GlobalScan V1.5 User's Guide 8-27-04rfg-esource.ricoh-usa.com/stellent/groups/public/...8 7 Start Scan Initiate the scan process by touching the Start key on the MFD control panel

User’s Guide

GlobalScan Ver. 1.5

ContentsIntroduction................................ 4 About GlobalScan..................... 4

GlobalScan Components ......... 4

About this Guide ....................... 4

Before Getting Started.............. 5

Feature Highlights .................... 5

System Configuration ............... 6

MFD Control Panel Diagram .... 6

MFD Operation........................... 7Step by Step Summary ............ 7

Step 1: Place Document .......... 9Step 2: Login............................ 9Step 3: Scan to Folder ............. 13Step 4: Scan to Email .............. 17Step 5: Select Recipient(s) ...... 21Step 6: Select Scan Settings ... 26Step 7: Start Scan.................... 31Step 8: Review Job Log........... 32Step 9: Logout.......................... 33

AppendixA. Requirements & Specs........ 35B. Opt. Plug-ins/Framework..... 36C. RightFax Plug-in Operation . 39D. FAQs.................................... 43E. Glossary of Terms ............... 47F. MFD Error Codes................. 50

August, 2004

Copyright 2004 by Ricoh Corporation. All Rights Reserved.

GlobalScanTM Ver. 1.5 User’s Guide

2

Copyright 2004 by Ricoh Corporation. All Rights Reserved.

No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, ortranslated 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. Whilereasonable efforts have been made in the preparation of this document to assure its accuracy, RicohCorporation, its contractors and partners, assume no liability resulting from errors or omissions in thisdocument or from the use of the information contained herein.

Ricoh Corporation reserves the right to make changes in the product design without reservation andwithout notification to its users.


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Table of Contents

IInnttrroodduuccttiioonn .................................................................................................. 4 About GlobalScanTM ......................................................................................... 4GlobalScan Components ................................................................................. 4About This Guide.............................................................................................. 4Before Getting Started ..................................................................................... 5GlobalScan Feature Highlights ....................................................................... 5System Configuration Diagram ....................................................................... 6Multifunctional Device Control Panel Diagram .............................................. 6

MMuullttiiffuunnccttiioonnaall DDeevviiccee OOppeerraattiioonn .............................................. 7Scan to Folder & Scan to Email Made Easy – Step by Step Summary ....... 7

Step 1: Place Document ............................................................................ 9Step 2: Login (NT, Novell and LDAP Authentication).............................. 9Step 3: Scan to Folder ............................................................................... 13

About Scan Settings...................................................................... 14Step 4: Scan to Email................................................................................. 17Step 5: Select Recipient(s) ........................................................................ 21Step 6: Select Scan Settings ..................................................................... 26Step 7: Start Scan....................................................................................... 31Step 8: Review Job Log ............................................................................. 32Step 9: Logout ............................................................................................ 33

AAppppeennddiixxA: System Requirements and Specifications ............................................ 35B: Optional GlobalScan Plug-Ins & Framework ........................................ 36C: MFD Operation with RightFax Plug-in................................................... 39D: Frequently Asked Questions.................................................................. 43E: Glossary of Terms................................................................................... 47F: MFD Error Codes..................................................................................... 50


4

IInnttrroodduuccttiioonnAbout GlobalScanGlobalScan enables a Multifunctional Device (MFD) to quickly scan documents to e-mailor to folder, as well as perform Optical Character Recognition (OCR), Facsimile Serverand Document/Content Management System functions viaoptional Plug-ins/Framework. This powerful, yet easy-to-use,paper document capture and distribution system integratesseamlessly with your existing mail infrastructure to significantlyboost workgroup productivity by combining e-mail functionalitywithin an accessible copier platform. Most importantly, dramaticcost efficiencies are gained by speeding throughput of commonbusiness transactions that may otherwise require slower and morecostly methods of communication, for example, dial-up fax, U.S.mail or overnight courier.

GlobalScan ComponentsThe 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 thataccepts scanned documents from MFDs, creating digital files - of even the mostcomplex documents - for electronic transmission over your network. Working together,the GlobalScan Server and the MFD make efficient and timely delivery of these files todestinations around the corner or around the globe.

About this GuideThis guide is divided into two sections:

Multifunctional Device Operation: Contains simple step-by-step instructions for end-useroperation of the MFD as a scanning device via intuitive touch-screen buttons that makesending an e-mail (Scan to Email) as easy as sending a fax. In addition, Scan to Folderinstructions outline the simple procedure to scan hardcopy documents (in a variety of fileformats) to a selected folder, for purposes of file sharing, archival, etc. If the optional OCRFile Conversion Plug-in is installed, you have, for example, the added ability to converthardcopy documents into editable formats via Scan to XLS (Excel), Scan to RTF (Word),as well as file conversion to PDF Image/Text that is searchable. If the optional RightFaxPlug-in is installed, the scanned document can be transmitted to one or more faxdestinations.

Appendix: Contains additional reference materials such as: software and hardwarerequirements and specifications, optional Plug-ins and Framework to further automatedocument management tasks, frequently asked questions, glossary of terms, and MFDerror codes.

Multifunctional Device(MFD)


5

Before Getting StartedTo enable the MFD to Scan to Email, Folders, Fax etc., the following setup procedures mustbe completed by an authorized service technician and/or System Administrator:

The GlobalScan firmware is downloaded to the MFD’s hard drive

The GlobalScan Server software1 is installed on to a Windows 2000 server

The MFD is configured1

The GlobalScan Admin Server is configured

You have been assigned a valid user name and password2

GlobalScan Feature Highlights Scan to e-mail via intuitive touch-screen LCD Send documents as e-mail to any user, using

your existing Lotus Notes 5, MicrosoftExchange, or SMTP server

Enter/select multiple e-mail addresses forbroadcast purposes, saving time

Manually enter (ad hoc) e-mail address(es) Browse and select e-mail addresses from

company’s Global Address Book (via LDAP) Search Global Address Book by keyword and

wild-card; no size limitation on Global AddressBook

Scan to Folder enables direct scanning to alocal or network folder

Scan to Home enables scanning to the logonuser’s home directory/sub-directory

Scan to Me automatically adds the logon user’se-mail address to mail recipient list

Scan documents from either the documentfeeder or platen glass; supports multi-pagescanning from platen glass

Runs as NT Service

Up to 100 enabled MFDs supported per Global-Scan Server

NT, Novell and LDAP authentication Uses HTTP protocol for easy communication

between MFD and GlobalScan Uses HTTPS protocol, enabling secure

transmission of sensitive documents betweenMFD and GlobalScan

Mixed-size scanning, letter-, legal- and ledger-size originals combined in a single scan

Select scan settings (resolution, single-/double-sided original and scan size3)

Support for Batch Scanning, i.e., scan a lengthydocument in batches and transmit as one file

Save black & white documents in PDF imageversion 1.4 or TIFF format; save colordocuments in PDF, JPEG or TIFF4 format

Scanned document can be converted to PDFImage + Text (searchable), XLS (MS Excel) orRTF (MS Word) via optional OCR Plug-in

A wide variety of optional Plug-ins (RightFaxand OCR) and Framework (Documentum,FileNET, Stellent, OpenText and Interwoven)5

1 For details on the configuration of the MFD and GlobalScan Server software, refer to the GlobalScanAdministrator’s Guide. For details on installation of the GlobalScan software, refer to the GlobalScanServer Software Installation Guide.

2 The System Administrator assigns user names and passwords for authentication purposes.3 Manual paper size selection is available when scanning from the platen glass.4 As a black & white image.5 Refer to Appendix B for details on optional RightFax and OCR Plug-ins, and third party Document/Content

Management System Framework.


6

` ScannerKey

StartKey

Touch-Screen

LCD

System Configuration Diagram

Multifunctional Device Control Panel

IIS withGlobalScan

NT/W2K DomainController - Novell -

LDAP

TCP/IP Network

LDAP ServerLDAP Query

AuthenticationHTTP/HTTPS

E-mail Server Mail Delivery

Framework

APIMFD

API

Plug-in


7

MMuullttiiffuunnccttiioonnaall DDeevviiccee OOppeerraattiioonnFollowing is an overview of the simple steps taken to scan a document from the MFD:

Step Action Description1 Place Document Insert the document into the device’s document feeder or

place on the platen glass. The platen is useful whenscanning, for example, bound originals. Note: Multi-pagescanning from the platen glass is supported. Scanning ofhalf-letter size paper from the platen glass is not supported.Scanning of mixed-size originals is supported.

2 Login Enter valid User Name and Password, etc., if authentica-tion is required.

3 Scan to Folder The Scan to Folder function enables you to scan to aspecific directory (local or network). Select the desiredFolder, File Format and press Start. It’s that easy.

4 Scan to Email:Enter Subject &Document Name

Press the E-mail Document button and enter the Subjectand Document Name. Both entries appear within therecipient’s e-mail inbox.

5 SelectRecipient(s)

Select valid E-Mail Addresses by searching yourcompany’s Global Address Book or enter the addressmanually. Note: One or more addresses can beentered/selected.

6 Select ScanSettings

If desired, select: Resolution: 200 dpi, 300 dpi or 400 dpi. Batch Scan: Scan a lengthy document in batches, for

transmission as one file. Original Type: Single-sided (default) or double-sided Original Orientation: Standard, 90°. Text Orientation: Top-to-top or top-to-bottom. Scan Size: Auto detect (default), multiple paper size

selections are displayed. Format : PDF or TIFF.

Note: Color MFDs support PDF, JPEG or TIFF* format.*As a black & white image.


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7 Start Scan Initiate the scan process by touching the Start key on theMFD control panel.

8 ReviewJob Log

Press the Job Log button to display details regardingeach scan, i.e., Sender, Date/Time, Document Name,Pages and Status.

9 Log Out If required, press Logout button to exit GlobalScan.

For a detailed description of each step, please continue…


9

Step 1: Place DocumentPlace the document you wish to scan or e-mailface up on the automatic document feeder (ADF) orface down on the platen glass.

Step 2: Login(NT, Novell and LDAP Authentication)1. Press Scanner key on MFD control panel (once or twice, depending on model). A

connection to the GlobalScan Server is established. If the GlobalScan Server is notaccessible, a message is displayed.

The GlobalScan display will vary based on system configuration, so you may or maynot be required to log in.

If the Login button is enabled, as shown in Illustration A, login/authentication isrequired. Proceed to item 2, next page.

With no Login button present, as shown in Illustration B, login/authentication isnot required. Proceed to Step 3: Scan to Folder or Step 4: Scan to Email.

When login/authentication is required, proceed as follows…

ADFScanning

Illustration A

Illustration B

Login

Email DocumentEmail DocumentEmail Document

Scan SettingsScan SettingsScan Settings

Date & Time

Welcome to Ricoh GlobalScan

Job LogJob LogJob Log

Please Login

Folder ListFolder ListFolder List

LoginRequired

Email Document

Scan Settings

Date & Time

Welcome to GlobalScan

Job Log

Folder List

Please select document destination

LoginNot Required


10

2. Press Login button. Display reads, for example…

NT Login

Novell Login

LDAP Login(without Active Directory)

Login



Date & Time


User Name *

Password *

Login Cancel

Domain * Test


Login



Date & Time


User Name *

Password *

Login Cancel

Context *

Tree *


Login



Date & Time


User Name *

Password *

Login Cancel


Login



Date & Time


User Name *

Password *

Login Cancel

Domain *


LDAP Login(with Active Directory)


11

3. Press User Name button. Soft keyboard is displayed.

4. Enter valid User Name (case-insensitive). The maximum length of a user name is64 characters (alphanumeric).

Note: Enter characters by touching corresponding keyboard characters. To erase characters, right to left, press Backspace. To erase an entire entry,press Delete All.

To select a single upper case letter or symbol, press the Shift button. To selectmultiple upper case letters or symbols, press the Shift Lock button. Both buttonstoggle on/off.

5. Press OK button.

6. Press Password button. Soft keyboard is displayed again.

7. Enter valid Password (case-sensitive). The maximum length of a password is 18characters (alphanumerics). See above Note for instructions on entry and erasure ofcharacters.

8. Press OK button. Note: The Password is represented by asterisks.

9. If logging in under Novell Authentication, repeat steps 6 – 8, entering the Tree andContext fields, if these fields have not been inserted automatically. Otherwise,continue to the next step.

��

1 2 3 4 5 6 7 8 0 -

q w e r t y u i o p ]

Backspace Delete All

Shift Lock Shift

Space

Cancel OK

[

=

a s d f g h j k l ; ’

z x c v b n m , . /

\


12

Display reads, for example…

Note: If you wish to cancel at any point, without logging in, press the Cancel button.

10. Press Login button.

Display reads…

Note: The previously grayed-out buttons (Email Document, Folder List, Scan Settings,

and Job Log) are now enabled (functional) and the Login button now readsLogout, if authentication was required.

A Fax Document button will also appear if the optional RightFax Plug-in isinstalled. Refer to Appendix B and C for details.

If login was unsuccessful, the display reads: Login Failed. Please Try Again.Press the OK button and re-enter a valid user name and password. Remember,your password is case-sensitive.

GlobalScanWelcomeScreen

Novell LoginUser Name *

Password *

Login Cancel

Context *

Tree *

jsmith

******

Test

Test

Logout

Email Document

Scan Settings

Date & Time


Job Log

Folder List


This header reflects availableoperations, e.g., Scan to Email, Folder,Fax and/or Database, e.g, Documen-tum, thus will vary.

Enabledfunctions


13

Step 3: Scan to FolderIf GlobalScan’s Welcome screen displays a list of folders, as shown below, your systemsupports the Scan to Folder function. Documents are scanned to a specific directory(local or network) on which your System Administrator has established access rights.

To Scan to Folder / Home, proceed as follows…

1. Highlight the desired Folder name. In the example below, Sales has been selected.You may also select your Home directory/sub-directory from this screen, for example,Jsmith - Home, allowing you to scan documents directly to your personal folder, oneestablished by your System Administrator.

2. Be sure that a document has been placed face-up on ADF or face down on platenglass, as explained in section titled Step 1: Place Document.

3. Press Scan Settings button (not required).

4. Make desired selections, e.g., resolution, file format, original type and orientation,etc. (Refer to next section “About Scan Settings,” and section titled Step 6: SelectScan Settings, for details.)

5. Press OK. The Folder List Main Screen (shown above) displays.

6. Press Start key on MFD control panel.The document is delivered to the specified folder/directory on the network, in thechosen format (covered next). The MFD display returns to the Folder List, at whichtime you can perform another scan operation.

Folder ListMain Screen

Logout

Email Document

Scan Settings

Date & Time

Job Log

Folder List

JSmith - Home

MarketingAccountingServiceWarehouse


Folder List

Sales

Logout

Email Document

Scan Settings

Date & Time

Job Log

Folder List

JSmith - HomeSalesMarketingAccountingServiceWarehouse


Folder List


14

About Scan SettingsThe Scan Settings screen will vary based on the type of MFD in use, i.e., mono-chrome (black & white) or color, or if optional Plug-ins are installed. Below aresample monochrome and color Scan Settings screens. Following these areillustrations of screens that will appear if the optional OCR (Optical CharacterRecognition) Plug-in is installed. For additional information on Scan Settings, pleaserefer to Step 6: Select Scan Settings.

Monochrome MFDs

To scan a document in TIFF format, press (highlight) the TIFF button, as follows…

Color MFDsColor MFDs can scan documents in PDF, JPEG or TIFF (black & white) file format.

MonochromeScan Setting: PDF

Color ScanSetting: PDF

Monochrome ScanSetting: TIFF

Default Scan Super FineFine Scan Single-Sided Original

Double-Sided Original

OK Cancel

200 dpi / TextAuto Image Density



File Format

Scan Settings

Scan Size

For scanning fromplaten glass only

Batch Scan T to BT to BT to BT to TT to TT to T

OriginalOrientation

TIFF



OK Cancel




File Format

Scan Settings

Scan Size



OriginalOrientation

PDF



OK Cancel

200 dpiAuto Image Density



File Format

Scan Settings

Scan Size



OriginalOrientation

Color Scan

Color Scan

PDF


15

To scan a color document in JPEG format, press (highlight) the JPEG button, asfollows…

OCR Plug-InIf the optional OCR Plug-in is installed, the default monochrome and color ScanSettings screens appear as follows…

MonochromeScan SettingsScreen (w/ OCRPlug-in)

Color ScanSetting: JPEG

Scan Settings:TIFF (B&W)



OK Cancel




File Format

Scan Settings

Scan Size



OriginalOrientation

File Format



OK Cancel

200 dpi Auto Image Density



File Format

Scan Settings

Scan Size



OriginalOrientation

Color Scan

Color Scan

JPEG



OK Cancel

200 dpi / Text Auto Image Density



File Format

Scan Settings

Scan Size



OriginalOrientation

Mono Scan

Color Scan

TIFF



OK Cancel




File Format

Scan Settings

Scan Size



OriginalOrientation

Mono Scan

Color Scan

PDF

Scan Settings:PDF (B&W)


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OCR Plug-In Cont’d

To select an OCR File Format:

1. Press the File Format button. See sample screens below.2. Press (highlight) the desired File Format, e.g., TIFF.3. Press OK. Scan Settings screen appear, as follows…

Note: If the GlobalScan Administrator establishes a default file format, the MFD will

initialize with that format. After the scan operation is complete, the file format stays until it is changed. If

the unit goes into power save mode, then - after waking up - the file format willbe the default setting.

ColorScan SettingsScreen (w/ OCRPlug-in)

File Format List for jsmith

JPEGEXCELPDFPDFIMAGETEXTPDFTEXTRTF

OK Cancel

File Format List for jsmith

TIFFEXCELPDFPDFIMAGETEXTPDFTEXTRTF

OK Cancel

Monochrome MDFOCR File Formats

Color MFDOCR File Formats



OK Cancel




File Format

Scan Settings

Scan Size



OriginalOrientation

File Format Color Scan

Color Scan


17

Step 4: Scan to Email:Enter Subject & Document NameWhen e-mailing a document, it is recommended that you enter the Subject of the e-mail, along with a Document Name. Both entries appear within the recipient’s e-mailinbox (as shown below), enabling him/her to more quickly identify the content of themessage.

The Subject entry appears within the “Subject:” field.

The Document Name entry appears as the filename of the attachment.

Note: If you choose to leave the Subject and Document Name fields blank, the

system will automatically title the attachment with the date/time, whileleaving the subject field blank.

To enter the Subject and Document Name fields, proceed as follows…

1. Press Email Document button. Display reads...

E-mailInbox

Enter Address

Remove AddressRemove AddressRemove AddressOK Cancel

E-mail Recipient(s):

Lookup by Name

Enter SubjectEmail Subject:

(Manual Entry)

(Search Function)

(Remove from Recipient List)

Document Name


18

2. Press Enter Subject button. Soft keyboard is displayed.

3. Enter Subject, e.g., “Price List.” The maximum length of the subject is 64alphanumeric characters.

Note: Enter characters by touching corresponding keyboard characters. To erase characters, right to left, press Backspace. To erase an entire entry,

press Delete All. To select a single upper case letter or symbol, press the Shift button. To select

multiple upper case letters or symbols, press the Shift Lock button. Both buttonstoggle on/off.

4. Press OK button. Display reads...

��

1 2 3 4 5 6 7 8 0 -



Shift Lock Shift

Space

Cancel OK

[

=


z x c v b n m , . /

\

Lookup by Name



Enter Address


(Search Function)

(Manual Entry)


Document Name

Price List


19

5. Press Document Name button. Display reads...

6. Press Assign Document Name button. Soft keyboard is displayed.

7. Enter Document Name, e.g., “August Pricing Update.” The maximum length of thedocument name is 64 alphanumeric characters.

Note: Enter characters by touching corresponding keyboard characters. To erase characters, right to left, press Backspace. To erase an entire entry,

press Delete All. To select a single upper case letter or symbol, press the Shift button. To select

multiple upper case letters or symbols, press the Shift Lock button. Bothbuttons toggle on/off.


OKOKOK Cancel

Address Book

Accounting

Administration

Engineering

MarketingOK Cancel

Assign Document Name

Assign a name for document being scanned.(If not provided, system will assign automatically.)

August Pricing Update

OKOKOK Cancel

Address Book

Accounting

Administration

Engineering

MarketingOK Cancel

Assign Document Name

Assign a name for document being scanned.(If not provided, system will assign automatically.)


20

9. Press OK button again. Display reads…

Lookup by Name



Enter Address


(Search Function)

(Manual Entry)


Document Name

Price List


21

Step 5: Select Recipient(s)Before scanning a document, at least one e-mail address must be specified. There aretwo ways to do so, by searching the Global Address Book or by manually entering thee-mail address. Both methods are outlined below.

Lookup By NameThe GlobalScan Server does not maintain its own Address book. Instead, the Serverprovides you with access to your company’s Global Address Book via the MFD’s touch-screen.

1. Press Lookup by Name button.

Display reads...

2. Press Type Name button.

Date & Time

Address Book

Type Name

__

__

OKOKOK Cancel

Include Sub TreeInclude Sub TreeInclude Sub Tree Search

OKOKOK Cancel

Address Book

Accounting

Administration

Engineering

MarketingEnter Address


Email Recipient(s):

Lookup by Name


(Manual Entry)

(Search Function)


Document Name

If the login user’s e-mailaddress automaticallyappears in this window,the GlobalScan Admini-strator checked the“Enable Email SendReceipt” in the ManageProfiles screen of theAdmin Server Module.


22

Soft keyboard displays...

3. Enter first two characters of recipient’s name*, e.g., “ch”. This will instruct thesystem to search for all e-mail addresses starting with the letters “ch”. A minimum oftwo characters is required when running a query.

* Important: Check with your System Administrator regarding search criteria, i.e.,whether you will search by first or last name. For example, if the e-mail address [email protected], you will search by either “ch” or “sm”. For illustrationpurposes, we are searching by first name.


Date & Time

Address Book

Type Name

OKOKOK Cancel

Include Sub TreeInclude Sub TreeInclude Sub Tree Searchch

��

1 2 3 4 5 6 7 8 0 -



Shift Lock Shift

Space

Cancel OK

[

= \


z x c v b n m , . @

.com

@ and .com buttonsmay appear, dependingon MFD make/model.


23

5. Press Search button. Displays briefly reads: Please wait. Downloading addresslist… Display then reads...

Note: If search was unsuccessful, display reads...

Press OK and repeat.

6. Press E-mail Address(es) in list. The selected e-mail address appears highlighted.To deselect an address, press it again.

Note: More than one e-mail address can be selected.

Display reads, for example:

Date & Time

Address Book

Type Name

OKOKOK Cancel


Chris Taylor

Christine Jacobs

Charles Smith

Date & Time

Address Book

Type Name

OK Cancel


Chris Taylor

Christine Jacobs

Charles Smith

OK

(127) No matches found.


24

7. Press . Selected e-mail address appears in right-hand column. See Recipient Listshown below.

Note: To remove a selected e-mail address, press to highlight and press .


9. When finished, press OK button.

Date & Time

Address Book

Type Name

OK Cancel


Chris Taylor

Christine Jacobs

[email protected]

OKOKOK Cancel

Address Book

Accounting

Administration

Engineering



Email Recipient(s):

Lookup by Name


(Manual Entry)

(Search Function)


Document Name

Price List

[email protected]

Recipient List


25

Manual E-Mail Address Entry (via soft keyboard):

1. Press Enter Address (Manual Entry) button. Soft keyboard is displayed.

2. Enter valid E-mail Address. Display reads, for example…

Note: By default, keyboard characters/symbols are in lower case. To access upper

case characters, press Shift or Shift Lock button. Enter characters by touching corresponding keyboard characters. To erase characters, right to left, press Backspace. To erase an entire entry,

press Delete All.

3. Press OK button. Display reads, for example:

4. If you wish to e-mail the document to multiple addresses, repeat steps #1 through #3to enter another e-mail address.

Note: If you wish to delete one or more addresses from the recipient list, press the

address(es) - selected entry appears highlighted – and press the RemoveAddress button.

OKOKOK Cancel

Address Book

Accounting

Administration

Engineering



Email Recipient(s):

Lookup by Name


(Manual Entry)

(Search Function)


Document Name

Price List

[email protected]

��

1 2 3 4 5 6 7 8 0 -



Shift Lock Shift

Space

Cancel OK

[

= \


z x c v b n m , . @

.com

[email protected]

@ and .com buttonsmay appear, dependingon MFD make/model.


26

Step 6: Select Scan Settings (not required)If you do not wish to program special scan settings, proceed to Step 7: Start Scan.

Prior to scanning your document, it is possible to adjust scan settings through the ScanSettings button. For example, you may wish to optimize the image quality of a detailedschematic or you are scanning a double-sided original. It is also possible to manuallyset the paper size when scanning off the platen glass, though the default Auto Detectsetting is typically used.

GlobalScan also supports scanning of mixed-size originals. During the scanningprocess, it is possible to combine, for example, letter-, legal- and ledger-size pages inone transmission. However, scanning of half-letter paper sizes from the platen glass isnot supported.

1. Press Scan Settings button. Display reads…

Note: The Scan Settings screen will vary based on the type of MFD in use, i.e., mono-

chrome (black & white) or color, or if optional Plug-ins are installed. For illustrationsof each, please refer to Step 3: Scan to Folder, About Scan Settings.

2. Select desired setting(s):

File Format: Please refer to Step 3: Scan to Folder, About Scan Settings.

SampleMonochromeScan SettingsScreen

Logout

Email Document

Scan Settings

Date & Time

Folder List for JSmith

Job Log

Folder List

Scan to Email

SalesMarketingAccountingServiceWarehouse



OK Cancel




File Format

Scan Settings

Scan Size



OriginalOrientation

TIFF


27

Resolution: Choose either Fine or Super Fine. Default is (200 dpi)

Scan Mode Resolution Scan Size Scan Type* Image DensityDefault 200 dpi Auto Detect B&W or Color Auto DensityFine 300 dpi Auto Detect B&W or Color Auto DensitySuper Fine 400 dpi Auto Detect B&W or Color Auto Density

*Color is supported on select MFDs.

Batch Scan: Press this button if you wish to scan a lengthy document inbatches, and transmit as one file.

Note: If the scanning process has been initiated from the platen glass, sub-sequent scans must also take place from the platen glass. This also applies ifscanning has been initiated from the ADF.

a. Press Batch Scan button to highlight.

b. Press OK button.

c. Place document on platen glass or ADF.

d. Press START key on MFD control panel. The first document is scanned.Display then reads…

Set next original and press START, or press # to finish.

e. Place next document on platen glass or in ADF.

f. Press START key on MFD control panel. Continue until all documents arescanned.

g. When finished, press # (Enter) key.



OK Cancel




File Format(Default is PDF)

Scan Settings

Scan Size


T to BT to BT to BT to TT to TT to T

OriginalOrientation

TIFF

Batch Scan


28

Single-Sided Original


T to TT to TT to T

Cancel

T to BT to BT to B

OK

Single-/Double-Sided Original: Proper placement ofyour single- (simplex) or double-sided (duplex) originalon the MFD’s document feeder ensures accuraterotation/viewing of the scanned file. Follow Scenario1 for single-sided scanning, Scenario 2 (next page) fordouble-sided scanning.

Scenario 1 – Single-Sided ScanningWithin the Scan Settings screen, notice that the Single-Sided Original (A)button is selected (highlighted) by default. When selected you have thechoice between Portrait or Landscape mode (B), in either Standard or 90°Orientation.

Original Placement on ADF / Scan Settings

Single-Sided Portrait(Standard Orientation)

Single-Sided Landscape(Standard Orientation)



OK Cancel





Scan Settings

Scan Size



OriginalOrientation

TIFF

Batch Scan

A

B

Scan Settings


29

Original Placement on ADF / Scan Settings Cont’d

Single-Sided Portrait(90° Orientation)

Single-Sided Landscape(90° Orientation)

Scenario 2 – Double-Sided ScanningWithin the Scan Settings screen, the Double-Sided Original (A) button canbe selected (highlighted), as shown below.

When scanning double-sided originals, follow the same original orientationschemes (B) as Scenario 1, selecting either Portrait or Landscape, in Standardor 90° Orientation.

Single-Sided Original


OK Cancel


T toT


OK Cancel





Scan Settings

Scan Size


Batch Scan T to BT to BT to B

OriginalOrientation

TIFF


T to T

A

C

B

Scan Settings


30

Lastly, choose Text Orientation for your double-sided originals, either Top to Topor Top to Bottom:

[T to T] Top to Top, as pages in a book read (default setting).

[T to B] Top to Bottom, for example, as legal documents bound at the topread.

Scan Size: If scanning from the platen glass, press the Scan Size button todisplay available paper sizes. Auto Detect is the default setting, as shownbelow. It is possible, however, to manually set paper size and orientation(Portrait or Landscape).

To make a selection, press the desired paper size and press OK. To exit thisscreen, without making changes, press Cancel.

3. Press OK button.

Auto Detect

8 1/2X11

Select Scan Paper Size

8 1/2X11 11X17 8 1/2X13 8 1/2X14

5 1/2X8 1/2 5 1/2X8 1/2 A3 A4 A4

A5 A5 B4 B5 B5

OK Cancel


31

Step 7: Start Scan1. Press Start key on device control panel. Display reads: Processing your

documents. Please wait…. The Start key will turn from red to green* when thefollowing conditions are met:

(1) A document is set on the document feeder or platen glass**(2) At least one e-mail address, folder, fax number, or all framework

properties has been specified(3) GlobalScan screen indicates selected services, e.g., Scan to Email, Scan

to Folder, Scan to Fax or Scan to Database (e.g., FileNET).

When all pages are scanned, control of the touch screen is returned so that anotherfunction can be performed, for example, the Job Log can be viewed (see next page).

Note:* 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 nextdocument on the glass and press Start. When finished, press #.

Logout

Email Document

Scan Settings

Date & Time

Job Log

Folder List

JSmith - HomeSalesMarketingAccountingServiceWarehouse

Scan to Email

Folder List


32

Step 8: Review Job LogTo confirm that the document was successfully transmitted, or an error has occurred,proceed as follows:

1. Press Job Log button. Display reads...

2. Press Exit.

Sender Date/Time Document Name Pages Status

Sales Aug. 22 8:21 AM 1 Done

Page: 1/1 EXIT

August Price List

Job Log displayslast 100 trans-actions


33

Step 9: Logout1. To exit GlobalScan, press Logout button.

2. To return to Copy mode, press Copy key on MFD control panel.

Note: Log out is automatic if the system is idle for 60 seconds (default), i.e., no keys arepressed.

Logout

Email Document

Scan Settings

Date & Time

Job Log

Folder List

Jsmith - HomeSalesMarketingAccountingServiceWarehouse


Folder List


34

AAppppeennddiixx


35

IBM Compatible

Appendix A: System Requirements and SpecificationsGlobalScan Server*:

Windows 2000 Server with Service Pack 3 or 4, and all necessary securityupdates 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 E-mail capability through one or more of the following mail systems:- Lotus Notes 5- Microsoft Exchange 5.5 or 2000- 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 MemoryBlack & White 22 – 45 cpm 96MB*Black & White 60 – 105 cpm 256MBColor/B&W 12 – 38 cpm 256MB

* 96MB is minimal requirement for GlobalScan. 192MB or above isrecommended for optimal performance. 192MB is minimal requirementwhen running an optional Content/Document ManagementFramework/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


36

Appendix B: Optional GlobalScan Plug-ins & FrameworkBelow is an overview of optional Plug-ins and Framework available for integration withGlobalScan. Whether you are in need of document routing, storage or management ofscanned documents, there is a solution to fit your needs and requirements – withoutchanging your current workflow process.

Should you need additional information about these GlobalScan options, please contactyour sales representative.

Optional GlobalScan Plug-InsSource Description

The Captaris RightFax Plug-in to GlobalScan provides an easy-to-use,easy-to-manage, reliable fax and e-mail delivery solution that seamlesslyintegrates with virtually all business applications across an enterprise.

The RightFax Plug-in is a cost-effective, speedy, and reliable means todeliver documents. By delivering via fax, e-mail, or the Internet,companies are able to reduce the use of paper, postage, and time spentmanually sending documents.

• RightFax network faxing reduces costs, saves time and improvesproductivity by enabling users to send and receive faxes directly fromtheir desktop or e-mail application. Employees no longer walk to thefax machines and manually send a fax or wait for delivery to a faxmachine.

• RightFax systems integrate with the most popular back-endapplications to provide automated, real-time delivery and receipt ofhigh-volume, business-critical documents.

RightFax helps companies reduce costs, improve user productivity andenhance internal and external communications every day. That’s whyRightFax is the leading developer in enterprise fax, with over 35,000installations across the globe and the largest share of the market at 24%(source: IDC). Today, RightFax is installed in more than 80% of theFortune 500 companies and has won more awards than all ourcompetitors combined.

The Ricoh OCR (File Conversion) Plug-in is available for archivescanning, OCR and PDF file conversion… all for must-keep paperdocuments. Ricoh’s file conversion software is designed for use withselect digital copiers, providing the perfect ‘front end’ for the GlobalScansystem. Ricoh OCR File Conversion Plug-in provides several additionalfunctions for users:

PDF Image/Text – Allows scanned documents to be delivered as PDFtext/image files from the GlobalScan Server, which are searchable.

Scan to XLS (Microsoft Excel) Scan to RTF (Rich Text Format/Microsoft Word)


37

Optional Framework* (Document Solutions)Using the Ricoh MFD, along with GlobalScan Server software and theoptional Framework to Documentum, paper-based documents can be easilyscanned and delivered to the Documentum Repository. Documentum, anindustry-leading Enterprise Content Management (ECM) platform, provides auniversal repository capable of storing and managing multiple content types,including documents, scanned images, Web pages, XML, rich media, records,engineering drawings, and much more.

Interwoven WorkSite Framework provides growing companies with a simpleway to manage thousands of documents – and multiple versions ofdocuments – over an extended period of time. Interwoven’s WorkSitesolution, specifically, helps track and revise content throughout anorganization, monitoring physical and electronic space constraints, andmaintaining detailed records necessary to achieve regulatory compliance.Through a dynamic link with GlobalScan, Interwoven WorkSite enablesenterprise-wide collaboration and access to business information.Additionally, Interwoven WorkSite is the leading software utilized in legalapplication environments, where reliability, flexibility, and accuracy are crucialfor every user and client.

FileNET’s Enterprise Content Management (ECM) Framework delivers acomprehensive set of capabilities that integrate with GlobalScan to enableorganizations to automate and streamline business processes. As such,GlobalScan and FileNET can solve today’s key record management issues byapproaching problems from a different angle – one that relies heavily onintegrated content and process management. This approach allows for easymodification and optimization of business processes, enabling companies toaddress compliance issues as new regulations come into effect.

GlobalScan’s LiveLink Framework is designed to allow users to quickly andeasily introduce important paper-based documents from the MFD into LiveLinkfor storage and management. LiveLink, from OpenText, providescomprehensive, fully integrated collaboration and knowledge management forthe global enterprise. LiveLink includes a complete set of sophisticatedservices, including access control, version control, compound documents, audittrails, work flows, etc.

The Stellent Framework to GlobalScan allows organizations to maintaingrowing volumes of information from a wide variety of sources and makes thiscontent accessible across the entire enterprise. Stellent Content Server, thecore component of the Stellent Content Management System, is the mainrepository for the storage and management of enterprise content.

Continued…


38

Optional Framework* (Document Solutions) Cont’d

This secure and scalable content repository provides Web-based manage-ment of all types of digital content. Robust conversion capabilities allow usersto contribute files to the Content Server in native formats for automaticconversion to Web-ready formats, including HTML, XML, and PDF. The twotechnologies, GlobalScan and Stellent, combine to provide a complete end-to-end document management solution.

* GlobalScan Framework provides application Developers -- Independent Software Vendors, SystemsIntegrators, Value-added Resellers (with in-house development capabilities) -- with sample code andresources needed to customize GlobalScan to meet their customers’ specific Document/ContentManagement System requirements. For more information on GlobalScan Framework, please contact yoursales representative.

Products and specifications subject to change without notice.


39

Appendix C: MFD Operation with RightFax Plug-inStep 1: Place document on ADF, then, if required, log in to GlobalScan. For details, seeSteps 1 and 2 in Multifunctional Device Operation.

Step 2: Enter Note, Fax Number, Billing Code, as follows:

1. Press Fax Document button. Display reads...

2. Press Enter Note button. Soft keyboard is displayed.

Enter Fax Number

BillingOK Cancel

Fax Recipient(s):

Remove FaxRemove FaxRemove Fax

Enter NoteFax Note:

(Manual Entry)

(Remove Recipient)

Logout

Email Document

Scan Settings

Date & Time


Job Log


Fax Document

Folder List

��

1 2 3 4 5 6 7 8 0 -



Shift Lock Shift

Space

Cancel OK

[

=


z x c v b n m , . /

\


40

3. Enter Note, e.g., “Price List.” Maximum note length is 64 alphanumeric characters.

Note: Enter characters by touching corresponding keyboard characters. To erase characters, right to left, press Backspace. To erase an entire entry,press Delete All.

To select a single upper case letter or symbol, press the Shift button. To selectmultiple upper case letters or symbols, press the Shift Lock button. Both buttonstoggle on/off.


5. Press Enter Fax Number button. Soft keyboard is displayed. Enter fax number viathe soft keyboard or the control panel’s numeric keypad, for example: 9081237654.

6. Press OK. Display reads...

7. Repeat steps 5 and 6 if you wish to enter additional fax numbers, i.e., send thedocument to multiple recipients (called broadcasting).

Enter Fax Number

BillingOK Cancel

Fax Recipient(s):


Enter NoteFax Note:

(Manual Entry)

(Remove Recipient)

Price List

9087358014

Enter Fax Number

BillingOK Cancel

Fax Recipient(s):


Enter NoteFax Note:

(Manual Entry)

(Remove Recipient)

Price List


41

8. If a billing code is required, press the Billing button. Display reads…

9. Press Billing Code 1 button. Soft keyboard is displayed.

10. Enter Billing Code via the soft keyboard or the control panel’s numeric keypad.

Note: If previous billing code appears, press Delete All button and enter correctbilling code.

11. Press OK. Display reads…

12. If required, press Billing Code 2, enter code and press OK.

OKOKOK Cancel

Address Book

Accounting

Administration

Engineering

MarketingOK Cancel

Billing Code 1

Billing Code 2

Clear

OKOKOK Cancel

Address Book

Accounting

Administration

Engineering

MarketingOK Cancel

Billing Code 1 123

Billing Code 2

Clear


42

13. Press OK. Display reads…

Note: If you wish to delete one or more fax numbers, scroll down/up (if required)to display number(s), touch (highlight) the number(s), and then touch Remove Faxbutton.

14. Press OK again. Display reads…

15. If you wish to combine one or more e-mail addresses with this fax transmission(called a mixed broadcast), press the Email Document button. For further details,refer to Step 4: Scan to Email.

Step 3: Press Start key on MFD control panel.

Enter Fax Number

BillingOK Cancel

Fax Recipient(s):


Enter NoteFax Note:

(Manual Entry)

(Remove Recipient)

Price List

9087358014

Logout

Email Document

Scan Settings

Date & Time


Job Log

Scan to Fax

Fax Document

Folder List


43

Appendix D: Frequently Asked QuestionsQ. 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 electronictransmission over your network as an attached e-mail, fax, or file.

Q. What is required to connect a multifunctional device to a GlobalScan Server?A. You need to purchase a NIB (network Interface Board), 64MB additional memory and

the GlobalScan Option.

Q. How many multifunctional devices can a single GlobalScan Server support?A. GlobalScan will support up to 100 enabled MFDs with a single GlobalScan Server

installed within your organization.

Q. Which e-mail systems will GlobalScan support?A. GlobalScan sends e-mail via Lotus Notes, Microsoft Exchange, or any SMTP/POP3-

compliant e-mail system.

Q. How does GlobalScan communicate with our mail server?A. GlobalScan uses LDAP, which enables it to access all the Global Address Books that

reside on your mail server.

Q. What is the advantage of LDAP?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, usingLDAP. This means that the GlobalScan Server does not maintain its own AddressBook, resulting in less administrative burden on the system and administrator.

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 thecost. What’s more, the document is delivered to its destination within seconds, not oneor more days.

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 pass-words and content from prying eyes.

Q. Does GlobalScan Support Windows XP?A. At the present time we have not tested GlobalScan with Windows XP.

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.


44

Q. Can I attach a subject to the e-mail?A. Yes. You can type a subject for every e-mail you send.

Q. Can I perform text searching on a scanned image?A. Yes. You can search by keyword within any document if you purchase the PDF

Image/Text Option. (See Appendix B for a description of this option, as well as others.)

Q. Can I e-mail a document to someone who is not in my global or personal e-mailaddress book?

A. Yes. This is also called “ad hoc e-mail address entry,” a feature that allows you tomanually enter any valid e-mail address from the multifunctional device’s controlpanel.

Q. Can I send a document to several people on a single scan?A. Yes. You can select any number of e-mail users from the touch-screen display of the

multifunctional device and it will be distributed to all the recipients (users/groups) youhave 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, the system screen defaults to copy mode.

If this should occur, simply press the Scanner button again and the display will berestored.

Q. Can I scan a group of originals that are of different sizes, e.g., letter- and legal-sizes?

A. Yes, from the document feeder. Scanning of mixed-size originals from the platen glassis 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 havebeen scanned. If the Batching is a frequently-used function, your GlobalScanAdministrator can set the default to “ON,” so there is no need to access the ScanSettings screen, unless you wish to turn the function “OFF.” Also note that if thescanning process has been initiated from the platen glass, subsequent scans mustalso take place from the platen glass*. This also applies if scanning has been initiatedfrom the ADF.*Note: Scanning of half-letter size paper from the platen glass is not supported.

Q. Can I search through the Global Address Book for an e-mail 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 Exchangeusers, enter the first two characters of the recipient’s first name.


45

Q. Does GlobalScan support color scanning?A. Yes. Using the a color network printer (with scanner option), documents can be

scanned in color and attached as a JPEG or color PDF file to any e-mail.

Q. Can I choose the scan resolution for my document?A. Yes. A default scan resolution (200-, 300- or 400-dpi) is set by the System

Administrator, though a user can reset the resolution via the MFD’s touch screen. Theselected resolution is applied to all scans until the user logs out or the MFD times out.

Q. Will the MFD scan double-sided documents to GlobalScan?A. Yes, GlobalScan’s Scan Settings screen enables you to not only select resolution

(200-, 300- or 400-dpi) and file format, but also original type, i.e., single-sided ordouble-sided. When scanning double-sided documents, you can also select the textorientation (top-to-top or top-to-bottom) and identify page orientation (standard or 90-degree).

Q. How do I retrieve a document that was created by the GlobalScan Server?A. The scanned document automatically appears as an attachment within your e-mail

inbox. Double-click the file name to open.

Q. Are there different ways to view a scanned document?A. Yes. Using DeskTopBinder or any application that can view the document formats TIFF,

JPEG or PDF.

Q. Does GlobalScan integrate with third-party Document/Content ManagementSystems?

A. Yes, GlobalScan Framework is available to application developers that wish tointegrate a custom workflow within GlobalScan, thus enabling users to scan paper-based documents (with unique metadata applied) to third-party Document/ContentManagement Systems, such as Documentum, Interwoven’s WorkSite, FileNET,Stellent and OpenText. For more information about GlobalScan Framework, pleasecontact your sales representative.

Q. What is a GlobalScan Framework?A. GlobalScan Framework provides application Developers (Independent Software

Vendors, Systems Integrators, Value-added Reseller (with in-house developmentcapabilities) with sample code and resources needed to customize GlobalScan to meettheir customers’ specific Document/Content Management System requirements. Formore information on GlobalScan Framework, please contact your sales representative.

Q. Does GlobalScan integrate with RightFax?A. Yes, Ricoh offers a RightFax Plug-in to GlobalScan. GlobalScan will support RightFax

Client v8.0 and v8.5; the client must be installed on the GlobalScan Server, thenGlobalScan can communicate with the RightFax Server.


46

Q. Does GlobalScan support OCR (Optical Character Recognition)?A. Yes, GlobalScan, with Ricoh’s optional OCR File Conversion Plug-in installed, will

convert hard copy document into a variety of popular file formats…

MFD Type File Format SupportMonochrome TIFF, PDF, Excel, PDFImageText, PDFText, RTFColor JPEG, PDF, Excel, PDFImageText, PDFText, RTF, TIFF*

*As a black & white image.

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 (and subdirectory) as a target to deposit scanned documents. If enabled, thisoption, for example, “Jsmith – Home,” will automatically appear when the Folder Listbutton (on the MFD’s touch screen) is pressed.

Q. What does the Scan to Me function within GlobalScan do?A. GlobalScan’s Scan to Me function adds the logon user’s e-mail address to

the e-mail recipient list, so each time he/she logs on, the scanned file issent to their e-mail inbox, as well as to any other selected addresses.


47

Appendix E: Glossary of TermsAddress Book, Global – In a mail system, a list of users with whom you communicate.

Adobe PDF - Adobe Portable Document Format (PDF) is the open de facto standard forelectronic document distribution worldwide. PDF is a universal file format that preserves allthe fonts, formatting, graphics, and color of any source document, regardless of theapplication and platform used to create it.

API (Application Program Interface) – Software that is used to translate the needs of oneapplication to the features of another.

Authentication – The process whereby the server matches the database of user names topasswords.

Check Box – A form field that can be chosen by clicking on a box.

Client – A client is a program running on a networked computer that requests services from aserver program, which is usually running on another networked computer. The clientcommunicates with the server using a protocol. Also see Protocol.

Document/Content Management System – A category of software solutions that aredesigned to make the management of content (documents, XML, images, video, audio andother file types and formats) easier. Also called Enterprise Content Management (ECM),Integrated Document Management and Enterprise Document Management (EDM).

E-mail (Electronic Mail) – A service for sending messages over a computer network.

GlobalScan Framework – GlobalScan Framework provides application Developers(Independent Software Vendors, Systems Integrators, VARs, etc.) with sample code andresources needed to customize GlobalScan to meet their customers’ specificDocument/Content Management System requirements. See Appendix B for details.

HTML (Hypertext Markup Language) – The language used to compose pages that can bedisplayed via the World Wide Web.

HTTP/HTTPS (Hypertext Transfer Protocol/Secure) – The protocol used by the World WideWeb for sending HTML pages from a server computer to a client computer.

Internet – The worldwide system of linked computer networks that facilitate the sharing ofinformation.

Internet Explorer – Microsoft’s Web Browser software for Windows and Macintosh.


48

IP Address – A computer that is directly connected to the Internet must have an IP address,a unique 32-bit binary number that precisely identifies the location of that computer on theInternet.

LDAP (Lightweight Directory Access Protocol) – A method of accessing directory informationstored on a server. It permits an LDAP-enabled client to search for and view user informationstored in an LDAP directory.

Log In – The process of identifying oneself to the network (or a specific network server) andgaining access to the network resources.

Log Out – The process of leaving the network. When you log out, the server you wereconnected to is no longer available.

Lotus Notes – A product of Lotus Development Corporation, Lotus Notes enablesmanagement of many types of information including Dominos, Internet-based e-mail, calendarof appointments, personal contacts and to-dos, as well as Web pages, News Groups andintranet applications.

MFD (Multifunctional Device) – A device that integrates two or more functions - copy, scan,print, fax, etc.

Microsoft Exchange – A client/server mail system offering integrated management ofnetworking and messaging infrastructures.

Novell – Novell is a network software company whose flagship product, Netware, is acorporate standard for building LANs (Local-area Networks).

OCR (Optical Character Recognition) – Enables hard copy documents to be converted toelectronic image files that can be edited and searched.

Plug-in – A Plug-in facilitates the distribution and management of paper-based documentsusing Ricoh hardware and software. The RightFax and OCR Plug-ins are sold andsupported by Ricoh.

Profile – A Profile defines all parameters for an MFD, such as scan settings, sessiontimeouts, lists of machines allowed to use the Profile, the number of machines allowed tobe used in the Profile, LDAP information, authentication methods, e-mail configuration,Scan to Folder configuration, and Profile-specific OCR and RightFax configuration data.

Server – A program running on a network computer that processes requests for services froma client program, which is usually running on another networked computer. Also see Client.


49

SMTP (Simple Mail Transfer Protocol) – Designed to efficiently and reliably transfer mailacross TCP/IP networks, including the Internet. SMTP defines the interaction between mailsystems to facilitate the transfer of electronic mail even when the mail systems are ondifferent types of computers or running different operating systems. SMTP is required to sendor receive mail over the Internet.

SSL (Secure Socket Layer) – Software used for communication between a Web browser andthe server. SSL encrypts mail communications so they can be read only by the intendedrecipients. SSL is a protocol that uses “certificates” to authenticate the client and server anduses a public/private key “pair” to encrypt and decrypt communications. All of the majorbrowsers are SSL enabled.

TCP (Transmission Control Protocol) – Internet networking software that controls how data isassembled and disassembled in packets. Among its tasks, TCP checks for lost packets, putsthe data into the correct order, and requests that missing or damaged packets to be resent.Computers must run TCP to communicate with Web servers.

Web Browser – A program that runs on an Internet-connected computer and provides accessto the World Wide Web. Popular Web Browsers include Microsoft Internet Explorer andNetscape Navigator.

XML – The sole data exchange format for all data transferred between the multifunctionaldevice and the GlobalScan Server.


50

Appendix F: GlobalScan MFD Error Codes

ErrorCode

MFDScreen Prompt Explanation Solution

101 Get profile failed. Please askadministrator for help.

Cannot get the profile fromserver.

Check the following:1. If the IP address of the GlobalScan

Server is entered correctly. If not, correctand reboot MFD.

2. If the IP address of the GlobalScanServer is entered correctly, then checkthat the DNS entry is correct. If not,correct and reboot MFD.

3. If the IP address of the MFD and theGlobalScan Server are in the sameSubnet. If not, correct the IP of the MFDand reboot.

4. If the Proxy setting is correct, ifapplicable. If not, correct and rebootMFD.

5. If the network connection is maintained. Ifnot, correct and reboot MFD.

6. If the IUSR and IWAM users for theGlobalScan Server match the computername of the PC. If not, create them.

102 Login failed. Try again. Incorrect user name orpassword has been entered.

Enter the correct user name and password.

103 Failed to downloadOrganization Unit. Try Again.

Cannot download OrganizationUnit from LDAP server.

Check the LDAP setting in the GlobalScanServer for the MFD.

104 Please logout first. Tried to go to another screenbefore logging out.

Press Logout button before switching.

105 Failed to download AddressBook.

Cannot download addressesfrom LDAP Server.

Check the LDAP setting in the GlobalScanServer for the MFD.

106 No email recipient. Pleaseselect email document.

Tried to send email withoutentering recipient.

Select the recipient from the Address Book,or manually enter address.

107 Invalid proxy port number.Try Again.

The proxy port number enteredis not numeric.

Enter a numeric proxy port.

108 Account name is notspecified. Please enterdomain name.

For version 1.3 firmware only,the Domain, Tree or Contextname is not entered.

Enter the required data.

109 User name is not specified.Please enter user name.

The user name is not enteredfor authentication.

Enter the user name.

110 Please input at least 2characters.

When performing email addresslook-up by name (recipient), atleast two characters arerequired to perform searchfunction.

Enter at least two characters for searching.

111 GetEmailAddr() failed. TryAgain.

MFD can’t get the required XMLfile correctly.

Press OK and perform a second time toclear. If not cleared, reboot the MFD.

112 GlobalScan Server has noresponse!

Cannot connect to theGlobalScan Server.

1. Check the GlobalScan Server IPaddress.

2. Check the network connection.3. Check the server to see if GSMon (for

version 1.3) is running or the GlobalScanJob Monitor services (for version 1.4) isrunning.

113 Failed to get file systeminformation.

The file for GlobalScan is notfound.

Reboot the MFD.

114 Hard disk is getting full.Please wait for a while. If thiserror continues to happen,please reboot.

The space allocation for filestorage is almost full.

Wait for a while, then scan document again.If this error continues to happen, rebootMFD. Note: If you power down the MFD atthis time, all documents that have not beenprocessed will be lost.

115 No valid email addressavailable.

The email address is not valid. Enter the correct format for searching.


51

ErrorCode

MFDScreen Prompt Explanation Solution

116 Too many email recipients. Too many email recipientsselected.

Limit number of e-mail recipients.

117 Invalid email address. The email address entered isnot valid.

Check the email address format. It should [email protected].

118 Invalid DNS IP. The entry is not in the IPaddress format.

Make sure the format is: xxx.xxx.xxx.xxx.

119 Invalid GlobalScan Server IP The address entered isincorrect.

Check the address entered.

120 Invalid GlobalScan Server IP.For name resolving, pleaseenter DNS IP.

The format is incorrect. Check the format.

121 Invalid Proxy IP. The address entry is not valid. Check the format.122 Invalid Proxy IP. For name

resolving, please enter DNSIP

The data entered is not valid. Check the format.

123 Machine Registration Failed.Max Number of MachinesExceeded. Please ContactAdministrator.

The max. number of MFDsregistered has been reached.Can’t connect any more.

Check the server to see if the number ofMFDs connected has reached the maximumspecified in the CD key(s).

124 No valid email address/faxnumber available.

The entered search criteriareturns no result.

Check the search criteria.

125 No folder/email recipient/faxnumber. Please select afolder or email document orfax document.

The Start button has beenpressed without selecting afolder, fax number or e-mailaddress.

Select a folder, fax number or e-mail addressbefore pressing the Start button.

126 A filename cannot containany of the followingcharacters: \\/:*?\"|.

File contains invalidcharacter(s).

Remove invalid character(s).

127 No matches found. Return no matching value forsearch.

Change the search criteria and try again.

128 Get login page failed. Pleaseask administrator for help.

Can’t get the login page. Check the server. Reboot MFD if thiscontinues to happen.

129 Required login Info empty. The login information required isnot filled in.

Enter the required information.

130 Failed to download file formatlist.

Can’t download folder list. Reboot the MFD.

131 The number of customizedfields exceeds the limit.

Only two customized fields areallowed.

Contact Technical Support.

132 Server Returns Error WithoutReason.

Unexpected error is returnedfrom 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. Tryagain.

Paper jam has occurred. Clear the paper jam and start scan again.

203 Cannot detect original size.Select scan size and resetoriginals. Scanning cancelled.

No document is in the ADF oron the platen glass for scanning.

Place a document in ADF or on platen glassand start scan.

204 Scan failed. Cannot createscan files.

Failed to create scan file. Reboot MFD. If this problem continues,contact Technical Support.

205 Scan failed. Cannot get fileinfo.

Failed to get file informationabout the scanned document.

Reboot MFD. If this problem continues,contact Technical Support.

206 Scan failed. Cannot get pageinfo.

Failed to get page informationabout the scanned document.

Reboot MFD. If this problem continues,