Companion Suite Pro User manual
LICENSE AGREEMENT FOR THE SOFTWARE PLEASE READ THE TERMS AND CONDITIONS OF THIS LICENSE CAREFULLY BEFORE OPENING THE SEALED ENVELOPE CONTAINING THE SOFTWARE. BY OPENING THIS ENVELOPE, YOU SIGNIFY THAT YOU HAVE ACCEPTED THESE TERMS AND CONDITIONS. If you do not accept the terms of this license, promptly return the unopened CD-ROM packaging as well as the other parts of the product. You will be reimbursed the price you paid for the product.
Contents Introduction Required configuration Installation Installing the software on your PC Under Windows 98SE/ME/2000/XP Installation of a network printer Connections Removing the software from your PC Monitoring the multifunction terminal Checking the link between the PC and the multifunction terminal MF Director Graphic description Activating utilities and applications MF Monitor Graphic description Device management Adding a device connected to the network Manually adding a device connected t
Contents Changing a group Deleting a contact or a group from the Address book Printing the Address book Importing or exporting a directory Importing a directory Saving your address book Fax communication 41 41 41 42 42 42 43 The Fax window Sending a fax 43 44 Receiving a fax Tracking faxes 48 48 Fax parameters 51 Sending a fax from the hard disk or the terminal Sending a document from an application The Outbox Sent items Send log Reception log Accessing fax parameters Description of the Logs a
Companion Suite Pro enables you to connect a PC to a compatible multifunction terminal.
INSTALLATION INSTALLING THE SOFTWARE ON YOUR PC Under Windows 98SE/ME/2000/XP Turn on your PC. Open an ADMINISTRATOR session except for 98SE and ME environments. Open the CD-ROM drive, insert the installation CD-ROM and close the drive. The installation procedure starts automatically (Autorun). A window entitled COMPANION SUITE PRO LM2 is displayed Position your cursor on INSTALL PRODUCTS and left-click.
Place your cursor on ALL PRODUCTS and left-click. Note: The ALL PRODUCTS installation procedure copies all the software required for running the Companion Suite Pro kit onto your hard disk, i.e.: - Companion Suite Pro (Fax and SMS communication software, Scanner software, etc.), - PaperPort - Omnipage. You may already have a version of one of the programs which are on the installation CD-ROM.
multifunction terminal, you must restart your PC for the modifications to come into effect. Click OK. When your PC has reinitialized, the InstallShield Wizard screen shows you how far preparation of the wizard has progressed. You can stop the procedure at any time by clicking the CANCEL button. The wizards stops and the welcome screen is displayed.
shown. Use the scroll bar to read the contract fully. Click YES. The final installation is ready to be run. Click INSTALL. -5- FRENCH Click NEXT to start installation of the COMPANION SUITE PRO kit on your PC.
A window shows you how far installation has progressed. Companion Suite Pro has been installed on your PC. Click CONTINUE to copy the utilities and programs which accompany the kit (PaperPort SE and Omnipage SE).
updated. Make your selection and click FINISH. Your "Companion Suite Pro" kit has been successfully installed on your PC. You can start your multifunction terminal's management software by selecting PROGRAMS > COMPANION SUITE > COMPANION SUITE PRO LM2 > MF DIRECTOR from the START menu or by clicking the MF DIRECTOR icon on the desktop.
INSTALLATION OF A NETWORK PRINTER Note: Companion Suite Pro LM2 must be installed to carry out this operation. Run the application by selecting PROGRAMS > COMPANION SUITE > COMPANION SUITE PRO LM2 > ADD A PRINTER from the START menu. Click NEXT to run the installation procedure The following screen shows the list of compatible devices detected on the network. You can carry out a new search on the network by clicking the REFRESH button.
Enter the IP address or the NetBIOS name of the device you want to add. You can test the connection between the PC and the device by clicking the TEST button. Click OK. Select the device you want to add from the list. Click NEXT. The following window lists the different properties of the printer about to be installed. Click NEXT. A window showing that installation was successful is displayed. Click FINISH. -9- FRENCH Note: It is possible that a device may not be shown in the list.
CONNECTIONS If you use a terminal connected to the network: Connect your PC to the network. Connect your multifunction terminal to the network. Check they each have a valid IP address. If you use a terminal connected via a USB link: Connect your PC to the multifunction terminal using the USB cable. REMOVING THE SOFTWARE FROM YOUR PC Run program deletion by selecting PROGRAMS > COMPANION SUITE > COMPANION SUITE PRO LM2 > DEINSTALLATION from the START menu. A preparation screen is displayed.
At the end of the procedure, you must restart your system. Close all running programs, select YES, I WANT TO RESTART MY COMPUTER NOW and click FINISH. - 11 - FRENCH A screen shows you how far deinstallation has progressed.
MONITORING THE MULTIFUNCTION TERMINAL The software you have installed contains two applications for managing the multifunction terminal, MF DIRECTOR and MF MONITOR, which allow you to: • Check that your multifunction terminal is correctly connected to your PC, • Gain quick access to image touchup, OCR and fax receive/send software as well as your device's web pages.
This graphic interface lets you run utilities and programs to manage your multifunction terminal. GRAPHIC DESCRIPTION Run the application by clicking the icon on your desktop or by selecting PROGRAMS > COMPANION SUITE > COMPANION SUITE PRO LM2 > MF DIRECTOR from the START menu. By default, MF DIRECTOR displays as a dark blue rounded shape.
and you can choose from the following colors: Light Blue Gold Light Green - 14 -
The COMPANION SUITE PRO graphic interface lets you run utilities and programs to: Change the PARAMETERS of the connected terminal. Refer to the manual for the terminal for details of its parameters. View the STATUS of the multifunction terminal, Manage the ADDRESS BOOK, Get HELP from this documentation, Run SCAN TO to execute a preconfigured action on the multifunction terminal. The scan is carried out, the image sent to a Scan To PaperPort directory, and PaperPort is launched.
Run the utility to redirect and manage faxes or SMSs (Short Message Service), To launch PaperPort (Doc Manager). To run a utility or program from the COMPANION SUITE PRO kit, left-click it.
FRENCH MF MONITOR GRAPHIC DESCRIPTION Run the application by clicking the MF Monitor icon on your desktop or by selecting PROGRAMS > COMPANION SUITE > COMPANION SUITE PRO LM2 > MF MONITOR from the START menu. Using the tabs below, you can configure your multifunction terminal from this screen: • DEVICE SELECTION: to add, select and configure devices. • LINKS: links to dedicated web sites for managing the multifunction terminal (network connection only).
DEVICE MANAGEMENT This tab shows the list of devices managed by the multifunction terminal. Adding a device connected to the network Click the plus sign or ADD to open the hardware add window which shows the list of devices detected on the network. Each device detected on the network is listed with: • Its NetBIOS name (which identifies the hardware uniquely) or its IP address (the device's identifier on the network) • Its name (user-defined).
To add a device shown in the list, click the corresponding line to select it then click OK. The device registration window is displayed. Enter the name you want the device to use to designate the PC and which is shown in the menus for the device and click OK. A window reminds you that you can configure the ScanTo parameters of the device in the DEVICE tab by clicking PROPERTIES. Click OK to return to the list of registered devices.
Manually adding a device connected to the network Add manual lets you add a device directly using its IP address or its NetBIOS name and manage it on a subnetwork other than the one on which your PC is situated. To add a device manually, click ADD MANUALLY. The "Add manually a device" window lets you enter the NetBIOS name or IP address of a device. Note: The IP address can vary depending on the configuration of the device. You are recommended to use the NetBIOS name to identify the device.
the PC. If there is a problem with the connection, an error message is displayed. Click OK to acknowledge the error message. Check that the device is correctly connected to the network, or that the NetBIOS name or IP addresses you entered are correct, then test the connection again. When the connection test completed successfully, an information message is displayed. Click OK to return to the add manual screen, then click OK to add the device.
The device registration window is displayed. Enter the name you want the device to use to designate the PC, then click OK. An error message is displayed if a problem is found during registration. If this problem occurs, check that your PC is not already on the device's list of registered PCs. Note: Check also that the maximum number of PCs which may be registered on this device has not been reached.
Adding a device connected via a USB link The connection between the PC and the terminal must be via a shielded USB 2.0 cable with a maximum length of 3 meters. Warning - You are recommended to install Companion Suite Pro on your PC first before connecting the USB cable to your terminal. If you connect the USB cable before installing Companion Suite Pro, the Plug and Play software recognition system automatically recognizes that a new device has been added.
Identify the connectors of your USB cable, and connect them. Turn your multifunction terminal on. The add device wizard is displayed. Click NEXT. Select FIND THE APPROPRIATE DRIVER FOR MY DEVICE (RECOMMENDED). Click NEXT. Select the location where the system is to look for the driver. Only check the CDROM DRIVES box if the Windows asks where the drivers are located. Click NEXT. The search takes a few moments. A window indicates that the driver has been found. Click NEXT.
Only one device at a time may be connected to the PC. The current device may be selected by clicking the radio button for the line corresponding to the device.
• Green means the connection is OK • Red means the computer cannot connect to the device.
scanning parameters to be applied for this device when you click the Scan To button.
Choose the scan RESOLUTION by selecting from the drop-down menu, Choose the output format of the Scan To function. The possible choices are given in the table below: Choice Action PaperPort PDF When a ScanTo PC is carried out from the terminal, the document is put into PDF format and saved in the ScanTo directory. To view the PDF, right click the file and select "Open".
FRENCH Note: To use the e-mail PDF option, an e-mail client must be configured on your computer. If the device supports DUPLEX (both sides) mode, you can set this mode by checking the box. Removing a device Select the device from the list and click the minus sign or REMOVE.
To confirm you want to remove the device, click Yes. To cancel the removal operation, click No. The device is no longer displayed in the list.
Note: The following tabs are only shown when the multifunction terminal is connected to the terminal. The LINKS tab of the Monitor gives access to the dedicated site and to the pages for displaying and changing the software parameters. To close the Monitor, click OK or the cross on the top right of the window. the PARAMETERS link opens a dedicated web page which displays information relating to the parameters of the terminal.
The STATUS link opens a dedicated web page which displays the status of the multifunction terminal, The DIRECTORY link opens a web page dedicated to managing the directory, - 32 -
When the software is installed, two printer drivers are installed on your PC: • Laser MULTIFUNCTION: for printing your documents on the terminal. • COMPANION SUITE FAX: for faxing a document from an application. PRINTING ON THE MULTIFUNCTION TERMINAL To print a document on your terminal from your PC, proceed as for any normal print operation under Windows (use the PRINT command from the FILE menu of the application currently open on the screen). Select the LASER MULTIFUNCTION printer.
• Under Windows 2000 and XP: START>PARAMETERS>PRINTERS AND FAX MACHINES>LASER MULTIFUNCTION>Select the printer, right click and choose >PROPERTIES>PRINT OPTIONS... Note: If your device does not have a duplex module, you can specify this in the printer installation parameters so as to adapt the printer options which may be accessed. START > PARAMETERS > PRINTERS AND FAX MACHINES > LASER MULTIFUNCTION > Select the printer, right click and choose > PROPERTIES > DEVICE PARAMETERS > INSTALLATION OPTIONS.
FRENCH Note: Whatever the installation parameters, the duplex print options have no effect if your device does not have a duplex module. FAXING A DOCUMENT FROM AN APPLICATION This function is carried out using the COMPANION SUITE FAX printer. For more details, please refer to paragraph Sending a document from an application.
ANALYZING A DOCUMENT There are two ways of analyzing a document, either using SCAN TO or directly from an application. SCAN TO The SCAN TO function starts up • by pressing the ScanTo button on the device or by clicking the following icon in the MF Director window: ScanTo starts scanning the document and saves it in a scan folder in the PaperPort directory, then opens PaperPort. If PaperPort is not installed, the image is saved on the desktop.
Note: To use a touch-up program other than that supplied on the installation CDROM, it must be compatible with the TWAIN standard (most programs are compatible). Run the image touch-up program then run the acquisition command. The following window is displayed. Pass-through scanner Flatbed scanner Select the scanner to be used (flatbed or pass-through). Set your parameters (contrast, resolution, etc.) before starting the scan. Once scanned, you can archive or touch-up the document.
THE ADDRESS BOOK You use the Address book to save the phone numbers of your usual contacts. This function makes it easier for you to enter the number of your contact when requesting to send an SMS or fax. If you want, you can print the list of numbers saved in the Directory. You can also create groups of contacts in the address book. This enables you to group contacts together, for example in the same company or department, to whom you frequently send common documents.
The data entry window for the contact's details is displayed. Enter the name of your contact, their fax or GSM number, their fax transmission speed, associated shortcut key, e-mail address and default send format (PDF or image). Press OK. The new contact is added to the list. ADDING A GROUP TO THE TERMINAL'S ADDRESS BOOK Click the ADDRESS BOOK link in the MF DIRECTOR window. Select the address book for the terminal. - 39 - FRENCH Press NEW and select CONTACT from the menu displayed.
Press NEW and select GROUP from the menu displayed. Enter the name of the group. The group can include contacts in the address book or new contacts. Case 1: the members are in the address book. Press the SELECT MEMBERS button. The selection screen is displayed. Select a contact or a group in the ADDRESS BOOK area, press the can also add a contact to the group by double clicking it directly). Press OK. button (you Case 2: you want to add new contacts.
The new group is added to the list. MANAGING THE ADDRESS BOOK When you are in the directory, you can do the following: • Print the list of contacts in your address book, • Delete a contact or a group from your address book, • Look for a contact or a group in the address book by entering the first few letters of the name, • View the record of a contact or group if you want to change it. Changing the information for a contact Select the contact you want to change. Click PROPERTIES.
IMPORTING OR EXPORTING A DIRECTORY Importing a directory Importing a directory avoids the need to enter contacts one by one. Select IMPORT from the FILE menu in the ADDRESS BOOK window. Select the file to be imported and press OPEN. Saving your address book This function allows you to save your address book to a file. Select EXPORT from the FILE menu in the ADDRESS BOOK window. Enter the name of the file, select its destination folder and press SAVE.
FRENCH FAX COMMUNICATION Use fax communication to: • Send documents from one of your terminal's scanners, from the disk or from the screen as faxes, • Receive faxed documents, • Track communications using the Outbox, Inbox, Sent items, Send log and Reception log. Parameters are available to change how your terminal deals with fax communication. You can change these parameters to adapt fax communication to your requirements; to find out how, please refer to paragraph Fax parameters.
Key Action 1 Create a new fax 2 Delete a fax from one of the folders of the Fax manager. For the SEND LOG and RECEPTION LOG, this command has the effect of deleting the whole log. 3 Print a fax from one of the folders of the Fax manager. 4 View a fax using the Viewer. 5 Access the address book. 6 Stop the transmission of a fax (only active for the outbox). 7 View all faxes present in the fax manager folder selected. 8 Preview faxes. 9 Fax manager folders.
FRENCH Click NEW then FAX. In the SOURCES area, select SCANNER if your document is in paper format or MEMORY if the document is a computer file located on your hard disk (this file must be in TIFF or FAX format). To send your document to a contact, enter their number in the RECIPIENTS field and press the button or select a contact (or group) from one in the directory in the ADDRESS BOOK field and press the button.
Set any advanced options required (deferred send and resolution) in the ADVANCED OPTIONS tab To attach a cover page, select the COVER PAGE tab then check the WITH COVER box. Select the cover page you want to attach from the drop-down menu, or create a new one. For more information please refer to paragraph Cover page. PAGE Click OK to send your fax to all the contacts in the recipient list. Your send request can be viewed in the Outbox if required.
Select the COMPANION SUITE FAX printer and press OK. The fax send window is displayed. To send your document to a contact, enter their number in the RECIPIENTS field and press the button or select a contact (or group) from one in the directory in the ADDRESS BOOK field and press the button. Repeat this operation as many times as necessary (use the Remove button to delete a contact from the Recipient list). - 47 - FRENCH Select PRINT from the FILE menu of your desktop application.
Set any advanced options required (deferred send and resolution) in the ADVANCED OPTIONS tab To attach a cover page, select the COVER PAGE tab then check the WITH COVER box. Select the cover page you want to attach from the drop-down menu, or create a new one. For more information please refer to paragraph Cover page. PAGE Click OK to send your fax to all the contacts in the recipient list. Your send request can then be viewed in the Outbox if required.
The send and reception logs print automatically when their contents fill an A4 sheet. After this automatic print, the Terminal creates a new log. The Outbox The fax outbox contains the following: • Requests in process of sending, • Deferred send requests, • Requests which have already undergone several attempts at sending and which will soon be tried again, • Rejected requests (calls which have not succeeded), Requests are shown in the order in which they are executed.
Sent items Sent items holds all the faxes you have sent. Sent Items contains the following information: • Fax recipient, • Date the fax was created, • Date the fax was sent, • The size of the fax. Send log The Send log allows you to keep a history of fax communications (successful or rejected) dealt with by your terminal. The log is printed automatically when an A4 page is filled. Note: The DELETE button deletes the whole log and not only the message(s) selected.
FRENCH FAX PARAMETERS Accessing fax parameters Click the icon in the MF DIRECTOR window. Select OPTION > FAX from the TOOLS menu. Make the necessary settings by referring to the descriptions of the parameters below and press OK to confirm. Description of the LOGS AND REPORTS tab Field Description Automatic printing of a received document The fax is printed automatically when it is received. Print a reception report A reception report is printed for each fax received.
Field Description Print the send report A send report is printed when each fax is sent. Print the send log The log is automatically printed when it fills an A4 page. Description of the FAX PARAMETERS tab Field Description Sending speed Default transmission speed for faxes. Line number Number of the telephone line to which your terminal is connected Dialing prefix The Dialing prefix will be automatically inserted before the number before the fax is transmitted on this line.
Description ECM Corrects communication errors arising from interference on the line. This option enables the integrity of documents received to be guaranteed, but communication times may be a lot greater if the line has a lot of interference. Number of tries Number of times the Terminal is to try when the send fails. Interval between tries Time between two transmission attempts.
The window containing the cover page template you created is displayed: Click the icon to show the list of available fields.
Note: Adjust the size of the field boxes to make the text readable. When you have inserted the fields, save the cover page. This cover page may be selected from the COVER PAGE window in the fax send page. Description of the COVER PAGE tab - 55 - FRENCH To add a field, proceed as follows: - Select the field you want to insert by checking it in the list of available fields. Your mouse cursor changes to a "rubber stamp" icon. - Click where you want to put the field.
Field Description With the cover page This is either the default page or you may select the page you want. Sender You may enter information about the sender. Recipient: Name, Company, Department You may enter information about the recipient. If the word Auto is present in one of the fields, the field is updated during transmission if the recipient is in the directory, favorites, a group or a distribution list.
• Option (A) : Open the desired application to be used to produce the background (Word, Wordpad, etc.). Draw the background image then print this document on the "Companion Suite Fax" printer.
Add recipients to the list of recipients. Click the "Advanced options" tab and select Fine Resolution as shown below: Lastly, click the "Save draft" button in the bottom right corner (this is the button with the diskette icon). The background image is created in the C:\Program Files \ Companion Suite Pro LM \ Documents \ FAX \ Temporary folder with a .fax extension.
Add recipients to the list of recipients.
Lastly, click the "Save draft" button in the bottom right corner (this is the button with the diskette icon). The background image is created in the C:\Program Files \ Companion Suite Pro LM \ Documents \ FAX \ Temporary folder with a .fax extension. Whether option A or option B is used, you end up with a background image with .fax extension in folder C:\Program Files \ Companion Suite Pro LM \ Documents \ FAX \ Temporary. Î You can then go on to the second stage below.
SMSs are sent using the modem in your multifunction laser printer. For more details please refer to the user manual for your multifunction laser printer. Warning - The SMS service is dependent on country and operator. Your PC kit lets you easily process single or multiple-destination sends using distribution groups. Sends are tracked using the Outbox, Send log, and Sent items. You can optionally track receives using a reception log and Inbox.
Key Action 1 Write an SMS 2 Delete an SMS from one of the folders of the SMS manager. For the SEND LOG and RECEPTION LOG, this command has the effect of deleting the whole log. 3 Print an SMS from one of the folders of the SMS manager. 4 View an SMS using the Viewer. 5 Access the address book. 6 Stop the transmission of an SMS (only active for the outbox). 7 View all SMSs present in the SMS manager folder selected. 8 Preview SMSs. 9 SMS manager folders. 10 Device used for transmission.
Click the SMS ICON Click NEW then SMS. in the MF DIRECTOR window. Enter your message in the CONTENT OF THE MESSAGE field provided. You can use the buttons and "smileys" located to the left of the entry field to customize your message or insert the date and time automatically.
Set any advanced parameters required (for deferred send or to give a priority level to the SMS), by pressing the ADVANCED PARAMETERS button Click OK to send your SMS to all the contacts in the RECIPIENT LIST. Your send request can be viewed in the Outbox if required. RECEIVING AN SMS SMSs received arrive directly in the Inbox. When one is received, the icon appears at the bottom of the MF MANAGER window and the icon appears in the task bar. you can automatically print SMSs when they are received.
SMSs can be tracked by means of the: • Outbox, • Inbox, • Sent items, • Send log, • Reception log. These services give you precise information about the communication activity of the Terminal for both sending and receiving. The send and reception logs print automatically when their contents fill an A4 sheet. After this automatic print, the Terminal creates a new log.
Send log The Send log enables you to keep a history of SMS communications (both successful and rejected) processed by your terminal. The log is printed automatically when an A4 page is filled. Note: The DELETE button deletes the whole log and not only the message(s) selected. The send log contains the following information: • Recipient of the SMS, • Date the SMS was sent, • Status (sent, rejected, etc.). Reception log The Reception log allows you to keep a history of SMSs received by your terminal.
FRENCH SMS PARAMETERS Accessing SMS parameters Click the SMS ICON in the MF DIRECTOR window. Select OPTION > SMS from the TOOLS menu. Make the necessary settings by referring to the descriptions of the parameters below and press OK to confirm. Description of the "Logs and reports" tab Field Description Automatic printing of a received document The SMS is printed automatically when it is received. Print a reception report A reception report is printed for each SMS received.
OPTICAL CHARACTER RECOGNITION (OCR) PROGRAM Optical character recognition enables a file of data which can be used by desktop applications to be created from a paper document or an image file. Character recognition can only be done on printed characters such as those from a printer or typed text. However, you can ask it to keep a block of handwritten text (a signature for example) by enclosing it with a graphic type field. If you are not well-acquainted with the software, use the OCR wizard.
