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eCopy ShareScan

Users Guide

Where paper is going

Our life is frittered away by detail simplify, simplify.

Henry David Thoreau

The information in this document is subject to change and does not represent a commitment on the part of eCopy, Inc. The software described in this document is furnished under a license agreement. The software may be used or copied only in accordance with the terms of the agreement. It is against the law to copy the software on any medium except as specified in the license agreement. No part of this document may be reproduced, transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or information storage and retrieval systems, or translated into any language for any purpose other than the purchasers personal use, without the written permission of eCopy, Inc.

1992 2003, eCopy, Inc. All rights reserved.

eCopy, the eCopy logo, eCopyFax, the Simplify logo, the MailRoom logo, eCopy ShareScan, eCopy ShareScan OP, eCopy ScanStation, eCopy Desktop, eCopy Quick Connect, eCopy Xpert Compression, UniDoc, SpeedFax, and SpeedPrint are trademarks of eCopy, Inc. Simplify and MailRoom are registered trademarks of eCopy, Inc. All other terms and products are trademarks or registered trademarks of their respective owners and are hereby acknowledged.

eCopy ShareScan Users Guide S i

Table of Contents

PART 1 Introduction.....................................................................................1 About this guide..................................................................................................................................... 2 Registering your copy of eCopy ShareScan........................................................................................... 2 Obtaining technical support ................................................................................................................. 3 About eCopy ShareScan......................................................................................................................... 4 Improving your productivity with ShareScan ...................................................................................... 5

Faxing large documents quickly and easily ...................................................................................... 5 Sending paper documents via e-mail................................................................................................ 5 Using your scanner as a high speed copier ....................................................................................... 6 Archiving paper documents .............................................................................................................. 6 Processing and storing different documents automatically............................................................ 7

PART 2 Using ShareScan..............................................................................8 Starting ShareScan................................................................................................................................. 9 Changing the scanner settings ............................................................................................................ 10 Selecting file format, searchable text and optional encryption......................................................... 11 Entering tracking information............................................................................................................ 14 Encrypting the scanned document ..................................................................................................... 15 Faxing a document from ShareScan ................................................................................................... 16

Using Microsoft Exchange-based fax applications ........................................................................ 18 Using Lotus Notes-based fax applications ..................................................................................... 22 Fax via SMTP ................................................................................................................................... 25 Using Omtool Fax Sr. or Genifax Filescan...................................................................................... 28 Using RightFax API ......................................................................................................................... 29 Using other fax applications ........................................................................................................... 30

E-mailing a document from ShareScan............................................................................................... 31 Using Microsoft Outlook/Exchange ............................................................................................... 33 Using Lotus Notes ........................................................................................................................... 37 Using LDAP/SMTP mail .................................................................................................................. 42 Using other MAPI-compliant applications..................................................................................... 46

Sending a document to the desktop ................................................................................................... 47 Scanning and printing a document..................................................................................................... 51 Using ShareScans image processing functions .................................................................................. 54 Closing ShareScan................................................................................................................................ 57

ii S eCopy ShareScan Users Guide

PART 3 Using eCopy Quick Connect......................................................... 59 Saving scanned documents using eCopy Quick Connect ...................................................................60 Saving a document using Quick Connect............................................................................................61

Scanning with batching off .............................................................................................................61 Scanning with batching on..............................................................................................................64

Index ............................................................................................................ 67

eCopy ShareScan Users Guide S 1

PART 1 Introduction Contents

About this guide2 Registering your copy of eCopy ShareScan2 Obtaining technical support3 About eCopy ShareScan4 Improving your productivity with ShareScan5

Faxing large documents quickly and easily5 Sending paper documents via e-mail5 Using your scanner as a high speed copier6 Archiving paper documents6 Processing and storing different documents automatically7

Part 1 Introduction

2 S eCopy ShareScan Users Guide

About this guide This guide describes how to use eCopy ShareScan. It contains the following sections:

Part 1 provides an overview of ShareScan and describes ways you can use ShareScan to improve efficiency and productivity in the workplace.

Part 2 describes how to fax, e-mail, and print scanned images from ShareScan, or deliver them to your desktop for further processing with eCopy Desktop.

Part 3 describes eCopy Quick Connect, which, depending on your configuration, lets you create custom scan to file buttons and scan documents to a preconfigured common location, such as an FTP site or a departmental inbox.

Registering your copy of eCopy ShareScan You must register your software in order to receive technical support. To do this, visit the eCopy web site (www.ecopy.com) and click Support > Product Registration.

Alternatively, if your software includes an eCopy Standard Support Registration Form, complete the form and return it to eCopy.

Obtaining technical support

- eCopy ShareScan Users Guide v8.0 S 3

Obtaining technical support Technical support is available to registered users from eCopy during the warranty period or for the duration of your software support and maintenance agreement (contact your supplier for details).

When calling eCopy Technical Support, please be at your computer with your system powered on and be prepared to provide the technical support representative with the following information:

What to have What it is

eCopy serial number This number is used for eCopy ScanStations, eCopy ShareScan, and eCopy Desktop. It should be 10 alpha-numeric digits long, beginning with D (this should not be confused with the Microsoft licensing label or the HP PC serial number). The serial number is printed on stickers located in the following areas: on the eCopy ScanStation PC, on the shipping box, on the inside packaging box, and on the first page of the user manuals.

eCopy software version The version and release of the eCopy software currently being used. You can find the version and release number of your installed eCopy software in the About selection in the application Help menu.

Operating System The operating system version that the eCopy software is running on along with any network information that can be provided.

3rd Party Products A list of 3rd party applications that are used in conjunction with eCopy products, such as Microsoft Exchange/Outlook, Lotus Notes, Captaris RightFax, iManage, Domino.Doc, etc.

Problem Description A detailed description of the problem, steps to reproduce it and exact wording of any error messages.

Contact Information Dealer contact information as well as your contact information for follow up including name, e-mail address, and telephone number.

US/North America:

Technical Support hours are Monday through Friday, 8:30AM to 5:30PM EST.

E-mail Support: [email protected]

Phone Support: +1 (603) 881-4450

Outside North America:

Please contact your local dealer or National Sales Organization.

Part 1 Introduction


About eCopy ShareScan ShareScan enables you to scan documents using a digital copier, multifunction device, or high-speed scanner. You can then fax or e-mail the documents using your existing fax or e-mail application, print the documents, or deliver the scanned images to your desktop for additional processing using eCopy Desktop. ShareScan runs on a dedicated PC connected to digital copiers, popular high-speed scanners, and multifunction devices, creating a workgroup eCopy ScanStation.

Send a document to a shared location

Send a document by e-mail

Send a document to your Inbox

Fax a document using your network fax

Copy a document to your printer

ShareScan works with your existing applications, including word processors, fax, and e-mail, broadening their capability to include paper documents.

ShareScan can save time and increase the productivity of anyone who handles paper documents. The next section provides you with a few examples of tasks you can accomplish with ShareScan. Examples include:

> Faxing large documents quickly and easily

> Sending paper documents via the internet

> Using your scanner as a high speed copier

> Archiving paper documents

Please note that there are laws that govern what you can and cannot scan legally. Contact the Copyright Office, Library of Congress, Washington, D.C. 20559 for information.

Improving your productivity with ShareScan


Improving your productivity with ShareScan Faxing large documents quickly and easily

You have a 40 page specification that you need to fax to a potential client. You could use your regular fax machine, but that could take a while. Is there a faster way?

When used in conjunction with a network fax application, ShareScan enables your scanner to function as a high-speed fax machine. Instead of slowly feeding pages into your fax machine, you can quickly scan the entire document at your scanners maximum speed and then fax the scanned document using your network fax application. Not only have you saved yourself a long wait at the fax machine, but you can also take advantage of delayed send and other capabilities your fax application offers.

To learn how to use ShareScan to send a fax, see Faxing a document from ShareScan on page 16.

Sending paper documents via e-mail You find an important investigative report in a small trade newsletter that contains some unusual financial information about a competitor. You could use a conventional photocopier and distribute copies to your colleagues in other offices, but maybe theres an alternative?

When used in conjunction with an e-mail application, ShareScan converts your scanner into an electronic copy and distribution machine. Instead of making multiple paper copies, you can scan the article and e-mail it to your colleagues locally or via the Internet. Why use FedEx or other overnight couriers when you can send it instantly and at no charge over the Internet?

To learn how to use ShareScan to e-mail a document, see E-mailing a document from ShareScan on page 31.

Part 1 Introduction


Using your scanner as a high speed copier Youd like to print a dozen copies of an 8-page document, but the high speed copier is in another department. Perhaps ShareScan could provide some basic copy capability?

You can use ShareScan as a high-speed copier. Simply place the document in the scanners document feed, press the Printer button, and then print as many copies as you need.

To learn how to use ShareScan to copy documents, see Scanning and printing a document on page 51.

Archiving paper documents You have a large stack of important paper documents you need to archive. You recognize the vulnerability and space requirements of paper-based information so youd like to archive them electronically. How can you do that?

You can use ShareScan to scan the documents and send them electronically to your desktop. You can then use eCopy Desktop to go through the documents and file them using the eCopy file management capability. If you need to add any special annotations, you can do so using eCopy Desktops markup tools. Not only do you save on the space required to store paper documents, but you can also ensure their safety by including them in your standard backup routine.

To learn how to use ShareScan to scan and send documents to your desktop, see Sending a document to the desktop on page 47.

Improving your productivity with ShareScan


Processing and storing different documents automatically You receive many standard order forms every day. Youd like to be able to scan them in and have them go to the right place on the network while decreasing the amount of time that someone needs to spend at the scanner. How can you do this?

You can use eCopy Quick Connect to create ShareScan buttons with custom attributes. You can set up an Orders button so that all an operator needs to do is press that button to scan a stack of orders, which are then placed in a predetermined Sales folder on your network with a unique name and a date and time stamp. You can even have the operator label certain file types with a specific title, such as Urgent, so that your back-end application can grab those files out of the sales folder. Or you can customize Quick Connect to send 3 page forms to one folder and 2 page forms to another. The ways you can customize Quick Connect are virtually unlimited.

To learn more about saving documents using Quick Connect on the ScanStation, please refer to Saving a document using Quick Connect on page 59.


PART 2 Using ShareScan Contents

Starting ShareScan9 Changing the scanner settings10 Selecting file format, searchable text and optional encryption11 Entering tracking information14 Encrypting the scanned document15 Faxing a document from ShareScan16

Using Microsoft Exchange-based fax applications18 Using Lotus Notes-based fax applications22 Fax via SMTP25 Using Omtool Fax Sr. or Genifax Filescan28 Using RightFax API29 Using other fax applications30

E-mailing a document from ShareScan31 Using Microsoft Outlook/Exchange33 Using Lotus Notes37 Using LDAP/SMTP mail42 Using other MAPI-compliant applications46

Sending a document to the desktop47 Scanning and printing a document51 Using ShareScans image processing functions54 Closing ShareScan57

Starting ShareScan


Starting ShareScan Note: Make sure Microsoft Outlook is not running when you start ShareScan.

To start ShareScan:

> On the Start menu, click Programs, click eCopy Applications, and then click ShareScan.

When ShareScan starts, the main ShareScan window displays:

Note: Depending on the components your administrator installed, certain options may not be available on the system you are using.

Part 2 Using ShareScan


Changing the scanner settings The main ShareScan window displays the current scanner settings for paper size, resolution, brightness, type, and mode. If necessary, you can change these settings. The new settings remain in effect while scanning is in progress but return to their default values after 60 seconds of inactivity at the ShareScan PC.

Lets you choose the color depth of the scan, if applicable, or black and white. If color, you can choose 24-bit color or 8-bit grayscale. *

Lets you set the paper size.

Lets you set the scan resolution the higher the resolution, the more detailed the scanned image but the larger the file size.

Lets you adjust the brightness if auto is enabled, you can select manual and make adjustments if the scanned image is too light or too dark.

Lets you specify single- or double-sided scanning, if your scanner supports this option.

Displays the additional scanner settings buttons described below:

Lets you mirror, invert, or deskew the image, select the scaling size, choose the paper orientation of the scan, and select the output page size.

Lets you specify the scanner mode select Picture mode for improved grayscale scanning.

Displays additional scanner settings. This window is provided by your scanner interface.

Provides copyright and version information. You can also check the number of pages scanned or close ShareScan.

Returns to the previous control panel.

*Note: Be sure to change the color depth to reflect the document youre scanning. If youre scanning in black and white, be sure to change the color depth to black and white, otherwise performance will be slower.

Selecting file format, searchable text and optional encryption


Selecting file format, searchable text and optional encryption If your administrator has enabled file selection, you can select the file format from the Scan Preview window. The selected file format remains in effect until the scanner settings return to their default values after 60 seconds of inactivity or ShareScan is restarted.

To select the file format:

1 In the ShareScan Preview window, press the Format button.

The File Format window displays.

2 Press the File Format field and choose the file type you want

to use.

Note: Make sure you select a format that is appropriate for the scan function you plan to use.

3 Press OK.

For information about controlling other scanner settings, see Changing the scanner settings on page 10.



Using optional encryption

If you need to send a secure document, use document encryption. Encryption prevents unauthorized access to the document, meaning that only people with the password are able to decipher the text.

If your administrator has enabled optional encryption, you can enable document encryption from the Scan Preview window. When enabled in this way, encryption remains in effect until the scanner settings return to their default values after 60 seconds of inactivity or ShareScan is restarted.

To enable optional encryption:

1 In the ShareScan Preview window, press the Format button.

The File Format window displays.

2 Press the button to enable encryption. Then press OK. You will be prompted for the encryption password when the scan is complete.

Selecting file format, searchable text and optional encryption


Using optional Create Searchable Text

When Creating Searchable Text is enabled, ShareScan uses its built-in OCR engine to create a text version of the scanned document. The text is then embedded in the CPY or PDF file header. This permits full-text searching from supported document management systems. If you use this option with eCopy (CPY) files, the recipient must have eCopy Desktop v7.0 or higher.

If your administrator has enabled optional searchable text, the Create Searchable Text checkbox appears on the Format screen. This gives you the option of creating searchable text for specific scanning jobs. If you enable it, you still have the option of canceling the action at any time during the process.

If searchable text is disabled or required, this checkbox does not appear on the Format screen.

To enable optional searchable text:

1 From the ShareScan Preview window, press Format. The File Format window displays.

2 Press the Create Searchable Text checkbox. Searchable text is created for your scan job.

3 To cancel searchable text while its being created, click Cancel on the searchable text bar.



Entering tracking information If your ShareScan administrator has enabled activity tracking, you may be prompted to enter one or more tracking fields before the scan begins.

This information is stored in a log file that your administrator can use for billing or tracking purposes.

To enter tracking information:

1 For each field, do one of the following:

> Press the Browse () button and enter the required information using the touch screen keypad.

> Press the down-arrow and select from the list of previously entered items (may not be available in all cases).

2 When you have completed all of the required fields, press Scan to continue with the remaining document delivery options.

Encrypting the scanned document


Encrypting the scanned document If your ShareScan administrator has enabled document security, you may be prompted to enter an encryption password when the scan is complete.

This password encrypts the scanned image file before it is sent across the network. You must give this password to the recipient so they can open the file. Encryption is only available when the document is delivered as an eCopy (CPY) or PDF file it is not supported with TIFF or JPG.

Note: There is no password prompt when using the Scan to Printer and Scan to Fax functions.

To enter an encryption password:

1 When prompted, enter a password of at least one character.

2 Press OK.

3 Re-enter the password to confirm and press OK again.

Important! You must give this password to the recipient or they will be unable to open the document. Also, you must have Microsoft strong encryption installed in order to open an encrypted document. Strong encryption is included with Internet Explorer 5.01 SP1, Internet Explorer 5.5 and higher, Windows NT SP4 and higher, Windows 2000 SP2, and Windows XP.



Faxing a document from ShareScan To fax a document from ShareScan:

1 Place the document on your scanner and adjust the scanner settings using the buttons along the bottom of the Main Window, if necessary. See page 10 for more information about scanner settings.

2 In the main ShareScan window, press the Scan and Fax button. The document scans and displays in the preview window:

3 Use the right and left arrow buttons to review the scanned

document.

Note: If the scanned image is too light or too dark, or if you need to make any other changes to the scanner settings, press Settings and adjust the scanner settings as described on page 10. These changes affect scanned pages using Scan More.

4 To delete any unwanted pages, display the page you want to delete and press Delete.

Faxing a document from ShareScan


5 To add additional pages, place the pages on your scanner and press Scan More.

6 When you are ready to fax the document, press Send Fax. Youre then prompted to enter certain information, depending on the application you are using and the way your administrator configured ShareScan. For more information, see the sections that follow. They describe the various steps that ShareScan may be configured to use depending on your applications.



Using Microsoft Exchange-based fax applications If youre using a fax server that uses Microsoft Exchange, your ShareScan administrator can configure ShareScan to send faxes from your personal Exchange account using the ShareScan fax interface. ShareScan begins by prompting you to enter your name:

To send a fax using a Microsoft Exchange-based application:

1 Begin entering your name. As you type, the From field displays the first matching entry in the Global Address List:

Note: You can also press the down-arrow in the From field and select your name from the drop-down list.



2 When your name displays, press OK. ShareScan prompts you to enter the recipient information:

3 Enter the recipients fax number and then enter the persons

first name and last name. If youre using a touch screen, press in one of the name fields and then press Keyboard to enter the name using the keypad:

4 When you have entered the recipient information, press OK:



5 If you want to change the Subject line or enter a cover note, you can do so. If youre using a touch screen, press the appropriate Browse () button and enter the information using the keypad that displays.

6 When the message is complete, press Send. ShareScan prompts you to log on to Exchange:

7 Enter your password and then press OK. If you are using a

touch screen, press Keyboard and enter your password through the keypad. When your password has been verified, ShareScan sends the fax and a copy is delivered to your Sent Items folder. Then ShareScan asks if you want to send another document from the same account:

> If you press Yes, the Scan Preview window displays. Press

Scan More to scan in the next document and then press Send Fax. This time you can send the message without having to log on again.

> If you press No, you are logged off and the main ShareScan window displays.



Using Lotus Notes-based fax applications If you are using a fax server that is running a Lotus Notes mail gateway, your ShareScan administrator can configure ShareScan to send faxes from your personal Notes account using the ShareScan fax interface. ShareScan begins by prompting you to enter your name:

To send a fax using a Lotus Notes-based application:

1 Begin entering your name. As you type, the From field displays the first matching entry in the Global Address List:


2 When your name displays, press OK. ShareScan prompts you to enter the recipient information:



3 Enter the recipients fax number and then enter the persons

first name and last name. If you are using a touch screen, press in one of the name fields and then press Keyboard to enter the name using the keypad:

4 When you have entered the recipient information, press OK:

5 If you want to change the Subject line or enter a cover note,

you can do so. If you are using a touch screen, press the appropriate Browse () button and enter the information using the keypad that displays.



6 When the message is complete, press Send. ShareScan prompts you to authenticate to the Domino server.

7 Enter your Notes password and press OK.

8 Confirm your login information and press Send.

When your password has been verified, ShareScan sends the fax and a copy is delivered to your inbox folder. Then ShareScan asks if you want to send another document from the same account:

> If you press Yes, the Scan Preview window displays. Press

Scan More to scan in the next document and then press Send Fax. This time you can send the message without having to log on again.




Fax via SMTP When you use Fax via SMTP, faxes are sent to your SMTP mail server, which then forwards them over the Internet.

To send a fax using Fax via SMTP:

1 If your administrator has configured ShareScan to send faxes from your personal account, ShareScan prompts you to enter your e-mail address. Enter your address and press OK.

2 Enter the recipients fax number and then enter the

recipients first name and last name. If youre using a touchscreen, press Keyboard and type the names in the appropriate fields.

3 Press OK. The eCopy Mail interface for Fax via SMTP

appears.



4 Change the subject line if necessary. If you are using a touch

screen, press the Browse () button beside the Subject field and enter the information using the on-screen keypad.

5 When the message is complete, press Send. If youre sending from a personal account, ShareScan prompts you to log on to your network:

Enter your network user name if the one displayed is not correct. Then enter your password and press OK. If youre using a touch screen, select a field and then press Keyboard to use the on-screen keypad. When your password has been verified, ShareScan sends the fax.



6 If you are sending from a personal account, ShareScan asks if you want to send another document from the same account:

> If you press Yes, the Scan Preview window display. Press

Scan More to scan in the next document and then press Send Fax.

> If you press No, the main ShareScan window displays.



Using Omtool Fax Sr. or Genifax Filescan If you are using Omtool Fax Sr. or Genifax Filescan, ShareScan displays the eCopy fax interface for Omtool:

To send a fax using Omtool Fax Sr. or Genifax Filescan:

1 Press the down-arrow in the From field:

> If you are already listed, select your name.

> If you are not listed, press the From field and enter your name. You can press the Keyboard button to use the touch panel keyboard.

2 Check the Recipient list:

> If the recipient is listed, select the recipients name and then verify the fax number.

> If the recipient is not listed, press the Recipient field and enter the recipients name. You can press the Keyboard button to use the touch panel keyboard. Then enter the recipients fax number using the numeric keypad.

3 When all of the information is correct, press Send.



Using RightFax API If you are using RightFax API, ShareScan displays the eCopy fax interface for RightFax:

The eCopy fax interface is designed specifically for easy use with a touch screen panel, but also works well with a keyboard and mouse.

Note: For an updated list of compatible fax applications, contact eCopy Technical Support.

To send a fax using RightFax API:

1 Press the down-arrow beside the From field and select your name from the list. When you select your name, your phone book displays in the box below.

2 Do one of the following:

> Select the recipient from the list.

or

> Enter an unlisted recipients fax number by typing directly into the Fax # field or by keying in the digits using the keypad.

3 Press Send.



Using other fax applications If you are using a print driver fax interface, your applications Send window displays:

Enter the recipient information and specify any send options, and then send the fax. For more information, refer to your fax applications documentation.

This interface requires an external keyboard and cannot be used with a touch panel interface, such as the one on the eCopy ScanStation.



E-mailing a document from ShareScan You can mail your scanned document to one or several recipients. You can edit the subject line of your emails before you send them. If you dont, it contains the following information:

> the title of Scanned document

> the number of pages

> the size of the document

> the date of the scan

> the time of the scan

The subject line looks like this in the recipients inbox:

To mail a document from ShareScan:

1 Place the document on your scanner and adjust the scanner settings using the buttons along the bottom of the Main Window, if necessary. These settings are described in detail on page 10.

2 In the main ShareScan window, press the Scan and Mail button. The document displays in the preview window:

3 Use the right and left arrow buttons to review the document.

E-mailing a document from ShareScan


Note: If the scanned image is too light or too dark, or if you need to make any other changes to the scanner settings, press Settings and adjust the scanner settings as described on page 10. These changes are reflected in Scan More functions.

4 To delete any unwanted pages, display the page you want to delete and press Delete. To add additional pages, place the pages on your scanner and press Scan More.

5 When youre ready to send the document, press Send Mail.

6 If prompted, use the keypad to modify the default file name:

7 Youre then prompted to enter certain information

depending the mail application and the way your administrator has configured ShareScan. For more information, see the sections that follow.



Using Microsoft Outlook/Exchange If you are using Outlook/Exchange and your administrator has configured ShareScan to send mail from your personal Exchange account, ShareScan prompts you to enter your name:

To send mail using Microsoft Outlook/Exchange:

1 Begin entering your name. As you type, the From field displays the first matching entry in the Global and/or Local Address List:

You can also press the down-arrow in the From field and select your name from the drop-down list. Names from the Global Address list are black, and ones from the Local Address List are blue.

The .com button is customizable. If your administrator has configured additional selections, an arrow displays. Press the down-arrow to see additional options.



2 When your name displays, press OK. ShareScan prompts you to enter the first recipient name:

3 Begin entering the recipients name. As you type, ShareScan

automatically displays the first matching entry in the address list. If the person is not in the list, type the recipients Internet mail address.

4 If youre sending to more than one person, press the Press to select more recipients button.

5 Click Add to add the person to the recipient list. Type the

name of the next recipient and click Add. Repeat for any additional recipients. To view the recipient list, press the Show List button.



Note: You can delete entries from the list by selecting them and pressing Delete.

6 When you have entered the recipients, press OK.

7 If you want to change the Subject line or enter a note, press

the Browse () button beside the field and enter the information using the keypad that displays. To add more recipients, press the Browse button beside the To field.



8 When the message is complete, press Send. If your administrator configured ShareScan to send from your personal account, ShareScan prompts you to log on to Exchange:

9 Enter your password and then press OK. If youre using a

touch screen, press Keyboard and enter your password through the keypad. When your password has been verified, ShareScan sends the mail message and a copy is delivered to your Sent Items folder. Then ShareScan asks if you want to send another file from the same account:

> If you press Yes, the Preview window displays. Press Scan

More to scan in the next document and then press Send Mail. This time you can send the message without having to log on again.




Using Lotus Notes If you are using Lotus Notes and your administrator has configured ShareScan to send mail from your personal Notes account, ShareScan prompts you to enter your name:

To send mail from ShareScan:

1 Begin entering your name. As you type, the From field displays the first matching entry in the global address list:




2 When your name displays, press OK. ShareScan prompts you to enter the first recipient name:

3 Begin entering the recipients name. As you type, ShareScan

automatically displays the first matching entry in the Global Address List. If the person is not in the list, type the recipients Internet mail address.

4 If youre sending to more than one person, press the Press to select more recipients button.

Click Add to add the person to the recipient list. Type the name of the next recipient and click Add. Repeat for any additional recipients. To view the recipient list, press the Show List button.



5 When you have entered the recipients, press OK.

6 If you want to change the Subject line or enter a note, press

the appropriate Browse () button and enter the information using the keypad that displays.



7 When the message is complete, press Send. ShareScan prompts you to log on to the Notes server:

8 Enter your Notes password and press OK.

9 Confirm your login information and press Send.

When your password has been verified, ShareScan sends the mail message and a copy is delivered to your inbox. Then ShareScan asks if you want to send another file from the same account.



Using LDAP/SMTP mail When you use LDAP/SMTP mail, messages are sent to your SMTP mail server, which then forwards them over the Internet to the recipient.

To send mail from ShareScan:

1 If your administrator has configured ShareScan to authenticate, ShareScan prompts you to identify yourself:

> If you are using the public (LDAP) address book, begin

entering your name. As you type, the From field displays the first matching entry from your LDAP server.

Note: If your administrator has configured ShareScan to Search on Enter key, you can press the Enter key to initiate the search for names.

> If you are using the local (ShareScan) address book, begin entering your e-mail address. As you type, the From field displays the first matching entry from the ShareScan address book. If your name is not listed, enter your full e-mail address and it will be added to the address book.

When your name or address displays, press OK.



2 Enter the e-mail recipient:

Begin entering the recipients name (if using the public address book) or e-mail address (if using the local address book). As you type, ShareScan automatically displays the first matching entry in the selected address book.

Note: If your administrator has configured ShareScan to Search on Enter key, you can press the Enter key to initiate the search for names.

If the person is not listed, type the recipients Internet mail address. Then press OK.

Note: The .com button is customizable. If your administrator has configured additional selections, an arrow displays. Press the down-arrow to see additional options.

3 To send to more than one recipient, press the Press to select more recipients button. The following screen displays:



4 Click Add. Enter the name of the next recipient and click Add again. Then repeat for any additional recipients. To preview the recipient list, click Show Recipients. When you have finished, press Close.

Note: You can delete entries from the Show Recipients list by selecting them and pressing Delete.

5 When youve added all the recipients, press OK. The eCopy Mail interface for LDAP/SMTP displays.

6 Change the subject line and note, if desired:

Press the appropriate Browse () button beside the field you want to change and enter the information using the keypad. When the message is complete, press Send.

7 If your administrator has configured ShareScan to use authentication, youre prompted to validate your identity:

Verify that your user name is correct. If necessary, enter the correct user name (this field can be locked by the administrator). Then enter your network password by pressing Keyboard and typing your password. Press Send.



Note: When authentication is on, you can still enter any name in the From field. If the authenticated user ID does not match the name in the From field, the recipient is notified in the email message that the From field does not match the sender information. If authentication is off, then the mail is sent from a generic email address.

When your password has been verified, ShareScan sends the mail message. Then ShareScan asks if you want to send another file from the same account:






Using other MAPI-compliant applications If you are using a MAPI-compliant mail application, your applications Send window displays:

Enter the recipient, subject, and the text of the message. Then send the message. For more information, refer to your mail applications documentation.

This interface requires an external keyboard and cannot be used with a touch panel interface like the one on the eCopy ScanStation.



Sending a document to the desktop This function allows you to send a scanned document to a users desktop. Documents are sent first to a network repository for temporary storage. From here documents can be accessed using eCopy Desktop or Canon imageWARE. For information about retrieving your documents using eCopy Desktop, see the eCopy Desktop Online Help.

Note: The administrator can configure ShareScan to deliver eCopy (CPY), JPG (single page only), TIFF, or PDF files to Scan Inboxes.

ShareScan supports the following Scan to Desktop functions:

> Send to your own inbox (with optional password authentication)

> Send to another users inbox

> Send to multiple inboxes

Depending on how your administrator has configured the Scan to Desktop function, you may not be able to perform all of these functions.

To send a document to the desktop:

1 Place the document on your scanner.

2 In the main ShareScan window, press the Scan to Desktop button. The preview window displays:


document.


Sending a document to the desktop




6 To change the file format of the document, click Format. Your options depend on the way your administrator configured ShareScan. Select the format and click OK.

7 To adjust the settings, click Settings and make the necessary modifications. For further information about the settings, refer to Changing the scanner settings on page 10.

8 When the document is complete, press Send to Desktop.

9 If prompted, enter a name for the scanned document file and press OK.

10 Select the storage location for the scanned document:

> If your administrator has configured ShareScan for a single inbox, the following screen displays:

Begin entering your name. As you type, ShareScan displays the first matching entry in the ShareScan user list. When your name displays, press OK.



> If your administrator has configured ShareScan for multiple inboxes, the following screen displays:

Begin entering your name. As you type, ShareScan displays the first matching entry in the ShareScan user list. When your name displays, press the Press to select more Inboxes button. Then repeat for any additional recipients. When you have finished, press OK.

11 Depending on how your administrator has configured ShareScan, you may be prompted to confirm the inboxes:

If so, verify that the inboxes are correct and press Yes.

Sending a document to the desktop


12 Depending on how your administrator has configured ShareScan, you may be prompted for your network password:

If so, enter your password and press Send.

You can now use eCopy Desktop to retrieve the document from your Scan Inbox. This is described in the eCopy Desktop Online Help in the topic Scan Inbox.



Scanning and printing a document To print a document from ShareScan:

1 Place the document on your scanner.

2 In the main ShareScan window, press the Scan to Printer button. The document scans and displays in the preview window.


document.




Scanning and printing a document


6 When you are ready to print the document, press Send to Printer. You are prompted to specify various print options:

7 If your administrator has configured more than one printer for use

with ShareScan, select the printer you want from the Printer field.



8 Select the print options you want and then press Print:

Copies Specify the number of copies you would like to print:

> Press the buttons to increment or decrement the count by one.

> Press the buttons to increment or decrement the count by five.

Sizing options Actual Size: The image is printed at its original size, regardless of whether it will all fit in the printable area (as indicated by the dotted lines in the print preview).

Best Fit: The image is reduced to fit the printable area. Enlarge: Allows you to print an enlarged copy of a selected area. Use the scroll bar to select the magnification level (100% 1600%). Then move the bounding rectangle to select the area to print.

Reduce: Allows you to reduce the size of the image. Use the scroll bar to select the reduction level (10% 100%).

Layout options Select the number of page images to print per sheet of paper. The sizing is automatically set to Best Fit when 2-up, 4-up, or 6-up is selected.

Single/double sided

Single Sided: Prints multi-page output on one side of the paper only.

Double Sided: Prints multi-page output on both sides of the paper (requires a printer that supports double-sided printing).

Using ShareScans image processing functions


Using ShareScans image processing functions ShareScan supports the following image processing functions:

> Mirror flips the image on the vertical axis to create a mirror image:

Original image Mirrored image

> Invert creates a negative of the original image white becomes black and black becomes white. This is useful for blueprints and microfilm:

Original image Mirrored image



> Deskew straightens a skewed image. Deskew can correct a skew of up to 20%:

Original image Deskewed image

You can select the default image processing settings in the Scanner Preferences section of the ShareScan Administration window:

Using ShareScans image processing functions


Users can temporarily select an image processing option from the main ShareScan window by choosing Settings Advanced and then Output Page Options:



Closing ShareScan To close ShareScan, use any one of the following key combinations:

> CTRL-C > ALT-X

> ALT-F4 > ESC

You can also close ShareScan by choosing Advanced and then eCopy ShareScan Exit on the main ShareScan window.

If your administrator has password-protected the ShareScan application, you must enter the correct password in order to close ShareScan.


PART 3 Using eCopy Quick Connect Contents

Saving scanned documents using eCopy Quick Connect60 Saving a document using Quick Connect61

Scanning with batching off61 Scanning with batching on64

Part 3 Using eCopy Quick Connect


Saving scanned documents using eCopy Quick Connect eCopy Quick Connect lets you deliver scanned documents to a preconfigured network folder or FTP location. You can configure several buttons in the main ShareScan window, each with a unique Quick Connect profile. You can add a custom icon and label to each button to make function selection easy, as shown below.

Note: The maximum number of buttons the main ShareScan window can accommodate is six. This includes those for any standard scanning functions you have configured (Scan to Desktop, Scan to Mail, etc.).

You can set up an automatic naming system so that each scanned image file is named uniquely according to whatever naming convention is most appropriate for the application. You can include date or time stamps, predefined strings, user-defined strings, numeric sequences, etc.

Quick Connect also includes an optional batching capability that lets you separate a stack of hardcopy documents into several files, each containing a fixed number of pages.

Example: A mortgage company processes large numbers of standard mortgage applications. Each application is five pages long. You can configure a Quick Connect profile to scan a large batch of incoming applications and create a new file every five pages.

Saving a document using Quick Connect


Saving a document using Quick Connect Quick Connect allows you to send scanned documents to a designated storage location. The ShareScan administrator can configure Quick Connect with batching off or on:

> With batching off, all scanned pages are saved to a single file. For example, if you scan 30 pages, ShareScan creates a single 30-page file. Details are provided below.

> With batching on, scanned pages are saved as multiple files, each containing a fixed number of pages. For example, if you scan 30 pages with the batch size set to five, ShareScan creates six 5-page files. Batching is typically used for scanning large numbers of fixed-size forms.

Scanning with batching off Note: If the ShareScan administrator has enabled activity tracking, you may be prompted to enter one or more tracking fields during the scanning process.

To save a document using Quick Connect with batching off:

1 Place the document in the scanners document feeder and enable the scanning function.



2 In the main ShareScan window, press a Quick Connect button. The preview window displays.


document.





6 When the document is complete, press Send.

7 If prompted, enter the required file name information, for example:

To fill in a field, click Browse [] and use the touch screen keyboard. When you have completed all required fields, press OK.

Note: The File Naming window only displays if the ShareScan administrator has configured File Naming fields that require user input. If you have questions about these fields, please ask your administrator.

8 If prompted, select the destination location and then press OK.

Note: The Destination window is only displayed if the ShareScan administrator has configured multiple destinations for this profile.



9 If prompted, enter your network user name and password.

To fill in a field, click in the field and then press the Keyboard button to use the touch screen keyboard. When you have entered your user name and password, press OK.

Scanning with batching on Note: If the ShareScan administrator has enabled activity tracking, you may be prompted to enter one or more tracking fields during the scanning process.

To save multiple documents using Quick Connect with batching on:

1 Make sure all the documents you are scanning contain the correct number of pages.

2 Place the documents in the scanners document feeder and enable the scanning function if necessary.



3 In the main ShareScan window, press the Quick Connect button that corresponds to the type of document you are scanning.

4 If prompted, enter the required file name information, for example:

To fill in a field, click the ellipsis [] and use the touch screen keyboard. When you have completed all required fields, press Store.

Note: The File Naming window only displays if the ShareScan administrator has configured name-related fields that require user input. If you have questions about these fields, please ask your administrator.

5 If multiple destinations are available for the selected profile, the Destination window displays.

Press the down-arrow and select the destination location. Then press Store.



6 If prompted, enter your network user name and password.

To fill in a field, click in the field and then press the Keyboard button to use the touch screen keyboard. When you have entered your user name and password, press OK.

7 Next, the Scan Preview window displays.

Note: Only the pages in the final batch are available for review.

To scan additional pages, place the pages on your scanner and press Scan More.

To send the final batch, press Send.


Index

A

activity logging entering tracking information, 14, 59, 62

C

closing ShareScan, 56

D

deskew function, 54

E

eCopy fax interface, 18

eCopy mail interface, 32, 36 eCopy ShareScan. See ShareScan

e-mailing. See Scan and Mail

encryption about, 15 entering the encryption password, 15 optional, 12

F

Fax via Lotus Notes using, 21

Fax via Microsoft Exchange using, 18

faxing a document. See Scan and Fax

file format selecting, 11

I

image processing functions, 53

invert function, 53

L

LDAP/SMTP mailing from, 41

Lotus notes faxing from ShareScan using, 21

Lotus Notes mailing from ShareScan using, 36

M

mailing a document. See Scan and Mail MAPI-compliant applications

mailing from, 45

Microsoft Exchange faxing from ShareScan using, 18 mailing from ShareScan using, 32

Microsoft Outlook faxing from ShareScan using, 18 mailing from ShareScan using, 32

mirror function, 53

O

Omtool Fax Sr. or Genifax sending a fax using, 27

optional encryption, 12

output page options, 53


P

printing a document, 50

Q

Quick Connect saving a document, 58, 59

S

saving a document, 58 Scan and Fax

faxing a document, 16 using a print driver fax interface, 29 using Fax via SMTP, 24 using Lotus Notes, 21 using Microsoft Exchange, 18 using Microsoft Outlook, 18 using Omtool Fax Sr. or Genifax, 27 using RightFax API, 28

Scan and Mail mailing a document, 30 using LDAP/SMTP mail, 41 using Lotus Notes, 36 using MAPI-compliant applications, 45

using Microsoft Exchange, 32 using Microsoft Outlook, 32

Scan to Desktop sending a document, 46

Scan to Printer printing a document, 50

scanners changing settings from ShareScan, 10, 11 deskew function, 54 image processing functions, 53 invert function, 53 mirror function, 53

sending a document to desktop, 46

ShareScan closing, 56 introducing, 4 starting, 9

starting ShareScan, 9

T

tracking information entering, 14, 59, 62