Guide Installation Administration MFD Operation
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
Contents About GlobalScan TM... 5 I. imanage Software Installation... 6 II. imanage Administration Procedures... 7 III. imanage Operation... 9 Step 1: Place Document... 9 Step 2: Log in... 10 Step 3: Select Database, Index Fields & Folder... 11 Step 4: Select Scan Settings... 14 Step 5: Start Scan... 14 Step 6: Review Job Log... 15 3
Note: This page intentionally left blank to accommodate duplex printing. You may use this page as a convenient location to write any configuration, settings data or notes necessary to complete this procedure. 4
About GlobalScan TM GlobalScan enables a multifunctional device (MFD) to quickly scan documents to e-mail, or a folder, as well as perform OCR, fax and document management functions via optional plugins. The GlobalScan imanage plug-in specifically provides an integrated solution for document and content management via the Internet. Through a dynamic link with GlobalScan, imanage enables enterprise-wide collaboration and access to business information. This powerful, yet easy-to-use, paper document capture and distribution system works seamlessly with your existing mail infrastructure to significantly boost workgroup productivity by combining network scanning functionality within an accessible copier platform. Multifunctional Device GlobalScan Reliable and highly scalable enterprise-class Server with multi-level security Easily accessible through the Aficio MFD front panel Unlimited addresses can be accessed from your company s e-mail system by accessing the company s Global Address Book and/or multiple databases, as specified Dynamically links with imanage. Input Management Output 128-bit security with HTTPS & SSL for every image scanned Direct interface through the MFD Ad-hoc e-mail addressing (through soft keyboard) Ability to read unlimited access to the Global Address Book with no limitations Network Login Authentication for NT, Novell and LDAP Integrates seamlessly with existing network infrastructure Combines e-mail functionality within an accessible copier platform LDAP support for Global Address Book lookup Up to 100 multifunctional devices supported 128-bit security with HTTPS & SSL for every image scanned Ability to scan files for delivery to e-mail from remote locations E-mail any document to any destination at the touch of a button Scan to PDF, TIFF and JPEG (color) formats (standard) Scan to PDF image/text for searchable files (option) Scan to Microsoft RTF & XLS format (option) Plug-in Pre-installation Requirements GlobalScan 1.4 Server must be fully installed and functioning properly. GlobalScan version 1.4x must be installed on the MFD in order to utilize this plug-in. imanage Desksite Client version 6.0.1A must be properly installed on the GlobalScan 1.4 Server and properly accessing (communicating with) the imanage Server. imanage Server version 7.1 minimum, being used on the network. The imanage user account selected must belong to the manually created NRTADMIN group on the imanage Server. For details, see the imanage Server administrator. 5
I. imanage Software Installation If you have purchased the optional imanage plug-in, follow the steps below to install the software. Also, be sure GlobalScan 1.4 Server is installed and operating properly. Refer to the Plug-in Pre-installation Requirements section located on the previous page. Note: Installing this plug-in will disable the following GlobalScan features/functions: NT authentication Novell authentication LDAP authentication Scan to local folders Scan to network shares. 1. Insert the GlobalScan CD* into the CD-ROM drive. *Note: The imanage plug-in may be provided on a separate CD-ROM or as a download. 2. From the desktop, double-click My Computer. 3. Double-click the drive icon (containing the imanage plug-in), for example, D:. 4. Locate/open the imanage folder. 5. Double-click imsetup.exe icon. Display reads 6. Click Finish. 6
II. imanage Administration Procedures In order for the GlobalScan server to process scanned documents via imanage you must first establish administration parameters, as follows 1. Open your Web browser. 2. Enter the GlobalScan Server IP address or computer name, for example http://ip address/gs 3. Press Enter or click Go. 4. The System Parameters screen appears GlobalScan Admin Menu For details regarding entry of System Parameters, please refer to the GlobalScan Ver. 1.4 Administrator s Guide Note: If an Admin Password has been previously established, the screen at right will display. Enter your password (case sensitive) and click Login. The System Parameter screen (shown above) will then display. 7
5. Click Manage Plugins. Display reads, for example 6. Click the imanage radio button. 7. Click Configure. Display reads, for example 8. Enter the imanage Server (IP Address or host name), Proxy User ID (imanage User Name), and Proxy User Password (imanage User Password). Note: The Proxy User ID must be in the NRTADMIN Group on the imanage Server. If one does not exist, please establish one on the imanage Server. Then add the Proxy User to that group. 9. Click Submit and then close the Configuration window. 10. Click Update. Note that imanage is now listed under MFD Authentication in the System Parameter page, as displayed above. 11. Click Update. 8
III. imanage Operation Step 1: Place document Place the document you wish to scan to the imanage Server face up on the automatic document feeder (ADF) or face down on the platen glass. ADF Scanning Step 2: Log in Log in to the imanage Server from the MFD as follows Note: The MFD must be powered-off, then powered-on prior to first imanage connection. Firmware version 1.4x must be installed on the MFD. 1. Press the Scanner key on device control panel. Display reads Login Please Login Welcome to GlobalScan Email Document Database Index Fields Folder Scan Settings Job Log 2. Press the Login button. Display reads User Name * Password * Login Note: Asterisk (*) indicates required field. 9
3. Press the User Name field. The Software keyboard appears. 4. Enter valid imanage User Name (case-insensitive). The maximum length of a user name is 64 characters (alphanumeric). 5. Press OK. Display reads, for example User Name * John Password * Login 6. Press the Password field. The Software keyboard appears. Enter a valid imanage User Password (case sensitive). Press OK. The display will then appear similar to the illustration below. User Name * John Password * ****** Login 7. Press the Login button. Display reads Logout Logged in Welcome to GlobalScan Email Document Database Index Fields Folder Scan Settings Job Log 10
Step 3: Select Database, Index Fields & Folder 1. Press the Database button. imanage TM Plug-in Logout Logged in Welcome to GlobalScan Email Document Database Index Fields Folder Scan Settings Job Log Display reads, for example Database List Database: Accounting Finance OK Human Resources 2. Press (highlight) entry on Database List. Display reads, for example Database List Database: Accounting Finance OK Human Resources 11
3. Press OK. Display now reads Logout Please Select a Folder to Scan or Email Document Welcome to GlobalScan Locate the Index Fields button. Email Document Database Index Fields Folder Scan Settings Job Log 4. Press the Index Fields button. Display reads, for example Please Enter Document Profile Type * OK Class * Description Reset 5. Press the Type drop-down (down arrow). Display reads, for example Type MIME TIFF WPF61 OK QUAT06 6. Press (highlight) Type, e.g. TIFF. Press OK. 12
7. Press the Class drop-down (down arrow). Display reads, for example imanage TM Plug-in Class JPEG MEMO TASK OK TEXT 8. Press (highlight) Class, e.g. MEMO. 9. Press OK. 10. Press the Description field. Software keyboard is displayed. 11. Enter a Description. Press OK. Display reads, for example. Please Enter Document Profile Type * TIFF OK Class * Description MEMO TEST Reset 12. Press OK again. Display reads Logout Please Select a Folder to Scan or Email Document Welcome to GlobalScan Email Document Locate the Folder button Database Index Fields Folder Scan Settings Job Log 13
13. Press the Folder button. Display reads Please Select Email Document to send e-mail Logout Email Document Database Index Fields Folders Scan Settings Job Log Folder List for john Georgefolder Henryfolder Stephaniefolder Tylerfolder Paulfolder png1 png2 14. Press (highlight) the Folder you would like to scan the document to. Note: Folders with an arrow preceding the name contain subfolders. To select a subfolder, simply press the folder/subfolder name. Step 4: Select Scan Settings (not required) Select scan settings, if desired. (For details on scan settings, please refer to the GlobalScan User s Guide, Step 6: Select Scan Settings.) Step 5: Start Scan 1. Press Start key on device control panel. Display reads: Processing your documents. Please wait. The Start key will turn from red to green* when the following conditions are met: (1) A document is set on the document feeder or platen glass** (2) You are logged in with valid user information (3) A folder, e-mail address or fax number has been specified (4) An imanage database, required index fields, and imanage folder have been specified *** When all pages are saved, control of the touch-screen is returned so that another function can be performed, for example, the Job Log can be reviewed (see Step 6: Review Job Log ). Notes: * The Start key must be illuminated green in order to initiate a scan. ** If you wish to scan more than one original from the platen glass, wait until the display reads: Set next original and press Start or # to finish. Place next document on the glass and press Start. When finished, press #. *** If the GlobalScan MFD interface times-out too quickly, then the machine (MFD) reset setting must be increased on the GlobalScan Server in the GlobalScan profile. 14
Step 6: Review Job Log To confirm that the document was successfully transmitted, or if an error has occurred, proceed as follows: 1. Login with imanage User Account. 2. Press Job Log button. Display reads... Sender Date/Time Document Name Pages Status Sales Aug. 22 8:21 AM August Price List 1 Done Displays up to 100 transactions Page: 1/1 EXIT 3. Press Exit. GlobalScan Main Screen appears. ### 15
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