Edit E- mail Settings. To install the CDO.dll file, proceed as follows 1. Run Setup using 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. 51

52 6. Select Run all from My Computer. 7. Click Install Now. 8. Click OK. 52

53 Appendix B: Change Job Monitor Property GlobalScan TM Ver. 1.5 When scanning to a Novell shared drive, and using Microsoft Exchange as the mail delivery system, the user specified in GlobalScan Job Monitor 2 s Service properties MUST be the same as the user who logs onto the GlobalScan server. Also, when using Exchange as the mail system, it is necessary to configure the Exchange Server and Mailbox settings inside the GlobalScan System Parameters screen (see GlobalScan Administrator s Guide, GlobalScan Admin Server Configuration Settings). To change the Job Monitor Property, proceed as follows 1. Click Start > Programs > Administrative Tools > Services. 2. Highlight, then right-click GlobalScan Job Monitor Service Select Properties. Display reads, for example 4. Click Log On tab. 53

54 5. Click This Account and then browse. 6. Click Look in: drop-down. 7. Choose the domain. Display reads, for example 8. Enter Connect as and Password fields with an 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... 54

55 10. Click OK. Then fill in the Password and Confirm password, as shown Click OK. 12. Click OK. 13. Confirm setting. ### 55

56 Appendix C: 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 (SMD) 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 4: Manage MFDs. If SDM for Client is installed, the Host Name column becomes READ ONLY -- otherwise, it is an editable field. 1. Insert GlobalScan CD into CD-ROM drive. 2. From the Desktop, double-click My Computer. 3. Double-click drive icon (containing CD), for example, D:. 4. Open GlobalScan CD. 5. Double-click Setup.exe folder for SMD. 6. Click OK. 56

57 7. Click Unzip. 8. Click OK. 9. Close WinZip window [X]. 10. Double-click folder containing unzipped files. Display reads, for example 11. Click Disk Click Setup.exe. 57

58 13. Choose language from drop-down menu. 14. Click OK. 15. Click Next. 16. Please read licensing agreement. 17. Click Yes to accept terms of agreement. 58

59 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. 59

60 Appendix D: License Upgrade The GlobalScan Server can be upgraded to support a maximum of 100 multifunctional devices, so use this procedure if, for example, you initially purchased a 5 license CD key and wish to upgrade to 50 license CD Key. In addition, you will use this procedure if upgrading a demo room or 45-day trial version of GlobalScan, or you are adding the optional RightFax or OCR Plug-in. 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. Display reads Click Yes. Follow the next step that applies to your version of GlobalScan. 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 60

61 Display reads Enter Existing CD Key (see old CD label). 7. Enter New CD Key (see new CD label). 8. Fill in remaining fields. Note: All fields are required. 9. Click Submit. Display reads, for example: From step 12 on, the procedures apply to those without Internet Access on the GlobalScan Server. 10. Highlight and copy (Ctrl C) the Activation Code. 11. Click the Activation Code icon (on taskbar). 12. Paste (Ctrl V) the Activation Code onto the dialog box. 61

62 13. Click OK. Display reads Click OK. The GlobalScan license upgrade process is complete! Important: To Deactivate GlobalScan, please refer to section titled Remove (Uninstall) GlobalScan. 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. 62

63 Appendix E: GlobalScan MFD Error Codes GlobalScan TM Ver. 1.5 Error Code MFD Screen Prompt Explanation Solution 101 Get profile failed. Please ask administrator for help. Cannot get the profile from server. 102 Login failed. Try again. Incorrect user name or password has been entered. 103 Failed to download Cannot download Organization Organization Unit. Try Again. Unit from LDAP server. 104 Please logout first. Tried to go to another screen before logging out. 105 Failed to download Address Cannot download addresses Book. from LDAP Server. 106 No recipient. Please Tried to send without select document. entering recipient. 107 Invalid proxy port number. The proxy port number entered Try Again. is not numeric. 108 Account name is not For version 1.3 firmware only, specified. Please enter the Domain, Tree or Context domain name. name is not entered. 109 User name is not specified. The user name is not entered Please enter user name. for authentication. 110 Please input at least 2 characters. 111 Get Addr() failed. Try Again. 112 GlobalScan Server has no response! 113 Failed to get file system information. 114 Hard disk is getting full. Please wait for a while. If this error continues to happen, please reboot. 115 No valid address available. When performing address look-up by name (recipient), at least two characters are required to perform search function. MFD can t get the required XML file correctly. Cannot connect to the GlobalScan Server. The file for GlobalScan is not found. The space allocation for file storage is almost full. The address is not valid. Check the following: 1. If the IP address of the GlobalScan Server is entered correctly. If not, correct and reboot MFD. 2. If the IP address of the GlobalScan Server is entered correctly, then check that the DNS entry is correct. If not, correct and reboot MFD. 3. If the IP address of the MFD and the GlobalScan Server are in the same Subnet. If not, correct the IP of the MFD and reboot. 4. If the Proxy setting is correct, if applicable. If not, correct and reboot MFD. 5. If the network connection is maintained. If not, correct and reboot MFD. 6. If the IUSR and IWAM users for the GlobalScan Server match the computer name of the PC. If not, create them. Enter the correct user name and password. Check the LDAP setting in the GlobalScan Server for the MFD. Press Logout button before switching. Check the LDAP setting in the GlobalScan Server for the MFD. Select the recipient from the Address Book, or manually enter address. Enter a numeric proxy port. Enter the required data. Enter the user name. Enter at least two characters for searching. Press OK and perform a second time to clear. If not cleared, reboot the MFD. 1. Check the GlobalScan Server IP address. 2. Check the network connection. 3. Check the server to see if GSMon (for version 1.4) is running or the GlobalScan Job Monitor services (for version 1.5) is running. Reboot the MFD. Wait for a while, then scan document again. If this error continues to happen, reboot MFD. Note: If you power down the MFD at this time, all documents that have not been processed will be lost. Enter the correct format for searching. 63

64 Error Code MFD Screen Prompt Explanation Solution GlobalScan TM Ver Too many recipients. Too many recipients Limit number of recipients. selected. 117 Invalid address. The address entered is not valid. Check the address format. It should be 118 Invalid DNS IP. The entry is not in the IP Make sure the format is: xxx.xxx.xxx.xxx. address format. 119 Invalid GlobalScan Server IP The address entered is Check the address entered. incorrect. 120 Invalid GlobalScan Server IP. The format is incorrect. Check the format. For name resolving, please enter DNS IP. 121 Invalid Proxy IP. The address entry is not valid. Check the format. 122 Invalid Proxy IP. For name The data entered is not valid. Check the format. resolving, please enter DNS IP 123 Machine Registration Failed. Max Number of Machines Exceeded. Please Contact The max. number of MFDs registered has been reached. Can t connect any more. Check the server to see if the number of MFDs connected has reached the maximum specified in the CD key(s). Administrator. 124 No valid address/fax number available. The entered search criteria returns no result. Check the search criteria. 125 No folder/ recipient/fax number. Please select a folder or document or fax document. 126 A filename cannot contain any of the following characters: \\/:*?\"<>. The Start button has been pressed without selecting a folder, fax number or address. File contains invalid character(s). Select a folder, fax number or address before pressing the Start button. Remove invalid character(s). 127 No matches found. Return no matching value for Change the search criteria and try again. search. 128 Get login page failed. Please ask administrator for help. Can t get the login page. Check the server. Reboot MFD if this continues to happen. 129 Required login Info empty. The login information required is Enter the required information. not filled in. 130 Failed to download file format Can t download folder list. Reboot the MFD. list. 131 The number of customized Only two customized fields are Contact Technical Support. fields exceeds the limit. allowed. 132 Server Returns Error Without Reason. Unexpected error is returned from server. Reboot MFD. If this problem continues, contact Technical Support. 201 Scan failed. Try again. Can t start scan. Reboot MFD. If this problem continues, contact Technical Support. 202 Scan failed: paper jam. Try Paper jam has occurred. Clear the paper jam and start scan again. again. 203 Cannot detect original size. Select scan size and reset No document is in the ADF or on the platen glass for scanning. Place a document in ADF or on platen glass and start scan. originals. Scanning cancelled. 204 Scan failed. Cannot create scan files. Failed to create scan file. Reboot MFD. If this problem continues, contact Technical Support. 205 Scan failed. Cannot get file info. Failed to get file information about the scanned document. Reboot MFD. If this problem continues, contact Technical Support. 206 Scan failed. Cannot get page info. Failed to get page information about the scanned document. Reboot MFD. If this problem continues, contact Technical Support. 207 Scan failed. Cannot open the page. Open page failed. Reboot MFD. If this problem continues, contact Technical Support. 208 Scan failed. Cannot close the page. Close page failed. Reboot MFD. If this problem continues, contact Technical Support. 209 Scan failed. Cannot delete Delete page failed. Reboot MFD. If this problem continues, contact the page. 210 Scan failed. Cannot get work area. Failed to get the working area in the MFD. Technical Support. Reboot MFD. If this problem continues, contact Technical Support. 64

65 Error Code MFD Screen Prompt Explanation Solution 211 Scan failed. Cannot write to hard disk. If this error continues to happen, please reboot. 212 Scan failed. Failed to open a scan job. 301 Upload failed. Failed to write to hard disk. If this error continues to happen, please reboot. Can t write to hard disk in MFD. Can t open scanned document for further processing. Can t upload to server. GlobalScan TM Ver. 1.5 Reboot MFD. If this problem continues, contact Technical Support. Reboot MFD. If this problem continues, contact Technical Support. Reboot MFD. If this problem continues, contact Technical Support. 402 Get Folder failed. No folder information obtained. Reboot MFD. If this problem continues, contact Technical Support. 403 Please select a folder to No folder is selected for upload Select a folder. upload. purposes. 404 There is no folder list. No folder information entered in Server. Check with the server to see if there is any folder list created. 501 Getting Information from Server failed. Can t get information about Database or DocBase or other. Reboot MFD. If this problem continues, contact Technical Support. 502 Please Make a Selection. No value selected. Please select a value and try again. 601 Getting Information from Server failed. Failed to get information from the server about Document Reboot MFD. If this problem continues, contact Technical Support. Type or else. 602 Please Make a Selection. Did not select a value. Select a value. 701 Getting Information from Server Failed. Failed to get information about the Index. Reboot MFD. If this problem continues, contact Technical Support. 702 Required Field Cannot Be The required field is not filled in. Enter the required information. Empty. 703 Server Returns Error Without Reason. Unexpected error occurs when trying to query the Index. Reboot MFD. If this problem continues, contact Technical Support. 802 Get Srvc Info failed. Failed to get service information from the GlobalScan Server. Error in Job Logs Check the server setting and reboot MFD. If this problem continues, please contact Technical Support. Error. Can t upload to the server. Check the communication between server and MFD. If this problem continues, reboot MFD. If not resolved, contact Technical Support Error Loading XML file GSJMServ2: Automation error. Can t enumerate any more because the associated data is missing User has entered an ampersand (&) or less than (<) symbol in an subject, document name or fax note. Users should not enter an ampersand (&) or less than (<) symbol in an subject, document name or fax note field. 65

66 Appendix F: GlobalScan Server Error Codes GlobalScan TM Ver. 1.5 Error Code/Message RightFax: ActiveX Component can t create object (Error Code: 1AD) RightFax: Proxy User ActivePFD: ActiveX Component can t create object (Error Code: XXX) Novell library not found for NWDirLib.NWDirCtrl.1 Condition/Solution RightFax not installed. Install RightFax Plug-in. User ID does not match with RightFax ID. ActivePDF is not installed. Install ActivePDF. Novell ActiveX Component not installed. Install OCX.exe file in Novell utility folder. ### 66

67 8/04 Rev. 1.4 Ricoh Corporation, Five Dedrick Place, West Caldwell, NJ Phone (973)