GlobalScan V2.0 Admin Guide 7-1-05

118 Pages·2005·5.09 MB·English

by  Helen Wang

GlobalScan Ver. 2.0

Administrator’s Guide
Contents

Introduction ................................. 4
About GlobalScan.................... 4

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

Before Getting Started.............. 7

MFD Configuration.................... 14

GS Admin Server Config........... 17
Step 1: Launch Admin Module.. 17

Step 2: Add/Edit a Profile......... 18

Step 3: GS V1.5 Settings ......... 50

Step 4: Enter/Edit Parameters .. 53

Step 5: Manage Services......... 55
Step 6: Manage MFDs............. 59
Step 7: Manage Logs............... 65

Step 8: Manage Jobs............... 69

Step 9: Manage Failover.......... 72

Configuration Checklist ......... 79

Appendix
A. Requirements & Specs......... 81

B. Opt. Plug-ins & Framework... 83

C. Change Job Monitor / Data

Service Property.................. 86

D. Change Failover/Data Svc.... 90
E. OCR Engine Configuration ... 94
F. CDO.dll Install Procedures....102

G. Lotus Notes 6.5 Support ......104

H. Novell w/ Win Server 2003 ...105

I. Backup and Restore Utility....107
J. FAQs..................................110
K. Glossary of Terms ...............115

July, 2005
(cid:211) Copyright 2005 by Ricoh Corporation. All Rights Reserved.
GlobalScanTM Ver. 2.0
Administrator’s Guide

(cid:211) Copyright 2005 by Ricoh Corporation. All Rights Reserved.

No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, or
translated into any language or computer language, in any form or by any means, electronic, mechanical,
optical, chemical, manual or otherwise, without the prior written permission of Ricoh Corporation.

GlobalScan is a registered trademark of Ricoh Corporation.

Windows, Microsoft Exchange and Internet Explorer are registered trademarks of Microsoft Corporation.

All other trademarks are the property of their respective owners.

The material in this document is for information only and is subject to change without notice. While reasonable
efforts have been made in the preparation of this document to assure its accuracy, Ricoh Corporation, its
contractors and partners, assume no liability resulting from errors or omissions in this document or from the
use of the information contained herein.

Ricoh Corporation reserves the right to make changes in the product design without reservation and without
notification to its users.
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GlobalScanTM Ver. 2.0
Administrator’s Guide

Table of Contents

IInnttrroodduuccttiioonn .................................................................................................................................................................................................................................................... 4
About GlobalScan ............................................................................................................. 4
GlobalScan Components................................................................................................... 4
About This Guide ............................................................................................................... 4
GlobalScan Feature Highlights........................................................................................... 5
• GlobalScan Ver. 2.0 Optional Plug-in / Framework Support..................................... 6
• GlobalScan New Feature Comparison..................................................................... 6
Before Getting Started........................................................................................................ 7
• Setup Procedures.................................................................................................... 7
• GlobalScan Functions............................................................................................. 7
• GlobalScan Terms................................................................................................... 8
• GlobalScan Workflow.............................................................................................. 12
• GlobalScan Home Page Navigation......................................................................... 13

MMuullttiiffuunnccttiioonnaall DDeevviiccee CCoonnffiigguurraattiioonn.......................................................................................................................................................... 14
Localization........................................................................................................................ 16

GGlloobbaallSSccaann AAddmmiinn SSeerrvveerr CCoonnffiigguurraattiioonn............................................................................................................................................ 17
Step 1: Launch GlobalScan Admin Module........................................................................ 17
Step 2: Add/Edit a Profile................................................................................................... 18
• General Tab................................................................................................ 20
• EMail Tab.................................................................................................... 26
• Scan To Folder Tab.................................................................................... 33
• Projects Tab............................................................................................... 35
• Services Tab............................................................................................... 43
Select / Change the Default Profile...................................................................... 48
Delete a Profile.................................................................................................... 49
Step 3: Enter/Edit GlobalScan V1.5 Settings (if applicable) ................................................. 50
Step 4: Enter/Edit System Parameters............................................................................... 53
Step 5: Manage Services (if applicable) ............................................................................... 55
Step 6: Manage MFDs......................................................................................................... 59
Add New Machine................................................................................................ 59
SmartDeviceMonitor for Client (Web Image Monitor) Utility................................ 62
Edit Existing Machine Settings............................................................................ 63
Step 7: Manage Logs.......................................................................................................... 65
Step 8: Manage Jobs ......................................................................................................... 69
Step 9: Manage Failover (if applicable)................................................................................ 72
GlobalScan Configuration Checklist.................................................................................. 79

AAppppeennddiixx
A – System Requirements and Specifications.................................................................... 81
B – Optional Plug-ins & Framework................................................................................... 83
C – Change Job Monitor/Data Service Property................................................................. 86
D – Change Failover/Data Service Property....................................................................... 90
E – OCR Engine Configuration........................................................................................... 94
F – CDO.dll Installation Procedures...................................................................................102
G – Lotus Notes 6.5 Support ..............................................................................................104
H – Novell w/ Windows Server 2003 ...................................................................................105
I – GlobalScan Backup and Restore Utility........................................................................107
J – Frequently Asked Questions........................................................................................110
K – Glossary of Terms........................................................................................................115
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GlobalScanTM Ver. 2.0
Administrator’s Guide

IInnttrroodduuccttiioonn

About GlobalScan
GlobalScan enables a Multifunctional Device (MFD) to
GlobalScan
quickly scan documents to e-mail or to folder, as well as
perform Optical Character Recognition (OCR), Facsimile
Server and Document/Content Management System
(DMS) functions via optional Plug-ins/Framework. This )
powerful, yet easy-to-use, paper document capture and E-mail
Fax Server
distribution system integrates seamlessly with your existing
mail infrastructure to significantly boost workgroup ,
,
1
productivity by combining network scanning functionality
Folder OCR
within an accessible copier platform. Most importantly,
dramatic cost efficiencies are gained by speeding
throughput of common business transactions that may DMS
otherwise require slower and more costly methods of
communication.

GlobalScan Components
The GlobalScan system consists of two primary components, GlobalScan Server software and
GlobalScan MFD firmware. Once installed, the GlobalScan Server acts as a digital document
routing system that accepts scanned documents from MFDs, creating digital files - of even the
most complex documents - for electronic transmission over your network. Working together,
the GlobalScan Server and the MFD make efficient and timely delivery of these files to
destinations around the corner or around the globe.

About this Guide
This guide is divided into three sections:

1. Multifunctional Device Configuration – This section contains instructions for the
System Administrator to set the GlobalScan Server IP address, DNS IP, protocol
(HTTP/HTTPS) and proxy server settings. Also view version and build date
information.

2. GlobalScan Admin Server Configuration – This section provides instructions on
configuration of the GlobalScan Server, enabling the administrator to customize the
applications and functionality of the MFD.

3. Appendix – This section contains additional reference materials such as: software/
hardware requirements and specifications, optional Plug-ins and Framework to further
automate document management tasks, special file installation procedures (including
backup and restore), frequently asked questions, and glossary of terms.
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GlobalScanTM Ver. 2.0
Administrator’s Guide

GlobalScan Ver. 2.0
Feature Highlights
§ Supports up to 250 enabled MFDs per § Scan to E-mail Cont’d
GlobalScan Server; runs as NT Service - Search Global Address Book by keyword and
§ Intuitive operation through MFD’s large wild card
touch-screen display; features tab-style - No size limitation on Global Address Book
navigation - Manually enter (ad hoc) e-mail address(es)
§ Improved usability allows execution of - Automatically adds the logon user’s e-mail
GlobalScan functions in fewer steps address to mail recipient list through “Scan To
§ Offers administrator a highly-configurable Me” function
- Customize e-mail by enabling/disabling:
user interface
§ Create individual projects; user presses • Manual e-mail address entry
• Cc, Bcc, Reply To
Project button on MFD to quickly access
• Default e-mail body text; sent with each
GlobalScan functions
outgoing message
§ Add/remove Services on a project level,
• Default e-mail domain for simplified manual
enabling customization based on user needs
address entry
§ GlobalScan Failover provides automatic MFD § Scan to Folder
Failover to secondary GlobalScan Server
- Scan directly to one or multiple local/network
without restart; automatic fallback when
folders/sub-folders
primary server is restored
- Perform a folder search based on search string,
§ Device Authentication with all results displayed on MFD
- NT, Novell, LDAP or LDAPS authentication is - Scan To Home1, i.e., logon user’s home directory
supported
§ Flexible Scan Settings 2
- Login synchronization enables a single set of
- Mixed-size scanning, letter, legal and ledger-
credentials to provide access to shared
size originals combined in a single scan
Services
- Select scan settings (resolution, single-/double-
- Each project can be represented by a
sided original, orientation and scan size)
different authentication method, e.g., legal
- Support for batch scanning, i.e., scan a lengthy
requires FileNET login, marketing requires
document in batches and transmit as one file
LDAP login
- Uses HTTPS (or HTTP) protocol for secure - Scan documents from either the document
feeder or platen glass
(or non-secure) communication between
MFD and GlobalScan Server - Supports multi-page scanning from platen glass;
§ Software utility enables Backup and Restore manual paper size selection is available
feature on GlobalScan Ver. 2.0 Servers (or § Extensive log and error tracking
data migration from a GlobalScan Ver. 1.5 - Captures originating MFD serial number, IP
Server to a Ver. 2.0 Server) address, user information, destination, scan
§ Backup and Restore feature can be parameters; export log in XML format
command-line driven for automated - Error reporting integrates with NT Event Log for
scheduled backups using any third-party easy monitoring by the administrator
scheduler, including Microsoft’s “AT” scheduler § File Format Support
and Microsoft SQL Server - Save black-and-white documents as PDF image
§ Scan to Email version 1.4 (default) or single-/multi-page TIFF
- Send documents as e-mail using your - Save color documents as PDF (default), JPEG or
existing SMTP/SMTP-AUTH, MS Exchange black-and-white single-/multi-pageTIFF format
or Lotus Notes 5/6.5 server - Scanned document can be converted to
- Browse and select e-mail addresses from searchable PDF Image/Text, XLS (MS Excel) or
company’s Global Address Book (via LDAP) RTF (MS Word) via optional OCR Plug-in

1 When MFD authentication is set to NT or LDAP with Active Directory.
2 Default scan settings are set on the project level, allowing multiple workflow configurations based on
application needs.
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GlobalScanTM Ver. 2.0
Administrator’s Guide

GlobalScan Ver. 2.0
Optional Plug-in / Framework Support 1
§ Scan to Fax (via RightFax Plug-in)
- Enter fax numbers (and e-mail addresses) for simultaneous delivery
- All user interface components are available to Application Developers through the GlobalScan SDK
Toolkit, enabling customized fax functionality
§ File Conversion (via OCR Plug-in)
- Scan documents in searchable PDF Image/Text format, as well as editable XLS (Excel) and RTF
(Word) formats
- Multiple language support; automatic language switching; auto rotation (selectable on/off)
§ GlobalScan SDK Toolkit (enables multiple back-end system support)
- One or more Document/Content Management Systems (DMS) can run on the MFD
- Utilizes open architecture for customization of MFD functionality
- Administrators create unique work flows based on application requirements
- Optional Framework available to Application Developers include:
• Documentum • Hummingbird • Livelink
• FileNET • Interwoven • Stellent

GlobalScan New Feature Comparison Ver. 2.0 Ver. 1.5
Maximum number of enabled MFDs 250 250
Localization support (languages) 5 4
Display licensing type information through admin module P -
Backward compatibility (including Plug-ins/Framework)2 P P
Tab-style navigation via MFD’s touch screen with streamlined login operation P -
“Project” buttons for customizing workflow based on user requirements P -
“Clear Form” and “Reset” buttons erase information quickly from MFD touch screen P -
Add/remove Services on a project level (Email, Scan To Folder, etc.) P -
Support for multiple projects within a profile P -
Support for multiple authentication methods; one system per project P -
Establish default scan settings on project level; allowing multiple configurations P -
Search, display, select and scan to multiple folders/subfolders P -
Allow user to choose different language for OCR conversion (per job) P -
Allow user to enable/disable auto orientation for OCR conversion (per job) P -
Ability to support more than one optional third-party DMS (Framework) per MFD P -
Login synchronization; single set of credentials provide access to shared Services P -
Support for secure LDAP (LDAPS); sends user credentials using SSL encryption P -
Support for SMTP–AUTH (authentication); proxy user in admin or logged in user ID P -
Customize e-mail functionality (enable/disable Cc, Bcc, Reply to) P -
Create default e-mail body text; appended to each outgoing message P -
Enter default domain for fast manual address entry P -
Restrict manual e-mail address entry (LDAP lookup only) P -
Allow user to save black-and-white image to multiple single-page TIF files P -
Advanced log and error tracking P -
Support for Failover; two GlobalScan Servers with duplicate configurations P -
Support for Lotus Notes 6.5 Server P -
Support for Windows® 2003, Standard Edition P -
Backup and Restore Utility P -
Extensive GlobalScan SDK (Software Development Kit) enhancements P -
1 Please refer to Appendix B for details on optional RightFax and OCR Plug-ins, and third party
Document/Content Management System Framework. Also visit https://developersupport.ricohcorp.com.
2 GlobalScan Ver. 2.0 is backward compatible with only GlobalScan Ver. 1.5. GlobalScan Ver. 1.5 is backward
compatible with only GlobalScan Ver. 1.4.
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GlobalScanTM Ver. 2.0
Administrator’s Guide

Before Getting Started
Setup procedures must be completed by an authorized service technician and/or System
Administrator prior to performing GlobalScan operations from the MFD control panel.

Setup Procedures:
R The GlobalScan firmware is downloaded to MFD’s hard drive
R The GlobalScan Server software1 is installed on a Windows® 2000 or 2003 Standard Edition
server
R The MFD is configured (covered in this guide)
R The GlobalScan Admin Module is configured (covered in this guide)
R The user has been assigned a valid User Name and Password 2

TCP/IP Network

LDAP/S Server
LDAP/S Query
NT (cid:151) Win2000/2003
HTTP/S Authentication DoNmoavienll C(cid:151) oLnDtAroPl/lSer (cid:151)
IIS with

GlobalScan
Mail Delivery E-mail Server

MFD API Plug-in

API Framework

GlobalScan Functions:
Once setup is complete, the MFD user can perform numerous network-scanning functions,
depending on GlobalScan Server settings established in the GlobalScan Admin Module:

§ Scan to Email – Standard GlobalScan feature

§ Scan to Folder – Standard GlobalScan feature

§ Scan to Fax3 – Optional feature (requires RightFax Plug-in)

§ Scan to OCR3 – Optional feature (requires optional OCR Plug-in to convert
documents to PDF Image / Text, XLS [MS Excel] or RTF [MS Word] format

§ Scan to DMS3 – Optional feature (requires third-party Framework customization)

1 Please refer to GlobalScan Server Software Installation Guide (be sure to review the important notes in the
Pre-installation Requirements section). Also refer to Appendix A: System Requirements and Specifications (in
this guide).
2 The System Administrator assigns user names and passwords for authentication purposes.
3 Please refer to Appendix B for details on optional RightFax and OCR Plug-ins, and third party Document/Content
Management System Framework available to Application Developers. Also visit https://developersupport.
ricohcorp.com.
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GlobalScanTM Ver. 2.0
Administrator’s Guide

Before Getting Started Cont’d
Please review this section to gain an understanding of key terms used within this guide, as
well as how to navigate the GlobalScan Admin Module.

GlobalScan Terms
Each of the following four terms, Profile, Project, Service, and System Parameters play a key
role in GlobalScan operation….

Note: Also see Appendix J: Glossary of Terms, for additional terms associated with GlobalScan.

§ Profile
Each MFD is associated with a specific profile, i.e., parameters that define Novell and
LDAP settings, e-mail, scan to folder, project, Services and scan settings. Though
there is only one “Default Profile” for an MFD, that same profile can be applied to
multiple MFDs. Once a profile is created, you then configure one or more projects.

§ Project
Projects provide multiple ways of configuring (customizing) Services based on the
specific needs of a particular group of users. For example, the sales department needs
to regularly e-mail lengthy proposals to prospective customers, while the legal
department scans hardcopy correspondence directly to a document management
application. Each user would simply access the appropriate Project button on the MFD
touch screen, thus displaying a collection of Services to choose from, e.g., Email,
FileNET, etc.

If the MFD’s profile contains a single project, it will be automatically be pre-selected on
the MFD and its Services will be displayed, without requiring the user to select a Project
button (see Fig. 1). Based on GlobalScan settings, the user may or may not need to be
authenticated, i.e., enter login credentials (see Fig. 2).

MFD Display: One Fig. 1

project / login not
required

MFD Display: Fig. 2

One project / login

required. After

successful login,
Fig. 1 appears.

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GlobalScanTM Ver. 2.0
Administrator’s Guide

Before Getting Started Cont’d

GlobalScan Terms Cont’d

§ Projects Cont’d
When two or more projects are configured in a profile, corresponding buttons will appear
on the MFD touch-screen display (Fig. 3), each addressing specific application
requirements.

Fig. 3

MFD Display:

Project buttons

(max. 6 per

screen). Project

button labels are

configurable on

the GlobalScan

Server

Scroll up / down to view

additional Project buttons

Authentication
Each project can be defined by its own authentication method. Under authentication,
when a user presses a Project button, for example using NT authentication, a log-in is
required. After entry of the required credentials, the user presses the Login button;
authentication is executed.

NT Login

Novell Login

LDAP Login
If Active Directory is
acting as the LDAP

server, an addi-
tional field called
“Domain” will
display
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GlobalScanTM Ver. 2.0
Administrator’s Guide

Before Getting Started Cont’d

GlobalScan Terms Cont’d

Simultaneous Authentication
The GlobalScan Server will simultaneously authenticate, for example, the same login
credentials used in NT authentication will enable access to FileNET functionality.

Sample login
screen for shared
Services

§ Services*
Following log-in (if authentication is required), the MFD user is presented with a list of
available Services (E-mail, Scan To Folder, Fax Document, etc.). The user selects the
Service by touching the corresponding tab on the MFD’s touch screen.

Services tabs on the MFD open corresponding If authentica-
screens. Which tabs appear, and the order in which tion is required,
they appear, is configurable on the GlobalScan this button will
Server by the administrator. read “Logout”

Scroll to display additional Services tabs.
* Note: The term “Services” is synonymous Note: These buttons are grayed out if no
with “Plug-in” and “Framework.” other Services are available.
10