v3.1 Server Software Installation Guide Content Overview Introduction... 6 About GlobalScan... 6 GlobalScan Components... 6 About this Guide... 7 GlobalScan Documentation... 7 Requirements & Specifications... 9 Pre-installation Requirements... 10 General Server Preparation... 10 Additional Server Preparation... 10 Plug-in Preparation... 11 GS Software Installation... 13 Step 1: Install IIS 6... 13 Step 2: Install GlobalScan... 15 Step 3: Activate GlobalScan... 21 Step 4: Final Procedures... 27 Uninstall GlobalScan Software... 32 GS Backup and Restore Utility... 38 Appendix... 44 See pages 3-5 for a detailed Table of Contents. Copyright 2008 by Ricoh Americas Corporation. All Rights Reserved.
Documentation revision 1; May, 2008 Copyright 2008 by Ricoh Americas 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 Americas Corporation. GlobalScan is a registered trademark of Ricoh Americas 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 Americas 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 Americas Corporation reserves the right to make changes in the product design without reservation and without notification to its users. 2
Table of Contents GlobalScan TM v3.1 Introduction... 6 About GlobalScan... 6 GlobalScan Components... 6 About this Guide... 7 GlobalScan Documentation... 7 System Requirements and Specifications... 9 GlobalScan Server... 9 Compatible Multifunctional Devices... 9 Protocols Supported / Used... 9 Authentication Methods... 9 File Format Support... 9 Pre-Installation Requirements... 10 General Server Preparation... 10 Additional Server Preparation... 10 GlobalScan v3.1 Workflow Suite (Standard Edition)... 10 Software Upgrade... 10 Microsoft SQL... 11 Novell Environment... 11 NT Authentication... 11 SSL (Secure Socket Layer) Support... 11 Mail Server Support... 11 Plug-in Preparation... 11 CD Keys... 11 Plug-ins... 12 ActivePDF... 12 OCR... 12 RightFax... 12 3
GlobalScan Software Installation... 13 Step 1: Install Internet Information Services (IIS) 6... 13 Step 2: Install GlobalScan Software... 15 Step 3: Activate GlobalScan... 21 A. Activation on Server With Internet Access... 21 B. Activation on Server Without Internet Access... 24 Step 4: Final Procedures... 27 A. Enable ASP.NET (required)... 27 B. Add Domain User to IIS_WPG Group (if required)... 29 Uninstall GlobalScan Software... 32 Step 1: Deactivate GlobalScan Software... 32 A. Deactivate from Server With Internet Access... 32 B. Deactivate from Server Without Internet Access... 35 Step 2: Remove GlobalScan Software... 37 GlobalScan Backup and Restore Utility... 38 Backup and Restore Specifications... 38 Step 1: Backup GlobalScan Data... 39 Step 2: Restore GlobalScan Data... 40 Backup and Restore with Command Line... 41 Information Tab... 41 Advanced Tools Tab... 43 Appendix... 44 A: Assign Identity to GlobalScan Components... 45 A.1 Set Application Pool Identity... 45 A.2 Configure GS Web Server... 47 A.3 Change Job Processor Service... 49 A.4 Change Failover Identity Service... 52 B: OCR Engine Installation and Configuration... 55 Step 1: Run OCR File Conversion Program... 55 Step 2: Configure OFC Monitor Program... 58 Step 3: Configure OCR Service... 63 4
C: GlobalScan v3.1 Workflow Suite (Standard Edition) Installation... 65 D: GlobalScan v3.1 Workflow Suite (Connector) Installation... 70 E: SmartDeviceMonitor for Client Installation... 73 F: Optional RightFax Plug-in... 77 G: ActivePDF Installation... 78 Step 1: Install ActivePDF Program... 78 Step 2: Install Service Pack 6 for ActivePFD... 82 H: Novell Component Installation... 85 Step 1: Install Novell Client... 85 Step 2: Apply OCX Component... 85 Step 3: Run Regocx... 88 Step 4: Confirm Installation... 89 Step 5: Configure GlobalScan WebAdmin Module... 90 I: SSL (Secure Socket Layer) Support... 91 J: License Upgrade... 95 K: Frequently Asked Questions... 98 L: GlobalScan-compatible MFDs... 102 M: Universal Soft Keyboard Support (by brand/model)... 103 N: Glossary of Terms... 104 5
Introduction GlobalScan TM v3.1 About GlobalScan GlobalScan enables a compatible copier/multifunctional Device (hereafter referred to as MFD) to scan documents directly to email or a folder, as well as perform Optical Character Recognition (OCR). In addition, facsimile functions are supported via the optional RightFax Plug-in. Designed as a powerful yet easy-to-use paper document capture and distribution system, GlobalScan integrates seamlessly with your mail infrastructure to significantly boost workgroup productivity. This is achieved 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, GlobalScan Server software and GlobalScan MFD firmware. Once installed, the GlobalScan Server acts as an efficient digital document routing system that accepts scanned documents from MFDs, creating digital files of common business documents contracts, invoices, brochures, photographs, reports, etc. Working together, the GlobalScan Server and the MFD enable timely delivery of these files to destinations around the corner or around the globe. Scan-to-Email Scan-to-Folder GlobalScan Workflow 1 Scan-to-DMS 2 Scan-to-Fax 3 GlobalScan Server Image Preview ActivePDF OCR Notification 1 Requires installation of GS v3.1 Workflow Suite Standard Edition and Connector software (bundled with GS v3.1). 2 Available GlobalScan SDK Toolkit enables customized scan functionality. 3 Requires optional RightFax Plug-in. 6
About this Guide This guide contains step-by-step instructions for installation, activation, upgrade, backup/ restore and removal of the GlobalScan v3.1 Server software. The following additional components are available for installation from the CD: GlobalScan v3.1 Server OCR Engine (Optical Character Recognition) GlobalScan v3.1 Workflow Suite, Standard Edition GlobalScan v3.1 Workflow Suite, Connector SmartDeviceMonitor for Client GlobalScan v3.1 Documentation This guide also covers ActivePDF, Novell Component and SSL support procedures. Note that additional procedures may be required, depending on your network and application needs. GlobalScan Documentation The following documentation is available on the GlobalScan v3.1 Server Software Installation CD: GlobalScan v3.1 (this guide) This guide covers important pre-installation requirements and server preparation procedures that must be performed prior to (and after) installation of the GlobalScan software. GlobalScan v3.1 Administrator s Guide This guide explains how to utilize GlobalScan s WebAdmin module to configure and manage GlobalScan Server settings and operations, for example, creation of profiles and projects, and selection of required Services. Configuration of the connected MFD(s) is covered as well. GlobalScan v3.1 User s Guide This guide explains how to perform walk-up scan operations from the MFD control panel, for example, Scan-to-Email, Scan-to-Folder and/or Scan-to-Fax. GlobalScan v3.1 User s Quick Reference Guide This reference contains a summary of the User s Guide that steps the user through the basic scan-to functions. 7
GlobalScan v3.1 Workflow Suite (Standard Edition) - Quick Start Guide This reference is a basic overview of procedures required to link GlobalScan v3.1 WebAdmin Module settings (Profile/Project/Service) with the GlobalScan v3.1 Workflow Suite application. - Framework This guide covers procedures required to license the GlobalScan v3.1 Workflow Suite (Standard Edition) software, configuring workflows using Process Designer, starting the service using Service Manager, and monitoring the status of running workflows using Status Monitor. - Reference Guide This guide covers procedures required to configure and use Capture, Process and Route components of GlobalScan v3.1 Workflow Suite. RRT configuration, troubleshooting tips and restrictions and limitations are also covered. RightFax User s Quick Reference Guide This reference contains a summary of the RightFax procedures outlined in the User s Guide. Scan-to-Fax capabilities require the optional RightFax Plug-in. For more information, see Appendix F: Optional RightFax Plug-in. GlobalScan v3.1 Server Release Notes This file contains information on what is new, version history, known issues and limitations, system requirements, etc. Note: Viewing of PDF files requires a current version of Adobe Acrobat Reader. 8
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 Server 2003 (SP1, SP2, R2), Standard Edition, with IIS 6 installed, and all necessary security updates and patches installed GlobalScan v3.1 was tested and does support purchased VMware ESX software. Other virtual software products, such as Microsoft Virtual Server 2005 and free VMware GSX, have not been tested, thus are not currently supported by GlobalScan v3.1 Microsoft Internet Explorer 6.0 (SP1/SP2) or 7.0 Web browser 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 2GB of RAM be installed) 40GB hard drive or larger 10/100 Mbps network card TCP/IP network access Access to Global Address Book via LDAP Email capability through one or more of the following mail systems: Lotus Notes 6.5, 7.0 Microsoft Exchange 2000, 2003 Most SMTP Servers Compatible Multifunctional Devices: See Appendix L for a list of GlobalScan-compatible MFDs Compatible MFDs must be equipped with the following: Network Interface Board (NIB) option Local hard drive TCP/IP network access 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. For complete GlobalScan v3.1 functionality, the MFD must have GlobalScan v3.0 firmware installed. Only limited features of GlobalScan v3.1 are supported if the MFD is running v2.x firmware. Protocols Supported / Used: GlobalScan Server: TCP/IP; HTTP/HTTPS; LDAP/LDAPS; SMTP/SMTP-AUTH; SNMP; SSL Multifunctional Device: TCP/IP; HTTP/HTTPS; SNMP; SSL Authentication Methods: LDAP/LDAPS; Win 2000/2003 Active Directory; Novell File Format Support: Standard: Single-Page TIFF, Multi-Page TIFF; PDF Image; JPEG (color MFD) OCR Plug-in: XLS (Microsoft Excel); RTF (Microsoft Word); PDF, password-protected PDF, PDF ImageText, PDF Text Specifications subject to change without notice. 9
Pre-installation Requirements Prior to performing procedures outlined in this guide, please review the following requirements to ensure that each condition has been met. General Server Preparation Installation must be performed by a user with local admin privileges. Note: A null (no password) authentication credential for the local admin is not recommended. Only install the GlobalScan Server software on a computer running Windows Server 2003 Standard Edition. Before installing the GlobalScan Server software, you must first install IIS 6. Do not lock down IIS. Install all necessary security updates and patches. During GlobalScan Server software installation assign proper access rights to the identity, who can be either a local or domain user. This will allow specific components to be run by a user with full access right to network shared resources required by GlobalScan. For more information, see Appendix A: Assign Identity to GlobalScan Components. Create a user (proxy user) account that is able to browse allowable attributes from the LDAP server, such as email address and common name (cn). Additional Server Preparation GlobalScan v3.1 Workflow Suite (Standard Edition) GlobalScan v3.1 Workflow Suite is a standard feature of GlobalScan v3.1. If installed, this application enables capture, management, storage, retrieval and distribution of scanned files to email, folder, fax, EDMS (Enterprise Document Management Systems), FTP and SFTP, Microsoft SharePoint, Lotus Domino.Doc and any ODBCcomplaint database. Custom workflows, i.e., those that integrate with any EDMS that supports XML, can be created to address unique application requirements. To run GlobalScan v3.1 Workflow Suite, two software components must be installed. The GlobalScan v3.1 Workflow Suite (Standard Edition) software can be installed on the same or different server than GlobalScan. The GlobalScan v3.1 Workflow Suite (Connector) software, however, must be installed on the same server as GlobalScan. For more information, see Appendix C: GlobalScan v3.1 Workflow Suite (Standard Edition) Installation and Appendix D: GlobalScan v3.1 Workflow Suite (Connector) Installation. Software Upgrade If installing GlobalScan v3.1 Server software on a GlobalScan Server running v2.x software, you must first uninstall the GlobalScan v2.x software. For more information, see GlobalScan v2.0. 10
Pre-installation Requirements Cont. Note: If GlobalScan has been activated with a CD Key for GlobalScan v2.x, that CD Key will not work on a GlobalScan v3.1 Server. Please contact your sales representative. Microsoft SQL GlobalScan will automatically detect, and, if necessary, install Microsoft SQL Server 2005 Express for its own use. GlobalScan will not connect to any existing SQL over the network to create its own database. CAUTION: DO NOT ATTEMPT TO RETRIEVE OR MODIFY DATABASE CONTENT. DOING SO MAY RESULT IN DATABASE CORRUPTION AND/OR GLOBALSCAN APPLICATION INSTABILITY. Novell Environment To implement Novell Authentication, and to Scan-to-Novell shared folders, you must install the Novell Client and Novell ActiveX Component. NT Authentication If NT Authentication is required, join the GlobalScan Server to Windows domain as a standalone member server for authentication purposes. Create NT user account with all local admin rights. SSL (Secure Socket Layer) Support An additional procedure is required in order for GlobalScan to support SSL over HTTP (HTTPS). For more information, see Appendix I: SSL (Secure Socket Layer) Support for details. Mail Server Support Determine the mail server, then install the necessary email client and configure it. Make sure you can send and receive email messages. Use Notes client for Lotus Notes mail server. - Special instructions 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. Plug-in Preparation CD Keys Verify that your CD Key matches the type of license under which GlobalScan is operating, e.g., (01) Trial; (05) Permanent [Standalone]; (03) Permanent [Primary]; or (04) Permanent [Secondary]. Sample CD Key: JBVTXUI050000085 11
Plug-in Preparation Cont. Note: (03) and (04) CD Keys support GlobalScan Failover Service. Any CD Key with 3 MFDs is a Demo CD Key. Plug-ins ActivePDF The ActivePDF Service is a standard feature of GlobalScan. When configured, the MFD user is able to convert scanned documents into PDF files. Before adding the ActivePDF Service to a project (as outlined in the GlobalScan v3.1 Administrator s Guide), you must install two ActivePDF components. For more information, see Appendix G: ActivePDF Installation. OCR Plug-in The OCR (Optical Character Recognition) Service is a standard feature of GlobalScan. When configured, OCR enables the user to convert scanned documents into editable text. This plug-in offers a variety of file formats, including RTF (Microsoft Word); XLS (Microsoft Excel); PDF, PDF ImageText and PDF Text. When installing the OCR plug-in, 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. For more information, see Appendix B: OCR Engine Installation and Configuration. RightFax Plug-in The RightFax Plug-in is an optional GlobalScan Service. Prior to adding the RightFax Service to a project (as outlined in the GlobalScan v3.1 Administrator s Guide), you must also install the RightFax Client (Ver. 9.0 or 9.3) on the GlobalScan Server and create a RightFax Proxy User Account with Administrator privileges (this must not integrate with Windows NT). For more information, see Appendix F: Optional RightFax Plug-in. Important: You must activate GlobalScan with a CD key that includes the RightFax Plug-in. For information on purchasing the RightFax Plug-in, please contact your sales representative. 12
GlobalScan Software Installation To install the GlobalScan Server software, log on as a user with local admin rights, then follow Steps 1 4. Step 1: Install Internet Information Services (IIS) 6* Step 2: Install GlobalScan Software Step 3: Activate GlobalScan Step 4: Final Procedures *Important: If the GlobalScan Server software is installed without first installing IIS, the installation will fail. If this should occur, you must install IIS, install Microsoft.NET Framework, and then reinstall GlobalScan. Step 1: Install Internet Information Services (IIS) 6 1. From the desktop, click Start > Control Panel > Add/Remove Programs > Add/Remove Windows Components. 2. Select Application Server. 3. Click [Details]. 13
4. If necessary, select IIS. Note: Click [Details ] to be sure that ASP (Active Server Pages) are checked. 5. Click [OK]. 6. Click [Next]. 7. Click [Finish]. 8. Close the windows [X]. Step 1 is complete. Please proceed to Step 2. 14
Step 2: Install GlobalScan Software Important: If installing GlobalScan v3.1 Server software on a GlobalScan Server running v2.x software, you must first uninstall the GlobalScan v2.x software. By doing so, GlobalScan v2.x data will be erased; transfer of data from GlobalScan v2.x to GlobalScan v3.1 is supported (see GlobalScan Backup and Restore Utility, in this guide. For details on removing GlobalScan v2.0 software, see GlobalScan v2.0 Server Software Installation Guide. For details on removing GlobalScan v3.0 software, see Uninstall GlobalScan Software, in this guide. To install GlobalScan v3.1 Server software, proceed as follows: 1. Insert the GlobalScan v3.1 Installation CD into the CD-ROM drive. Note: It is also possible to start the InstallShield by double-clicking the GSsetup.exe. This file is located in the GS folder on the GlobalScan CD. 2. Click Install GlobalScan v3.1. Other available GlobalScan v3.1 functionality and information include the following: GlobalScan v3.1 Server OCR Engine (refer to Appendix B) GlobalScan v3.1 Workflow Suite, Standard Edition (refer to Appendix C) GlobalScan v3.1 Workflow Suite, Connector (refer to Appendix D) SmartDeviceMonitor for Client (refer to Appendix E) GlobalScan v3.1 Documentation (refer to GlobalScan Documentation) 15
Note: Select English (United States) for both English (United States) and English (United Kingdom). 3. If selecting a language other than English, click the drop-down button. 4. Select language and click [OK]. Note: GlobalScan will automatically detect, and, if necessary, install Microsoft SQL Server 2005 Express for its own use. If your server already has SQL 2005 Express or SQL 2005 Server installed, the GlobalScan database will be installed on top and the following sequence of screens will not appear. 5. Click [Install]. Note: During setup, GlobalScan will detect, and, if necessary, install Microsoft.NET Framework 2.0. This may take a few minutes. Important: See Step 4 for instructions on enabling ASP.NET. 16
6. Click [Next]. Note: If attempting to install GlobalScan v3.1 on a server running a previous version, you must first uninstall the previous version. Click [OK]. Uninstall the software and repeat this step. For details on removing GlobalScan software, see GlobalScan v3.0 or v2.0 Server Software Installation Guide. 17
7. Please read the licensing agreement, and then select I accept the terms. 8. Click [Next]. Note: To install GlobalScan to another folder, click [Change ]. GlobalScan will be automatically appended to the displayed path, e.g., C:\Ricoh\GlobalScan. In addition, by default, GlobalScan will be installed to the partition with the largest available disk space. 9. Click [Next]. 10. Click [Install]. 18
11. Enter the User name and Password that you will use to authorize Services, such as GlobalScan Job Service and for Authentication and Access Control for the GlobalScan Web site. The user should be either a local user or domain user who is a member of Local Admin Group on GlobalScan Server, with sufficient rights to access network resources, such as Share Folder. Note: If the User name and Password are invalid, the screen at right displays. Click [OK] and re-enter valid credentials. Local User Domain User Important: If you chose a domain user, you must complete an additional procedure after Step 3. For more information, see Step 4: Final Procedures B. Add Domain User to IIS_WPG Group. 12. Click [OK]. 19
Local User Domain User 13. Click [OK]. Step 2 is complete. Please proceed to Step 3. 20
Step 3: Activate GlobalScan Continuing from Step 2, please follow the instructions that apply to your GlobalScan Server connection. A. GlobalScan Activation on Server With Internet Access or B. GlobalScan Activation on Server Without Internet Access Important: During activation, if the screen shown at right displays, click [Add] > enter Web site URL > [Add] > [OK]. If this action is not performed, an Invalid User Code error message will display during activation. A. GlobalScan Activation on Server With Internet Access 1. Click the [Activate GlobalScan] button. Note: To open this screen, if necessary, click Start > All Programs > GlobalScan > Activation. 2. Write down your Application Key. 3. Click the [Code Activation Web Page] button. 21
Important: By default, Internet Explorer Enhancement Security is enabled within the Add/Remove Windows Components screen. This will result in an error. Click [Add] > [Add] > [Close] and the GlobalScan Activation page (shown above) will display. Manually enter the Application Key that you wrote down, and then click the [Code Activation Web Page] button. 4. 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; (05) Permanent [Standalone]; (03) Permanent [Primary]; or (04) Permanent [Secondary]. Sample CD Key: ABCDEFG050000101 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. 22
GlobalScan Admin Contact Email: Enter email address for Administrator. GlobalScan Admin Contact Phone: Enter Administrator s phone number. Region: Select from drop-down menu (Asia, Europe or USA). 5. Once all the fields are entered and verified, click [Submit]. The next screen displayed will be similar to the illustration at right 6. Select [Click here to print] and/or [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 7. Click [Exit]. Step 3 is complete. Please proceed to Step 4. 23
B. GlobalScan Activation on Server Without Internet Access From the GlobalScan Server, proceed as follows: GlobalScan TM v3.1 1. Click the [Activate GlobalScan] button. Note: To open this window, if necessary, click Start > All Programs > GlobalScan > Activation. 2. Write down your Application Key. Note: Leave this screen open. Also, if you click the [Code Activation Web Page] button, an Action Cancelled message appears. Close the window, click [OK], and proceed as follows: 3. Go to a PC with Internet access. 4. Open your Web browser and enter the GlobalScan Activation URL: http://63.74.224.100/stopcopynet/activate/gsa30.asp 24
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; (05) Permanent [Standalone]; (03) Permanent [Primary]; or (04) Permanent [Secondary]. Sample CD Key: ABCDEFG050000101 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 Email: Enter email 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. 8. Select [Click here to print] or [Click here to close window. 9. Return to the GlobalScan Server. 10. Click [I have an Activation Code]. 25
11. Enter your CD Key and Activation Code. Please verify accuracy before proceeding. 12. Click [OK]. 13. Re-enter CD Key to confirm. 14. Click [OK]. The screen will vary based on the CD Key version of GlobalScan in use. Full Version Demo Version Trial Version 15. Click Exit. Step 3 is complete. Please proceed to Step 4. 26
Step 4: Final Procedures To finish your GlobalScan Server Software installation, please review the following procedures. Note that A. is required for all installations and B. is conditional. A. Enable ASP.NET (required) B. Add Domain User to IIS_WPG Group (if required) A. Enable ASP.NET (required) If not already present on your computer, ASP.NET 2.0 will install during GlobalScan Server software installation. You must then be sure that the status of ASP.NET is Allowed. In addition, if MFDs are running v2.x firmware, make sure that the status of Active Web Pages is Allowed. To check/modify the status of both settings, proceed as follows: 1. Click Start > All Programs > Administrative Tools. 2. Click IIS Manager. 3. Click [Computer Management [Local]). 4. Click [Internet Information Service Management]. 5. Click [Web Service Extensions]. 6. Highlight [ASP.NET v2.0.50727], and then click [Allow]. 7. If MFDs are running GlobalScan v2.x firmware, make sure that the status of [Active Server Pages] is Allowed. 27
To ensure that the ASP.NET version field is shown on the Default Web Site Properties screen, proceed as follows: 8. Navigate to and right-click [Default Web Sites]. 9. Click [Properties]. 10. Click [ASP.NET] tab. 11. Verify that the ASP.NET version is 2.0.50727. If not, click the ASP.NET version drop-down list and select 2.0.50727. 12. Click [OK] or [Apply]. Important: If you selected version 2.0.50727 in the 11., click [Start] > [Run], enter iisreset, and click [OK]. Procedure A. is complete. Proceed to B., if required. 28
B. Add Domain User to IIS_WPG Group (if required) If you established a domain user is Step 2, item 10., you must manually add the user account (to run as the identity for GlobalScan components) into the IIS_WPG Group. To do so, proceed as follows: 1. Click Start > All Programs > Administrative Tools > Computer Management. 2. Click Local Users and Groups. 3. Click Groups. 29
4. Right-click IIS_WPG Group and select Properties. 5. Click [Add]. 6. Locate the user. 7. Click [OK]. 30
Note: In this example, the user gsv3@abccorp.com has been added. 8. Click [Apply], and then [OK]. Procedure B. is complete. Important: Review the information provided in the Appendix section of this guide. If necessary, perform any additional procedures as indicated. Then refer to the GlobalScan v3.1 Administrator s Guide for the instructions on configuring System Parameters and creating Profiles/Projects. 31
Uninstall GlobalScan Software If you wish to uninstall the GlobalScan software, proceed as follows. GlobalScan TM v3.1 Important: Once the GlobalScan Server software is 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 Activation. If running full version of GlobalScan, the display will read as follows: If running a demo or trial version of GlobalScan Server, the displays will read as follows: Demo Version Trial Version 32
3. Click Remove GlobalScan. 4. Click [Yes]. 5. Write down your Removal Code. 6. Click [Removal Web Page]. 7. Enter your GlobalScan CD Key (located on GlobalScan CD case) and Removal Code. 8. Click [Submit]. The display varies based on the version of GlobalScan in use. Full/Demo Version Trial Version 9. Select [Click here to print] and/or [Click here to close window]. 33
10. Click [OK]. 11. Click [Exit]. 34
B. Deactivate GlobalScan from Server Without Internet Access Please have your GlobalScan CD Key ready (CD Key is located on GlobalScan CD case). 1. Click Start > All Programs > GlobalScan > Activation. 2. Click Remove GlobalScan. 3. Click [Yes]. 4. Write down your Removal Code. 5. Click on the Removal Web Page button. If an error occurs, an Action canceled window may appear. Proceed with steps 6-7, and then continue. If no error occurs, proceed directly to step 9. 6. Close the Action Canceled page [X]. 7. Click [OK]. 35
8. Go to a PC with Internet Access. 9. Open your Web browser and enter the GlobalScan Removal URL: http://63.74.224.100/stopcopynet/remove/gsr30.asp 10. Enter your GlobalScan CD Key (located on GlobalScan CD case) and Removal Code. 11. Click [Submit]. 12. Select [Click here to print] and/or [Click here to close Window]. 13. Click [Yes]. The GlobalScan deactivation process is complete. Please proceed to Step 2. 36
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. 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. 6. Click [Finish]. The GlobalScan software removal process is complete. Note: You may need to reboot your computer. If prompted, please do so. 37
GlobalScan Backup and Restore Utility The GlobalScan Backup Utility is used to backup GlobalScan v3.1 data and restore data for GlobalScan v3.x or v2.x Servers. 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 v3.1 server or quickly recover in the event of network/hardware failure. After performing the Backup procedure, use the Restore procedure to apply the saved database (on the same or different GlobalScan v3.1 Server). Important: In order to successfully restore GlobalScan v3.1 data, the GlobalScan Server must be activated with a Primary or Standalone CD Key. Backup and Restore Specifications Backup/Restore data includes the following: - System Parameters - Profiles - Projects - Services configuration - MFDs: If the number of enabled devices in the backup file exceeds the number of licensed MFDs, for the server where data is restored, then all devices will be restored. However, the devices over the license limit will be restored with a disabled status, i.e., the Enable check box within the WebAdmin s Manage MFDs screen will be deselected. - Plug-in Information: For GlobalScan v2.0, only Ricoh Plug-ins will be backed up and restored. For GlobalScan v3.0 or above, all plug-in information will be backed up and restored. Important If you have activated the GlobalScan v3.1 Server with a CD Key that supports the optional Failover Service, it is recommended that you perform the following procedures prior to running the Backup/Restore Utility: Place the server in Maintenance Mode (see GlobalScan Management F. Manage Failover. Stop the Job Processor and Failover Services (click [Start] > [All Programs] > [Administrative Tools] > [Services]. Right-click GlobalScan Job Service, and then click [Stop]. Next, right-click GlobalScan Failover Service, and then click [Stop]. 38
Step 1: Backup GlobalScan Data 1. Click Start > All Programs > GlobalScan. 2. Click Utilities. 3. Click [Backup] tab. Note: If GlobalScan is not currently activated on the computer, the bottom of the screen reads, Data restore is not available. GlobalScan server must be activated with standalone or primary server license. 4. Click [Browse] to select the folder location to store the backup data, e.g., c:\temp. Note: At this time, you can also change the file name. 39
5. Click [Backup]. 6. Click [OK]. Step 2: Restore GlobalScan Data 1. Click Start > All Programs > GlobalScan. 2. Click Utilities. 3. Click [Restore] tab. 4. If necessary, click [Browse] and locate the folder containing the backup data file. 5. Select the Backup File Version, either GlobalScan 3.x or GlobalScan 2.x. 6. Click [Restore]. The message shown at right applies to GlobalScan Servers that are running the optional Failover Service. If the Failover Service is not running, continue to 7. If Failover is running, see Important note at the beginning of this section. 40
7. Click [OK]. Note: If you attempt to restore data from the incorrect file, the screen at right displays. Click [OK], repeat 4 7, selecting the correct.bkp file. 8. Click [OK]. 9. Close window [X]. 10. Click [Yes]. Backup and Restore with Command Line Steps 1 and 2 cover backup and restore functions using the GlobalScan Backup/Restore Utility. It is also possible to integrate these features with a scheduling tool for automated backup and restore functionality. To do so, use the following command line syntax: Backup Syntax c:\ricoh\globalscan\gsutilities\bin\gsutilities backup file= c:\temp\07080.bkp Restore Syntax For GlobalScan v3.x: c:\ricoh\globalscan\gsutilities\bin\gsutilities restore file= c:\temp\07080.bkp. For GlobalScan v2.x: c:\ricoh\globalscan\gsutilities\bin\gsutilities upgrad file= c:\temp\v2backupfile. Note: GlobalScan installed directory can be a location other than c:\ricoh. Modify as needed. The path (within quote marks) represents the location to store the backup/restore data. Modify as needed. Information Tab The Information screen within the GlobalScan Backup and Restore Utility enables you to configure settings that controls the gathering of log history and thread information. To configure settings, proceed as follows: 1. Click [Information] tab. 2. Click [Options]. 41
3. Enter/select the following: Log History (days) Specify how many days, including today, to go back and collect log files from GlobalScan and IIS. Compressed Files Located Specify where to place compressed files when exporting system information. Get Threat Information Specify whether or not to include thread information when gathering process information. By not choosing this option, you greatly speed up the information gathering, but when diagnosing hangs, this option should be selected. Thread Samples Specify how many times you want to check on a thread that is initially set as waiting. When a process is hanging, it can be detected by seeing if any threads inside it are waiting indefinitely for an event to occur, thus it is in a wait state. A thread that, in a snapshot of time, is listed as waiting doesn t mean a process is hanging. Instead a threat that is listed as waiting over a period of time is a more likely indicator of a hanging process. Thread Sample Interval (milliseconds) Specify how much time (in milliseconds) to wait between sampling a thread s wait state. The longer amount of time a more accurate indicator of a hanging thread, at the expense of having to wait a longer time to gather process thread information. For this reason, it is recommended to specify a number of more than 100 milliseconds. 4. Click [OK]. 5. Click [Gather]. 6. If you wish to export the data for analysis or troubleshooting, click [Export]. Follow the screen prompts. Note that many files will be created. The zip file contains all the files also created for easy file transfer. 42
Advanced Tools Tab The Advanced Tools screen supports additional functionality within the GlobalScan Backup and Restore Utility, specifically: Clear Synch Flag If the optional Failover Service is running, click this button to clear the synch flag if an error has occurred. This can also be achieved by restarting the Failover Service. Clear Logical Sessions Click this button to clear all session data on the GlobalScan Server. This can also be achieved by restarting IIS. Restore System Parameters Click this button to restore the System Parameters data to a state just before the last synchronization occurred. This applies only to a secondary server who has no System Parameter record, and who has a backup of this table. Kill a Job Click this button to kill a job that appears stuck in the queue. To complete this task, it may be necessary to reboot or restart Services related to the plug-in, in order that the back-end can release resources. Reset Admin Password Click this button to reset the administrative password to a blank value. Delete Performance Counters Click this button to delete performance counters used by GlobalScan. Create Performance Counters Click this button to create (or reset existing) GlobalScan performance counters. 43
Appendix 44
Appendix A: Assign Identity to GlobalScan Components During installation of the GlobalScan Server software, the GlobalScan Utility, which controls the assignment of key GlobalScan components, automatically assigns the following identity settings: A.1 Application Pool Identity (when connecting GS v3.1 Server to v3.1 MFD) A.2 GS Web Server (when connecting GS v3.1 Server to v2.x MFD) A.3 Job Processor Service A.4 Failover Identity Service However, if you wish to manually enter or modify these settings, do so as outlined below. Note that procedures A.1, A.2 and A3 are necessary when scanning to a network-shared (public) folder. In addition, when scanning to a network-shared (public) folder and running the optional Failover Service, procedures A.1, A.2, A.3 and A.4 are required. For Novell, the following additional procedures are prerequisites: You must install Novell Client and Novell ActiveX Component in order for the GlobalScan Server to perform communication functions. For details, see Preinstallation Requirements and Appendix H: Novell Component Installation. 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 log on to the GlobalScan Server. A.1 Set Application Pool Identity 1. Click Start > Administrative Tools > Computer Management. 45
2. Under Internet Information Services (IIS) Manager > Application Pools, right-click on GlobalScan. 3. Click Properties. 4. Click [Identity] tab. 5. Select Configurable. 6. If necessary, [Browse] to the local or admin user account who is also a member of a local admin group with full access rights to network shared resources. 7. Enter Password. 8. Click [OK]. 46
A.2 Configure GS Web Server In order for MFDs running v2.x firmware to connect to the v3.1 Server, you must configure the Server as outlined below. Note: Though the GlobalScan v3.1 Server is backward compatible with GlobalScan v2.x MFD firmware, only limited features of GlobalScan v3.1 are supported if the MFD is running v2.x firmware. 1. Click Start > All Programs > Administrative Tools. 2. Click IIS Manager. 3. Click [+] for (local computer). 4. Click [+] for Web Sites. 5. On folder list, click [+] for Default Web Site. 6. Right-click on GS directory. 7. Select Properties. 47
8. Click [Directory Security] tab. 9. Click [Edit]. 10. Browse to the local or admin user account who is also a member of a local admin group with full access rights to network shared resources. 11. Enter Password. 12. Click [OK]. 48
13. Click [OK] until windows are closed. 14. Click Start > Run. 15. Enter iisreset. 16. Click [OK]. A.3 Change Job Processor Service GlobalScan Job Processor must be running as a user that has full access rights to the network shared folder. 1. Click Start > All Programs > Administrative Tools > Services. 2. Highlight, and then right-click GlobalScan Job Service. 3. Select Properties. 4. Click [Log On] tab. 49
5. Click This Account, and then click [Browse]. 6. Click Look in drop-down. 7. Choose the domain. 8. Enter the Connect as and Password fields to the local or admin user account who is also a member of a local admin group with full access rights to network shared resources. 50
9. Select the appropriate Name, as shown at right. 10. Click [OK]. Enter Password and confirm password. 11. Click [OK]. 12. Click [OK]. 13. Confirm settings. 51
A.4 Change Failover Identity Service In order for Failover to work properly, the GlobalScan Failover Service must run under a user account that has full access rights to the specified drop file location on either the primary or secondary server. To address either scenario, proceed as follows: 1. Click Start > All Programs > Administrative Tools > Services. 2. Right-click on GlobalScan Failover Service. 3. Select Properties. 4. Click [Log On] tab. 52
5. Select This Account, and click [Browse]. 6. Click Look in drop-down. 7. Choose domain. 8. Enter the Connect as and Password fields with the account credentials that allow you to connect to the domain. Note: If possible, please use the domain administrative account. 53
9. Select the appropriate Name, as shown at right. 10. Click [OK]. Enter Password and Confirm password. 11. Click [OK]. 12. Click [OK]. 13. Confirm settings. 54
Appendix B: OCR Engine Installation and Configuration To prepare the GlobalScan Server for OCR processing, you must complete the following procedures. These steps are the same whether installing the OCR engine on the same PC as the GlobalScan Server software or on a separate PC. Step 1: Run OCR File Conversion Program Step 2: Configure OFC Monitor Program Step 3: Configure OCR Service 1 Step 1: Run OCR File Conversion Program 1. Insert the GlobalScan v3.1 Installation CD into the CD-ROM drive. 2. Click Install GlobalScan v3.1 Server OCR Engine. 1 For additional information on configuring OCR Service settings, see the GlobalScan v3.1 Administrator s Guide Configure Services Configure Image Processing Services Configure OCR Service. 55
3. Click [Next >]. 4. 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. 5. Select a Program Folder. 6. Click [Next >]. 56
7. Review the displayed information. To change any setting, click [< Back]. To start copying the files, click [Next >]. 8. Click [Finish]. If the screen at right appears, continue 9. Click [OK] (restart the computer). 57
Step 2: Configure OCR Monitor Program GlobalScan TM v3.1 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 logon 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]. 58
2. Under the folder created in item #1, create sub-folders, one for each OCR file format: PDF, PDFTEXT, PDFIMAGETEXT, RTF and EXCEL (5 total). Important: Do not insert a space when typing the sub-folder names. For example, type PDFIMAGETEXT not PDF IMAGE TEXT. If spaces are inserted, the file format at the final destination will be TIFF or JPG, not PDF. 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. 59
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. It is generated by the OFCMonitor Service, which GlobalScan s Job Processor 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. - 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 networkshared) as that entered in the OCR Service configuration page. - 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 on the OCR Service configuration page, e.g., every 10 minutes. C. Page Settings - Language Page: Enter the path shown below. The localhost can be replaced by your DNS Name or IP address. http://localhost/gsclient/apiocrsupportedlanguages.aspx Note: You can either type the localhost or IP address of the GlobalScan Server. Use http or https, as required. Important: The OCR Default Language list will now be displayed within the GlobalScan WebAdmin module, provided that the Language Page was correctly entered. 60
5. Click the [OCR Settings] button. 6. Under Export, map the sub-folders (created in item #2 above) to each file format. Click [ ] button adjacent to the folder name. Select the folder. Click [OK]. 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, Daily, Weekly or Monthly. - View Log File: Click to view contents of Log File. Click [X] to close window. 10. Click [OK] to close the Log Settings screen. 61
11. Press [Start] to start the OCR engine. 12. If desired, minimize [ _ ] screen. The taskbar icon (circled below) changes from red to green to indicate that the OCR & File Conversion Program is running. However, Note: When using a Remote Desktop session, the icon may appear red, which does not mean the service is unavailable. In order to correct this situation, use the /console switch in order to be able to see the actual OFC session and be able to configure and run OFC. Example: Start > Run mstsc /console. Important: Configuration of the OCR engine is not complete until after performing Step 3: Configure OCR Service, to follow. 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. 62
For best OCR results, it is recommended that the user select 300 or 400 dpi resolution from GlobalScan s Scan Settings screen (displayed on MFD touch screen). For more information on resolution, file format, and other scan settings, see GlobalScan v3.1 User s Guide, Step 4: Select Scan Settings. Step 3: Configure OCR Service In order to perform OCR from the MFD control panel, the OCR Service (accessed via the GlobalScan WebAdmin module) must have the same OCR root folder as that established on the GlobalScan Server (see Step 2, item 1.). 1. If necessary, open your Web Browser. 2. Enter GlobalScan Server URL, e.g., http://ip address/gsadmin. 3. Press [Enter] (or click Go). GlobalScan Home Page appears. Note: If prompted to enter the Administrator Password, do so and then click [Login]. 4. Click the Manage Services menu link. 5. Click OCR or the associated [Configure] button (circled above). 63
6. Enter the Root Folder, e.g., c:\ocr. Important: Again, the root folder must match the folder created in Step 2, item #1. 7. Enter the Heartbeat Interval, e.g., 10. Important: Again, the heartbeat interval set for the OCR engine (see Step 2, item #4B), e.g., every 5 minutes, should be less than the heartbeat interval set on the OCR Service configuration page, e.g., every 10 minutes (as shown above). Note: For additional information on configuring the OCR Service configuration page, see the GlobalScan v3.1 Administrator s Guide, E. Configure Image Processing Services. 8. Click the [Update] button. Display reads Operation successful. 9. Click the [Close] button to exit. 64
Appendix C: GlobalScan v3.1 Workflow Suite (Standard Edition) Installation GlobalScan v3.1 Workflow Suite (Standard Edition) is a bundled application that, if installed, enables the capture, management, storage, retrieval and distribution of files scanned via virtually any input source, e.g., the GlobalScan-enabled MFP, network scanner, Internet Fax, etc. With connection to up to 250 MFDs, through one server, GlobalScan v3.1 Workflow Suite (Standard Edition) supports transmission of scanned images to email, folder, fax, EDMS (Enterprise Document Management Systems), FTP and SFTP, Microsoft SharePoint, Lotus Domino.doc and any ODBC-complaint database. Custom workflows, i.e., those that integrate with any EDMS that supports XML, can be created to address unique application requirements. Note: The GlobalScan v3.1 Workflow Suite (Standard Edition) software can be installed on the same or different server than GlobalScan v3.1. To run the install program, proceed as follows: 1. If necessary, insert the GlobalScan v3.1 Installation CD into the CD-ROM drive. Note: It is also possible to start the InstallShield by double-clicking the GSsetup.exe. This file is located in the GS folder on the GlobalScan Installation CD. 2. Click Install GlobalScan v3.1 Workflow Suite, Standard Edition. 65
3. Click [Next >]. 4. Please read the license agreement, and then click [Yes]. 66
5. Click [Next >]. 6. Select/deselect features, as needed. 7. Click [Next >]. 8. If necessary, select or type a new program folder. 9. Click [Next >]. 67
10. Click [Install]. 11. Click [Finish]. 68
System checks for available program updates... 12. Click [Finish]. 13. Continue with installation of the GlobalScan v3.1 Workflow Suite (Connector), next section... 69
Appendix D: GlobalScan v3.1 Workflow Suite (Connector) Installation If GlobalScan v3.1 Workflow Suite (Standard Edition) software has been installed (see previous section), you must install the Connector software on the GlobalScan v3.1 Server. This will enable the MFD(s) to communicate with the Server, i.e., display the customized GlobalScan v3.1 Workflow Suite user interface. Note: Unlike the GlobalScan v3.1 Workflow Suite (Standard Edition) software, the GlobalScan v3.1 Workflow Suite (Connector) software must be installed on the GlobalScan v3.1 Server. 1. If necessary, insert the GlobalScan v3.1 Installation CD into the CD-ROM drive. Note: It is also possible to start the InstallShield by double-clicking the GSsetup.exe. This file is located in the GS folder on the GlobalScan Installation CD. 2. Click GlobalScan v3.1 Workflow Suite, Connector. 3. Click [OK]. 70
4. Click [Next >]. 5. Please read the license agreement. Select I accept the terms, and then click [Next >]. 6. Click [Install]. 71
7. Click [Finish]. 72
Appendix E: SmartDeviceMonitor for Client Installation In order to view real-time status and settings of connected devices (via the Manage MFDs screen of the GlobalScan WedAdmin Module, shown below), you must install the SmartDeviceMonitor (Web Image Monitor) for Client utility (Ver. 6.0.4.0) on the GlobalScan Server. Please have your GlobalScan CD available. The traffic light (Status) column appears when SDM for Client is installed on the GlobalScan Server. For more information, see Global- Scan Management > Manage MFDs. If SDM for Client is installed, the Device Name column becomes read-only, otherwise it is an editable field. If the Device Name cannot be retrieved, the device s serial number displays. 1. If necessary, insert the GlobalScan v3.1 Installation CD into the CD-ROM drive. Note: It is also possible to start the InstallShield by double-clicking the GSsetup.exe. This file is located in the GS folder on the GlobalScan Installation CD. 2. Click Install SmartDeviceMonitor for Client. 73
3. Choose the language. 4. Click [Next >]. 5. Click [Next >]. 6. Please read the licensing agreement, and then click [Yes] to accept. 7. Select [Full Install] button. 8. Click [Next >]. 74
9. Specify the installation location. If necessary, click [Browse] to locate the folder. 10. Click [Next >]. 11. If desired, add shortcut to the Startup folder. 12. Click [Next >]. 13. Click [Next] to start the installation. 75
14. Click [Complete] to restart your computer. The installation of SmartDeviceMonitor for Client is complete. 76
Appendix F: Optional RightFax Plug-in The RightFax Plug-in, which supports Scan-to-Fax capabilities from the GlobalScan-enabled MFD, is currently available for GlobalScan v3.1. To implement RightFax, please contact your sales representative for information on purchasing the license needed to activate this feature. For a complete list of available plug-ins from Ricoh and third-party developers, please ask your sales representative for a copy of the 2007 Solutions Selection Guide. Source GlobalScan Plug-in Description The Captaris RightFax Plug-in to GlobalScan provides an easy-to-use, easy-tomanage, reliable fax and email 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, email, 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 email 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. Note: For information on configuring the RightFax Plug-in, see GlobalScan v3.1 Administrator s Guide Appendix F: Optional RightFax Plug-in RightFax Configuration. 77
Appendix G: ActivePDF Installation The ActivePDF plug-in enables users to convert hardcopy documents into Adobe PDF files. The section is divided into two steps: Step 1: Install ActivePDF Program Step 2: Install Service Pack 6 for ActivePDF Step 1: Install ActivePDF 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. 78
7. Click [Next >]. 8. Please read the licensing agreement, and then click [Yes] to accept terms of the agreement. 9. Click [Register]. 79
10. Click [File] > [Open]. 11. Click Look in drop-down. 12. Go to ActivePDF directory. 13. Locate GS.APR file. 14. Click [Open]. 15. Click [OK]. 16. Click [File] > [Exit]. 17. Click [Next >]. 18. Click [Next >]. 80
19. Click [Next >] to select default folder. 20. Click [Next >] to select Typical. 21. Click [Next >]. 81
22. Click [Finish]. Step 2: Install Service Pack 6 for ActivePDF 1. If necessary, repeat 1-5 outlined in the previous section, Step 1: Install ActivePDF Program. 2. Double-click on the aptkit353sp6 folder. 3. Click [Next >]. 82
4. Read the licensing agreement. 5. Select I agree to the terms of the license agreement. 6. Click [Next >]. 7. Click [Next >]. 8. Click [Next >]. 83
9. Click [Next >]. 10. Click [Finish]. 84
Appendix H: Novell Component Installation In order for GlobalScan to support Novell authentication and Scan-to-Novell shared folder (in a Windows Server 2003 environment), the Novell Client and ActiveX Component must be installed on the GlobalScan Server. To do so, complete Steps 1 5, as follows: Important: You must also create an account on the Novell server using the exact same user name and password as used to log on to the GlobalScan Server. Step 1: Install Novell Client Download the Novell Ver. 4.91 (SP3 or SP4) from the Novell Web site. Step 2: Apply OCX Component 1. Locate and double-click ocx.exe. This file is located in the Novell Utility folder on the GlobalScan v3.1 Server Software Installation CD. 2. Click [Next >]. 85
3. Please read the license agreement, and then click [Yes]. 4. Review details. 5. Click [Next >]. 6. Enter Name and Company. 7. Click [Next >]. 86
Note: If necessary, click [Browse] to select another destination folder. 8. Click [Next >]. 9. Click [Finish]. 87
10. Read release notes, and then close the window [X]. Step 3: Run Regocx This component is provided on the GlobalScan v3.1 Server Software Installation CD. The default location is C:\Novell\ActiveX. 1. Click Start > Windows Explorer > My Computer > Local Disk. 2. Go to Novell ActiveX folder (default location is C:\Novell\ActiveX) and double-click Regocx.bat. 3. Close the window [X]. 88
Step 4: Confirm Installation Confirm that the installation of Novell components was successful. 1. Open your Web browser. GlobalScan TM v3.1 2. Enter the GlobalScan WebAdmin module URL: http://ip Address/gsadmin. 3. Click Manage Services menu link. 4. Click Novell Authentication. Important: If the client has been configured correctly to the Novell environment, the Tree and Context fields (circled below) will be automatically populated. If these fields are blank, recheck your Novell configuration, i.e., confirm that the Novell environment preparation and GlobalScan component installation is complete. 89
Step 5: Configure GlobalScan WebAdmin Module After installation of the Novell components, you must configure the GlobalScan WebAdmin module. Refer to the following sections in the GlobalScan v3.1 Administrator s Guide: Novell Authentication See Step 7: Configure Services A: Configure Authentication Service Novell Authentication. Scan-to-Folder See Step 7: Configure Services C: Configure Scan-to-Folder Service. 90
Appendix I: SSL (Secure Socket Layer) Support GlobalScan TM v3.1 SSL over HTTP (or HTTPS) encrypts the data stream between the GlobalScan Server and MFD, thereby securing information exchange. In order to implement SSL on the GlobalScan Server, you must install a server certificate. To do so, proceed as follows: 1. Click Start > Run. 2. In the Open field, type mmc. Note: mmc stands for Microsoft Management Console. 3. Press [Enter] or click [OK]. 4. Click File > Add/Remove Snap-in. 5. Click [Add]. 91
6. Double-click Certificates (or highlight Certificates and click [Add]). 7. Select My user account button, if necessary. 8. Click [Finish]. 9. Click [Close], and then [OK]. 92
To confirm that the Certificate snap-in has been added, proceed as follows: 10. Right-click Certificates Current User. Select View > Options. 11. Select Physical certificate stores. 12. Click [OK]. Verify that your specific certificate file name is in the Trusted Root Certificate folder by navigating to the certificate. If the expected certificate does not appear, import the certificate as follows: 13. From the Console Root pane, doubleclick Trusted Root Certification Authorities, and then right-click Certificates. 14. Select All Tasks > Import. Note: How the certificate is imported depends on your Certificate Authority Server, which can be, for example, Active Directory, NetWare or Lotus Notes. 15. Click [Next >]. 93
16. Click [Browse] and navigate to the file that is located on your Certificate Authority Server. 17. Click [Next >]. 18. Select Place all certificates in the following store. 19. Click [Next >]. 20. Review the displayed settings. 21. Click [Finish]. Important: To enable SSL, the MFD must also be configured. Specifically, the HTTPS check box must be selected on the device configuration page which can be accessed remotely (via the Web) or directly from the device s control panel. For details, see GlobalScan v3.1 Administrator s Guide, Multifunctional Device Configuration. 94
Appendix J: 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 (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. To do so, you will need to upgrade your GlobalScan license as outlined below. You wish to promote your standalone server to a primary server that supports the optional Failover Service. 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. Click Start > All Programs > GlobalScan > Activation. 2. 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, (01), as shown below. Trial CD Key: ABCDEFG010000303 Other CD Keys: (05) (Permanent [ Standalone]), (03) (Permanent [Primary]) and (04) (Permanent [Secondary]). (03) and (04) CD Keys support GlobalScan Failover. Any CD Key with 3 MFDs is a Demo CD Key. 3. Click Yes. Follow the next step that applies to your version of GlobalScan. 95
4. Write down your Application Key. 5. 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. 6. 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]. From step 10 on, the procedures apply to those without Internet Access on the GlobalScan Server. 10. Highlight and copy (Ctrl C) the Activation Code. 96
11. Click the Activation Code icon (on taskbar). 12. Paste (Ctrl V) the Activation Code onto the dialog box. 13. Click [OK]. 14. Re-enter CD Key to confirm. 15. Click [OK]. 16. 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 RightFax, you must use the CD Key with RightFax to deactivate GlobalScan. It doesn t matter how many CD keys you ve used; what s important is that you use the very last. 97
Appendix K: Frequently Asked Questions GlobalScan TM v3.1 Q. What does the GlobalScan Server do? A. The Server acts as a digital document routing system that accepts scanned documents (from properly equipped multifunctional devices) and creates digital files for electronic transmission over your network as an attached email, fax or file. Q. Can GlobalScan reduce my overnight delivery costs? A. Yes! GlobalScan can significantly reduce your overnight package delivery expenses by scanning your documents and sending them in a PDF format at a fraction of the cost. What s more, the document is delivered to its destination within seconds, not one or more days. Q. How many multifunctional devices can a single GlobalScan Server Service/support? A. GlobalScan will support up to 250 enabled MFDs with a single GlobalScan Server installed within your organization. Q. What is required to connect a multifunctional device to a GlobalScan Server? A. See System Requirements and Specifications, located in the Introduction section of this guide. Q. Which email systems are supported by GlobalScan? A. GlobalScan sends email via Lotus Notes, Microsoft Exchange, using SMTP and most SMTP servers, with or without authentication. Q. What is GlobalScan v3.1 Workflow Suite (Standard Edition)? A. GlobalScan v3.1 Workflow Suite Standard Edition is a server-based software application bundled with GlobalScan v3.1. This open and scalable solution allows users to capture, process and distribute document to multiple locations, including email, folder, fax, EDMS (Enterprise Document Management Systems), FTP and SFTP, Microsoft SharePoint, Lotus Domino.Doc and any ODBC-complaint database. Q. How does GlobalScan communicate with our mail server? A. GlobalScan uses LDAP or LDAPS (secure LDAP) to access all the Global Address Books that reside on your mail server. Q. What is the advantage of LDAP and LDAPS? A. Since GlobalScan Server is installed on the same network as the Global Address Book, GlobalScan is able to access stored directory information on your server, using LDAP. This means that the GlobalScan Server does not maintain its own Address Book, resulting in less administrative burden on the system and Administrator. LDAPS adds another layer of security by encrypting the exchange of data between the GlobalScan Server and LDAP Directory Server. Note: The Directory Server must also support LDAPS, otherwise address lookup through LDAPS is not supported. 98
Q. Are the documents that I send secure? A. Yes, provided HTTPS is used. Each document scanned to the GlobalScan Server can be transmitted using SSL (Secure Sockets Layer) and is designed to protect passwords and content from prying eyes. Q. What data exchange format is used? A. XML is the sole data exchange format for all data transfer between the multifunctional device and GlobalScan Server. Q. Which Novell client version does GlobalScan support? A. GlobalScan can run on Novell client version 4.9 (SP3 and SP4). Q. Can I name the document I am scanning? A. Yes. Each time you scan a document you have the ability to name the scanned image. Q. Can I insert a subject into the email? A. Yes. You can type a subject for every email you send. In addition, default email text can be set by the Administrator, which the user can accept or remove prior to scanning the document. Q. Can I perform text searching on a scanned image? A. Yes. A scanned image is searchable if the PDF Image/Text file format (available with the OCR Service) is used to create the file. Q. Can I search through the Global Address Book for an email address? A. Yes. You can search using at least two characters of the user s name. Lotus Notes users, enter the first two characters of the recipient s last name. Microsoft Exchange users, enter the first two characters of the recipient s first name. Note: Actual search criteria will depend on LDAP or LDAPS settings. Q. Can a document be sent via email to someone who is not in a Global or Personal Address Book? A. Yes. This is also called ad hoc email address entry, a feature that allows you to manually enter any valid email address. Q. Can I send a document to several people on a single scan? A. Yes. You can select any number of email users from the touch-screen display of the multifunctional device and it will be distributed to all the recipients (users/groups) you have entered/selected. Q. The LCD panel has returned to copy mode. How do I return to scan mode? A. If no action is performed within 60 seconds (default setting), the system screen defaults to copy mode. If this should occur, simply press the [Scanner] button again and the display will be restored. Note: A key other than [Scanner] may be allocated to GlobalScan. 99
Q. Can I scan a group of originals that are of different sizes, e.g., letter and legal sizes? A. Yes. It is possible to scan originals of difference sizes from the document feeder. Scanning of different sizes from the platen glass is not supported. Q. How does the Batch Scan function work? A. Batching allows you to scan a lengthy document in batches, and transmit the document as one file. You scan the first batch of pages, then you are prompted to Set the next original and press Start. This process is repeated until all pages have been scanned. If the Batching is a frequently used function, your GlobalScan Administrator can set the default to On, so there is no need to access the Scan Settings screen, unless you wish to turn the function Off. Also note that if the scanning process has been initiated from the platen glass, subsequent scans must also take place from the platen glass. This also applies if scanning has been initiated from the ADF. Note: Scanning of half-letter size paper from the platen glass is not supported. Q. Does GlobalScan support color scanning? A. Yes. Using the color multifunctional device (with scanner option), documents can be scanned in color and attached as a JPEG or color PDF file to any valid email address. Q. Can a user choose the scan resolution for a document? A. Yes. A default scan resolution (200-, 300- or 400-dpi) is set by the Administrator, though a user can reset the resolution via the MFD s touch screen, unless set as read-only. The selected resolution is applied to all scans until the user logs out or the MFD times out. Q. How does the Image Preview feature work? A. Image Preview, a new feature of GlobalScan v3.1, allows the user to view thumbnail images, and, if necessary, modify a scanned document directly from the MFD touch screen, i.e., before the job is processed. This ensures scan accuracy and reduces network congestion by possibly eliminating unwanted pages, e.g., blank pages. Note, however, that the user cannot change or adjust Image Density in Image Preview mode. Q. How do I retrieve an email that was created by the GlobalScan Server? A. The scanned document automatically appears as an attachment within your email inbox. Double-click the filename to open. Q. Does GlobalScan integrate with RightFax? A. Yes, Ricoh offers a RightFax Plug-in to GlobalScan. GlobalScan will support RightFax Server version 8.7, 9.0 and 9.3. The RightFax client must be installed on the GlobalScan Server. You must also create a RightFax Proxy User Account with Administrator privileges; this must not integrate with Windows NT. 100
Q. Does GlobalScan support OCR (Optical Character Recognition)? A. Yes, GlobalScan OCR Service is a standard feature that enables users to convert hard copy documents into a variety of popular file formats. MFD Type File Format Support Black & White TIFF, PDF, PDF ImageText, PDF Text, RTF, XLS Color JPEG, TIFF*, PDF, PDF ImageText, PDF Text, RTF, XLS *As a black & white image. Q. Can the MFD scan double-sided documents to GlobalScan? A. Yes, GlobalScan s Scan Settings screen enables the user to not only select resolution and file format, but also original type, i.e., single-sided or double-sided, provided the Administrator has not set the parameter(s) as read-only. When scanning double-sided documents the user can also select the text orientation (top-to-top or top-to-bottom) and identify page orientation (standard or 90-degree). Q. What does the Scan-to-Me function within GlobalScan do? A. GlobalScan s Scan-to-Me function adds the logon user s email address to the email recipient list, so each time he/she logs on, the scanned file is sent to their email inbox, as well as to any other selected addresses. Q. What does the Scan-to-Home function within GlobalScan do? A. GlobalScan s Scan-to-Home function enables the logon user to select his/her home directory as a target to deposit scanned documents. If enabled, this option, for example, Jsmith - Home, will automatically appear when the Folder List button (on the MFD s touch screen) is pressed. Q. How does the One-touch Scan function work? A. The One-touch Scan function enables the MFD user to quickly execute a scan function; destination entry or selection is not required. For example, expense reports can be directed to the one or more email addresses or local/network folders at the touch of a button. Q. Can I be notified via email regarding job status? A. Yes. GlobalScan v3.1 supports a Notification Service so that the Administrator and logon user can be alerted as to job status. 101
Appendix L: GlobalScan-compatible MFDs GlobalScan TM v3.1 Ricoh Savin Lanier Gestetner Display Type Code Aficio 2035 Aficio 2045 4035/4135G 4045 LD035 LD045 3532 4532 HVGA B079 B082 Aficio 2035e Aficio 2045e 4035e 4045e LD135 LD145 DSm635 DSm645 HVGA B135 B138 Aficio 2090e Aficio 2105e 4090 4105 LD90e LD0105e 9002e 10512e HVGA B070 B071 Aficio 2228C Aficio 2232C Aficio 2238C C2820 C3224 C3828 LD228c LD232c LD238c DSc328 DSc332 DSc338 HVGA B147 B149 B190 Aficio 2022/S/P Aficio 2027/S/P 4022 4027 LD122 LD127 DSm622 DSm627 HVGA B089 B093 Aficio 3224C C2410 LD124c DSC424 HVGA B156 Aficio 3260C Aficio 5560 C6045 SDC555 LD160c LC155 DSc460 CS555 HVGA B132 B200 Aficio 3235C Aficio 3245C Aficio 3228C C3528 C4535 C2824 LD335c LD345c LD328c DSc435 DSc445 DSc428 HVGA B178 B180 B202 Aficio2051 Aficio2051SP Aficio2060 Aficio2060SP Aficio2075 Aficio2075SP 3035/SP/SPF/SPi/G 3045/SP/SPF/SPi/G Aficio MP 3500 Aficio MP 3500G Aficio MP 4500 Aficio MP 4500G 3025/SP/SPF/SPi/P 3030/SP/SPF/SPi/P Aficio MP 2510 Aficio MP 3010 Aficio MP 5500 Aficio MP 5500SP Aficio MP 6500 Aficio MP 6500SP Aficio MP 7500 Aficio MP 7500SP Aficio MP 9000 Aficio MP 1100 Aficio MP 1350 Aficio MP C3500 Aficio MP C4500 Aficio MP C2500 Aficio MP C3000 4051 4051sp 4060 4060sp 4075 4075sp 8035/sp/spf/spi/34g 8045/sp/spf/spi/g 8035e 8035eg 8045e 8045eg 8025/sp/spf/spi/p 3030/sp/spf/spi/p 8025e 8030e 8055 8055sp 8065 8065sp 8075 8075sp 8090 8110 8135 C3535 C4540 C2525 C3030 LD151 LD151sp LD160 LD160sp LD175 LD175sp LD235 LD245 LD335 LD345 LD225/sp LD230 LD325 LD330 LD255 LD255sp LD265 LD265sp LD275 LD275sp LD190 LD1110 LD1135 LD435c LD445c LD425c LD430c DSm651 DSm651sp DSm660 DSm660sp DSm675 DSm675sp DSm735/sp/spf/spi/g DSm745/sp/spf/spi/g DSm735e DSm735eg DSm845e DSm845eg DSm725/sp/spf/spi/p DSm730/sp/spf/spi/p DSm725e DSm730e DSm755 DSm755sp DSm765 DSm765sp DSm775 DSm775sp DSm790 DSm7110 DSm7135 DSc535 DSc545 DSc525 DSc530 HVGA HVGA HVGA WVGA B&W SVGA Color WVGA Color WVGA Color B163 B228 B140 B142 B141 B143 B264 B265 B296 B291 B297 B295 B205 B209 D007 D008 B246 B250 B248 B252 B249 B253 B234 B235 B236 B222 B224 B230 B237 102
Appendix M: Universal Soft Keyboard Support (by brand/model) Ricoh Savin Lanier Gestetner 3035/SP/SPF/SPi/G 3045/SP/SPF/SPi/G Aficio MP 3500 Aficio MP 3500G Aficio MP 4500 Aficio MP 4500G 8035/sp/spf/spi/34g 8045/sp/spf/spi/g 8035e 8035eg 8045e 8045eg LD235 LD245 LD335 LD345 DSm845eg 3025/SP/SPF/SPi/P 3030/SP/SPF/SPi/P Aficio MP 2510 Aficio MP 3010 Aficio MP 5500 Aficio MP 5500SP Aficio MP 6500 Aficio MP 6500SP Aficio MP 7500 Aficio MP 7500SP Aficio MP 9000 Aficio MP 1100 Aficio MP 1350 Aficio MP C3500 Aficio MP C4500 Aficio MP C2500 Aficio MP C3000 8025/sp/spf/spi/p 3030/sp/spf/spi/p 8025e 8030e 8055 8055sp 8065 8065sp 8075 8075sp 8090 8110 8135 C3535 C4540 C2525 C3030 LD225/sp LD230 LD325 LD330 LD255 LD255sp LD265 LD265sp LD275 LD275sp LD190 LD1110 LD1135 LD435c LD445c LD425c LD430c DSm735/sp/spf/spi/g DSm745/sp/spf/spi/g DSm735e DSm735eg DSm845e DSm725/sp/spf/spi/p DSm730/sp/spf/spi/p DSm725e DSm730e DSm755 DSm755sp DSm765 DSm765sp DSm775 DSm775sp DSm790 DSm7110 DSm7135 DSc535 DSc545 DSc525 DSc530 Universal Soft Keyboard Note: The Universal Soft Keyboard does not display a [.com] button. 103