Ricoh GlobalScan, Administrator'S Manual

Page 1: ...FDs 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 P...

Page 2: ...ndows 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...

Page 3: ...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...

Page 4: ...stalled 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 o...

Page 5: ...to E mail Cont d Search Global Address Book by keyword and wild card No size limitation on Global Address Book Manually enter ad hoc e mail address es Automatically adds the logon user s e mail addres...

Page 6: ...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 multipl...

Page 7: ...lder 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...

Page 8: ...r 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 regularl...

Page 9: ...ts 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...

Page 10: ...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 Note The term Services is synonymous with Plug in and...

Page 11: ...meters Within the GlobalScan Admin Module s System Parameters screen Fig 4 you will select enter all system level data i e settings that control GlobalScan Server operation such as storage and log fol...

Page 12: ...layed on the MFD touch screen as shown in Fig 5 The Services Email Scan To Folder etc available to a user depends on which Project button is selected1 For instance to e mail a document the user select...

Page 13: ...home page simply click on the shortcut or the corresponding menu link Shortcut Label Description Menu Link Server System Access the System Parameters screen 3rd Party Services Access the Manage Servi...

Page 14: ...hether or not login is required See Before Getting Started Projects for details 2 On the MFD control panel press and hold the Clear Stop key for more than 5 seconds then release Display reads for exam...

Page 15: ...ters are correct Important If any changes have been made to the MFD s configuration you must reboot the MFD 3 Select a parameter e g press the GlbScan Server button Display reads for example 4 Enter o...

Page 16: ...guration screen 1 If necessary turn the MFD on 2 Press the Scanner2 key once or twice Note If you are currently logged in press the Logout button 3 Press and hold the Clear Stop key for more than 5 se...

Page 17: ...needed to recognize the MFD connected to the network Step 1 Launch GlobalScan Admin Module 1 Open a Web browser 2 Enter the GlobalScan Server IP address or computer name for example 3 Press the Enter...

Page 18: ...t one Default Profile is selected for a given MFD At least one project must be created in the profile otherwise the MFD will display an error Profiles are designed to handle all Ver 1 5 and Ver 2 0 fi...

Page 19: ...older otherwise an error message displays From the Profile Configuration screen you can click on the following tabs Tab Function General Enter edit profile name session time outs etc EMail Enter edit...

Page 20: ...reen for entry of attributes that control the GlobalScan Server s interaction with the MFD Begin by entering editing fields in the General tab General Tab A C D E B Press Cancel on any screen to retur...

Page 21: ...ile name e g doc name_yyyymmddhhmmss If the user has not entered a document name via the MFD i e GlobalScan s e mail screen the timestamp is applied as the document name Attachment File Size Limit MB...

Page 22: ...gs The GlobalScan user can override resolution scan type color mono batch scan duplex original orientation and file format defaults by selecting another setting on the MFD control panel The default va...

Page 23: ...e pages to be scanned in duplex mode by default then select the text orientation either Top to Top or Top to Bottom from this drop down Top to Top as in pages of a book default setting Top to Bottom a...

Page 24: ...e Novell Context is applied to a specific profile this will allow the connection of different MFDs to different Novell Contexts If entered this data will automatically populate the corresponding field...

Page 25: ...that is most unique for the LDAP server For example cn u or uid u LDAP Proxy User DN Enter Proxy User DN LDAP Proxy User Password Enter Proxy User Password Re enter to confirm Password Re enter to co...

Page 26: ...the mail system Which one GlobalScan uses depends on which mail system is configured within the profile To open the Email Configuration Screen click the Email tab Display reads A B C D E Email Lookup...

Page 27: ...ee Step 4 Enter Edit System Parameters Note If MS Exchange is selected as the Mail System the user that configured Outlook 2000 must have local admin rights Important Please refer to Appendix C Change...

Page 28: ...op down SMTP AUTH Proxy user login Users will be authenticated using proxy information provided in the Proxy User ID and Password fields Enter as needed Shared credentials SMTP AUTH login sync If runn...

Page 29: ...age is supported Check Boxes R Show Cc1 Enable or disable Cc Carbon Courtesy Copy If enabled the user can enter select on the MFD touch screen e mail addresses that are to receive a copy of the e mail...

Page 30: ...and Show Address Search are unchecked the user will only be able to e mail to himself herself R Allow Manual Entry of Addresses Select on or off If unchecked off the user cannotenter an e mail address...

Page 31: ...Ver 2 0 also supports LDAPS thus utilizes 128 bit SSL Secure Sockets Layer encryption to protect the exchange of data between the GlobalScan Server and LDAP Directory Server The Directory Server must...

Page 32: ...s Examples 1 If format cn s is used a search for les locates n charles smith n lester frank n lorraine lester n steven morales In this example les can appear anywhere within the address 2 If format c...

Page 33: ...or Data Service Property for details To enable these functions proceed as follows 1 Click the Scan To Folder tab Display reads 2 For Scan to Home select the Allow To Scan To Home Directory If Known ch...

Page 34: ...ticate against optional third party Framework e g FileNET and still scan a document to a public folder Simply create a subfolder whose name is that of the FileNET user ID 2 GlobalScan Job Monitor has...

Page 35: ...cts per profile the user simply scrolls through all available Project buttons from the MFD touch screen If there is only one project in the profile it will be automatically pre selected on the MFD Pro...

Page 36: ...oject to follow Display Order This numeric value identifies the order in which the Project buttons are to appear on the MFD s touch screen For instance the Service users access most often would be ass...

Page 37: ...ject ID is system assigned thus a read only field that cannot be changed 2 Project Name Enter the name of the project up to 25 characters This entry appears on the Project button which is displayed to...

Page 38: ...down menu If selected the appropriate authentication grants or denies MFD user access to GlobalScan functions Also note that LDAP and Novell settings established on the profile level can be overridden...

Page 39: ...to his her home directory through the Folder List button For details see Scan to Folder Tab Following successful login authentication the MFD displays a Logout button Tree and Context fields will auto...

Page 40: ...lScan screen 6 Services Headings Service Name Lists the Services available for the project Display Sequence The order in which the Services tabs should appear on the MFD display This field is required...

Page 41: ...standard GlobalScan feature that can be turned on off If enabled on enter a display sequence number e g 2 Note If the required check box is selected the user must complete a Scan To Folder operation...

Page 42: ...thin e g local or network folder or back end Document Management System Services will only appear if one or more Framework are installed Note If the Post Render Framework does not require its own logo...

Page 43: ...x Server from the MFD control panel The GlobalScan System Administrator can enter edit RightFax settings for each profile so that GlobalScan can connect to different RightFax Servers if desired i e on...

Page 44: ...ser with Windows NT security Also this Proxy User needs RightFax administration privileges The asterisk indicates that the setting is required RightFax Proxy Password If applicable enter Proxy Passwor...

Page 45: ...n is installed OCR will appear in the Render dropdown menu This enables uploading of scanned documents in a variety of different file formats To configure OCR proceed as follows 1 Click Configure butt...

Page 46: ...e Conversion Program screen shown on next page OCR Heatbeat Interval minutes This setting informs GlobalScan how often to check for the lastest time stamp of the heartbeat file created by the OCR engi...

Page 47: ...tings or to undo changes click Cancel Important In order to fulfill specific business application needs an Application Developer can write their own Pre Render Render or Post Render Service based on t...

Page 48: ...profile setting To select change a default profile proceed as follows 1 If necessary click System Parameters menu link or Server System shortcut Display reads for example 2 Click Default Profile drop...

Page 49: ...list by Profile Name or Profile ID Simply click on desired column heading to toggle between ascending and descending order 2 Click the Delete button next to the Profile Name you wish to delete Displa...

Page 50: ...are running GlobalScan Version 2 0 firmware please proceed to Step 4 Enter Edit System Parameters 1 Click GS 1 5 Settings Display reads A MFD Authentication if applicable select the authentication met...

Page 51: ...B Default Services Select those Services that apply to your system configuration Note Unlike GlobalScan Ver 2 0 the display sequence of Ver 1 5 Services is fixed thus cannot be altered R E mail If se...

Page 52: ...Folder is a standard feature of GlobalScan Scan To Folder will only appear if NT Novell or LDAP is selected as the authentication method and no optional third party DMS is installed Note An Applicati...

Page 53: ...nformation based on your system requirements A GlobalScan License Type This field identifies the type of license under which GlobalScan is operating as identified on the CD key which comes with the pu...

Page 54: ...lScan unless the administrator enables the machine manually Even though machines are disabled they are still registered in the Manage Machines screen so simple enable them i e you don t have to re ent...

Page 55: ...ervice and they are maintained by Application Developers Ricoh or third party GlobalScan Admin only provides a gateway to viewthose Web pages In order to view configure Services the Plug in Framework...

Page 56: ...ation ASP page 1 Click for example Livelink s Configure button Display reads 2 Enter Edit configuration settings as needed 3 Click Submit A The Configure button under Login is only displayed if the Se...

Page 57: ...arantee that all users credentials are in fact the same or that all the users defined in one Service must necessarily exist in another Service When any of the check boxes are checked on this screen it...

Page 58: ...nown 3 If user credentials of a third party Framework e g FileNET are shared with NT Novell LDAP GlobalScan will only authenticate against FileNET during the log on process when MFD s authentication i...

Page 59: ...number of the multifunctional device Each serial number is associated with one profile If the MFD has been properly configured with the correct GlobalScan IP Address and DNS Server preferred or Domai...

Page 60: ...ngine Important In order for the Status column to appear the SmartDeviceMonitor for Client Web Image Monitor utility must be installed on the GlobalScan Server Please see next section for additional i...

Page 61: ...k the drop down to select another profile for the MFD Enabled If checked on the MFD can connect to the GlobalScan Server i e can join in GlobalScan operations If unchecked the MFD is disabled thus can...

Page 62: ...nitor Utility From the Manage MFDs screen it is possible to link to the MFD s SmartDeviceMonitor Web Image Monitor utility i e view real time status and settings of the device For information on insta...

Page 63: ...ministrative settings associated with one or more machines proceed as follows A Delete Machine s 1 Click check box to left of Status column see A More than one check box can be selected 2 Click Delete...

Page 64: ...cked the MFD can connect to the GlobalScan Server i e can join in GlobalScan operations If unchecked the MFD cannot connect to the GlobalScan Server see C 2 Click Update D Edit IP Address 1 Click on I...

Page 65: ...r Edit System Parameters for details To access GlobalScan Log Files proceed as follows 1 Click Manage Logs menu link or Statistics shortcut Display reads for example Log Navigation To navigate the log...

Page 66: ...rror events generated by the Database Server e g the Database Service is in maintenance mode Admin Tracks all error events during administration of GlobalScan e g a profile is deleted as shown below F...

Page 67: ...ored in XML format Note Again the data accumulated within the Details Log can be extensive thus it is recommended that you monitor the size of the log files and archive or purge the files as needed In...

Page 68: ...ted Date 1 Click calendar date you wish to delete up to 2 Click Delete All Up To This Date button All logs up to but not including the selected date are erased B Delete Logs Up to Present Date 1 Click...

Page 69: ...e displayed and categorized by job name and include date time created and time date of last attempt To display job status proceed as follows 1 Click Manage Jobs menu link or Statistics shortcut Displa...

Page 70: ...or Job Delivery proceed as follows Delete Only Checked Items Jobs a Click the check box next to the desired Job Name s Scroll up down if necessary In the example below three jobs are checked Note Jobs...

Page 71: ...splay reads Delete All Jobs The Delete All Jobs button will delete all items in the Manage Jobs window whether checked or unchecked a Click Delete All Jobs Display reads b Click OK to confirm Display...

Page 72: ...tatus by deactivating the 04 Activation Key and reactivating with the 03 Activation Key The primary and secondary GlobalScan Servers must be configured exactly the same including all Plug ins and Plug...

Page 73: ...ndary server processing jobs until the primary server is restored provided the secondary server has been properly configured Note Logical failures to submit a job e g the user enters an invalid user n...

Page 74: ...e are no more active jobs it is possible to make changes1 to the system then bring the server back on line Disabled If the Server Status reads Disabled click the Enable Server button to take the prima...

Page 75: ...D s job GlobalScan triggers an NT Event Log entry that indicates the pirmary server is off line thus the secondary server has taken an active role On the secondary server most GlobalScan Admin Module...

Page 76: ...ng system configuration and Plug in data Synchronize Now This button will initiate an on demand manual synchroni zation sharing of system configuration and Plug in data between the secondary and prima...

Page 77: ...l update itself with the primary server s system configuration and Plug in data Changes to this setting requires Failover Service restart Important For system synchronization to occur automatically th...

Page 78: ...the primary or secondary server proceed as follows 1 Click the Statistics shortcut or Manage Logs menu link to open the log 2 Click Failover tab Display reads for example For additional information on...

Page 79: ...Bcc Reply To settings etc Email Tab 26 4 For Scan To Folder feature create a public folder local network Select Scan To Home if NT or LDAP with Active Directory authentication is selected and or Scan...

Page 80: ...GlobalScan TM Ver 2 0 Administrator s Guide 80 A Ap pp pe en nd di ix x...

Page 81: ...network access Access to Global Address Book via LDAP E mail capability through one or more of the following mail systems Lotus Notes 5 6 5 Important An additional procedure is required in order for G...

Page 82: ...MFD must have GlobalScan Ver 2 0 firmware installed Protocols Supported Used GlobalScan Server TCP IP HTTP HTTPS LDAP LDAPS SMTP SMTP AUTH SNMP SSL MFD TCP IP HTTP HTTPS SNMP SSL Authentication Method...

Page 83: ...users to send and receive faxes directly from their desktop or e mail application Employees no longer walk to the fax machines and manually send a fax or wait for delivery to a fax machine RightFax sy...

Page 84: ...k and revise content throughout an organization monitoring physical and electronic space constraints and maintaining detailed records necessary to achieve regulatory compliance Through a dynamic link...

Page 85: ...llow users to contribute files to the Content Server in native formats for automatic conversion to Web ready formats including HTML XML and PDF The two technologies GlobalScan and Stellent combine to...

Page 86: ...ation Requirements for details To scan to Novell shared network folders you must create an account on the Novell server using the exact same user name and password as used to logon to the GlobalScan S...

Page 87: ...GlobalScan TM Ver 2 0 Administrator s Guide 87 Display reads for example 4 Click the Log On tab Display reads 5 Click This Account and then browse Display reads 6 Click Look in drop down...

Page 88: ...ds for example 8 Enter the Connect as and Password fields with the account that allows you to connect to the domain Note If possible please use the domain administrative account 9 Select the appropria...

Page 89: ...rator s Guide 89 Display reads 12 Click OK Display reads 13 Confirm settings 14 In order to perform scan to a Novell shared network folder s you must repeat this process selecting the appropriate Glob...

Page 90: ...older on the secondary server The reverse is also true if the pick up file location is a shared folder on the primary server the GlobalScan Failover Service on the secondary server needs to run under...

Page 91: ...GlobalScan TM Ver 2 0 Administrator s Guide 91 4 Click the Log On tab Display reads 5 Select This Account and then browse Display reads 6 Click Look in drop down Display reads for example...

Page 92: ...ect as and Password fields with the account credentials that allow you to connect to the domain Note If possible please use the domain administrative account 9 Select the appropriate Name as shown at...

Page 93: ...GlobalScan TM Ver 2 0 Administrator s Guide 93 Display reads 13 Confirm settings...

Page 94: ...gure OCR Monitor Program 1 For OCR processing create a new folder on the local drive of the GlobalScan Server e g c OCR Note If you install the OCR File Conversion program on a separate PC you must sh...

Page 95: ...C exe is a module that configures the OCR Service and works in conjunction with GlobalScan to control how and when files are processed stored and logged Display reads 4 Enter select the following A Wa...

Page 96: ...5 minutes should be less than the heartbeat interval set within the profile e g every 10 minutes What is a Heartbeat A heartbeat is a file named heartbeat dat located inthe OCR heartbeat folder e g c...

Page 97: ...actly as shown The localhost can be replaced by your DNS Name or IP address Important The OCR Default Language list will now be displayed within the GlobalScan Admin Module provided that the Language...

Page 98: ...ext section n For best OCR results it is recommended that the user select 300 or 400 dpi from GlobalScan s Scan Settings screen displayed on MFD touch screen n Accuracy of OCR results will vary For ex...

Page 99: ...e same OCR format root directory as that established on the OCR engine server see previous section In addition any projects within a profile that are to support OCR must have OCR selected under the Re...

Page 100: ...GlobalScan TM Ver 2 0 Administrator s Guide 100 Display reads for example 5 Click on the Profile Name Display reads 6 Click the Services Tab Display reads 7 Click the Configure button for OCR Settings...

Page 101: ...n TM Ver 2 0 Administrator s Guide 101 Display reads 8 Enter the OCR Format Root Folder e g c ocr 9 Click Update 10 Now go to the Projects tab Display reads 11 Select OCR from Render drop down 12 Clic...

Page 102: ...t on the GlobalScan Server Following the procedure outlined below will automatically place the required files on the GlobalScan Server To install the CDO dll file proceed as follows 1 Run Setup using...

Page 103: ...GlobalScan TM Ver 2 0 Administrator s Guide 103 Display reads 6 Select Run all from My Computer 7 Click Install Now Display reads 8 Click OK...

Page 104: ...version 6 5 the nlsxbe dll file must be manually run because the standard 6 5 client installation did not register this dll correctly 1 On the GlobalScan Server go to the directory where Lotus Notes...

Page 105: ...03 for GlobalScan to support Novell authentication and scan to Novell shared folder in a Windows Server 2003 environment the Internet Information Service has to be running in IIS 5 0 Isolation Mode To...

Page 106: ...M Ver 2 0 Administrator s Guide 106 Display reads for example 4 Click on the Service tab Display reads 5 Select the IIS 5 0 isolation mode check box 6 Click Apply Display reads 7 Click Yes to allow II...

Page 107: ...Utility is specifically for servers running GlobalScan Ver 2 0 and as such supports both backup and restore functionality on all Ver 2 0 installations This utility can also migrate GlobalScan Ver 1 5...

Page 108: ...e to assign to the Backup File Display reads for example 5 Click Backup 6 Click OK to the pop up message Display reads 7 Click Close All registry data GlobalScan V1 5 or V2 0 has been saved to the sel...

Page 109: ...k on the GSBackup exe file on your GlobalScan CD 2 Locate Backup File name Display reads 3 Click Restore Display reads 4 Click OK then Close The registry data has been applied Verification Open Global...

Page 110: ...authentication Q How does GlobalScan communicate with our mail server A GlobalScan uses LDAP or LDAPS secure LDAP to access all the Global Address Books that reside on your mail server Q What is the...

Page 111: ...e mail address 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 dis...

Page 112: ...until the user logs out or the MFD times out Q How do I retrieve a document that was created by theGlobalScan Server A The scanned document automatically appears as an attachment within your e mail i...

Page 113: ...in 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 is sent to their e mail inbox as well...

Page 114: ...rt more than one optional third party DMS Framework per MFD Login synchronization single set of credentials provide access to shared Services Support for secure LDAP LDAPS sends user credentials using...

Page 115: ...des a public data interface for other components as well as a private data interface for Job Monitor Service Also see GlobalScan Job Monitor Service GlobalScan Failover Service This Service manages th...

Page 116: ...on of Services that are available to users as viewed from the MFD display Projects provide multiple ways of grouping Services based on the specific needs of a particular group So each Project button o...

Page 117: ...tandalone Standalone refers to a single GlobalScan Server while primary and secondary reflect failover where two GlobalScan Servers are synchronized allowing a secondary server to automatically take o...

Page 118: ...GlobalScan TM Ver 2 0 Administrator s Guide 118 Ricoh Corporation Five Dedrick Place West Caldwell NJ 07006 Phone 973 882 2000 www ricoh usa com 7 05 Rev 2 0...