HP Capture and Route (HP CR) User Guide
HP Capture and Route (HP CR) User Guide Reference number: 20120101 Edition: March 2012 2
Legal notices (c) Copyright 2012 Hewlett-Packard Development Company, L.P. Confidential computer software. Valid license from HEWLETT-PACKARD required for possession, use or copying. Consistent with FAR 12.211 and 12.212, Commercial Computer Software, Computer Software Documentation, and Technical Data for Commercial Items are licensed to the U.S. Government under vendor's standard commercial license. The information contained herein is subject to change without notice.
Revision history Table 1 Revisions Date Edition Revision March 2012 1 Version 1.
Contents Revision history ......................................................................................................................................................................4 Figures and Tables Figures................................................................................................................................................................ 7 Tables..........................................................................................................................
Contents 9 Using extensions for Microsoft SharePoint 9-1 Using a Routing Sheet with Microsoft SharePoint...................................................................................... 33 9-2 Creating a Scan Reservation in Microsoft SharePoint ............................................................................... 34 9-3 Opening a document in the End User Interface .........................................................................................
Figures and Tables Figures Figure 1-1 Scan and distribute from your PC .......................................................................................................... 8 Figure 1-2 Scan and distribute from the device ...................................................................................................... 9 Figure 1-3 Example of the HP CR Client with a list of messages .........................................................................
1 What is HP Capture and Route? The HP Capture and Route (HP CR) solution is a software application designed to work with HP multifunction peripherals (MFPs) as an integrated platform to: z Capture (scan) paper documents, collect document-related metadata, validate information, compress documents, and convert them into digital documents.
What is HP Capture and Route? Figure 1-2 Scan and distribute from the device Another option is to create a distribution list and/or a Routing Sheet on your PC, and then scan documents on the HP device. 1-2 HP CR access and features Three clients are used to access HP CR features: z HP CR Client – Use this PC application to conveniently create distributions, directly e-mail/fax electronic documents, access inbound documents, and more.
What is HP Capture and Route? 1-2-1 HP CR Client The HP CR Client includes a menu bar, options, and a main area in which you will typically see a list of messages, message dialog, or supplementary options dialog.
What is HP Capture and Route? Features available through the HP CR Client enable you to: z Review your Inbox, Outbox, and list of Sent Items (Message lists, 13) z Create personal or public distributions for scanning to a fax, e-mail, or folder (Distributions, 18) z Create and send messages to a fax, e-mail, or folder (Sending messages, 15) z Create Routing Sheets (Using a Routing Sheet, 23) z Set message options and general preferences (More options and preferences, 31) In addition, the My Files f
What is HP Capture and Route? 1-3 Microsoft SharePoint extensions HP CR enables Microsoft SharePoint users to import hardcopy documents into SharePoint libraries. You can: z Use a Routing Sheet z Create a Scan Reservation z Open a document in the End User Interface Once imported, you can browse through libraries to locate documents and use SharePoint enterprise search capabilities.
2 Organizing messages 2-1 Message lists Your Inbox, Outbox, and Sent Items are lists that display messages and applicable details (such as who sent or received a message, the subject, date and time, status, and number of pages transmitted). To view a list: 1. Open the HP CR Client. 2. Click Messages. 3. Click the option: Inbox, Outbox, or Sent Items. 4. Click a message to review details. You can also perform actions based on a specific list, as described for Inbox, Outbox, and Sent Items.
Organizing messages 2-3 Outbox Outbox presents a list of your jobs that are currently being processed by the HP CR server. You can: z Click New on the menu bar to create and send a new message. z Click Cancel on a selected job to stop processing. 2-4 Sent Items Sent Items presents a list of completed jobs. You can: z Click New on the menu bar to create and send a new message. z Click z Select a message(s) from the list by checking the box to the left of the message(s).
3 Sending messages You can send a message from: z Your PC, see Sending a message from the HP CR Client (15) z The HP device, see Sending a message from the HP device (16) 3-1 Sending a message from the HP CR Client Sending a message directly from the HP CR Client is also referred to as direct sending. You can send a message with optional attachments to a folder, printer, fax, or e-mail. Figure 3-1 Scan and distribute from your PC 1. Open the HP CR Client. 2. Click Messages. 3.
Sending messages z Fax – Enter the destination fax number in the Enter Fax Number field or click (if available) and select a fax destination from your Microsoft Outlook contacts and Global Address Book. Click z to add more information about the recipient, or click to verify the address is valid. E-mail – Enter the em-mail address in the Enter E-Mail Address field or click (if available) and select an address from your Microsoft Outlook contacts and Global Address Book. Click 6.
Sending messages z Scan to Me – Using the Scan to Me option on the device (29) z Scan to Folder – Using the Scan to Folder option on the device (30) z Scan to My Files – Using Scan to My Files on the device (26) 17
4 Distributions A distribution is a defined group of one or more recipients and associated routing rules. By creating a distribution, you avoid the need to manually enter recipients each time you want to send a document to the group. You can use: z Personal distributions (19), called “My Distributions,” that you create for your unique needs.
Distributions 4-1 Personal distributions 4-1-1 Creating a personal distribution 1. Open the HP CR Client. 2. Click Distributions. (My Distributions is selected by default.) 3. Click New on the menu bar. 4. Determine the type of recipient to add. In the Recipients section, select a Type and Format: z Network Folder – Select the format of the file you are sending to a folder. z Printer – The format automatically defaults to PDF (preferred format for printing).
Distributions NOTE: To clear a file from the list, click to the right of the file name. 10. In the Subject field, enter a subject for your distribution. Fax recipients will see this text on the cover page they receive from HP CR. E-mail recipients will see this text in the subject line of the e-mail they receive. 11. In the Comments field, enter any text to accompany your document. Fax recipients will see this text on the cover page they receive from HP CR.
Distributions 4-2 Shared distributions 4-2-1 Creating a shared distribution 1. Open the HP CR Client. 2. Complete the procedure for Creating a personal distribution (19), but do not save or title the distribution yet (the last two steps in that procedure). 3. Click Options on the menu bar. The Options dialog box appears. 4. On the General tab, select Publish as public. 5. Click OK to close the Options dialog box. 6. Click Save on the menu bar to save your distribution. 7.
Distributions 4. Load the document into the document feeder or place it on the exposure glass. (Use the exposure glass only if scanning a single page.) 5. Optionally, press Options or More Options (Using the More Options feature, 31) to change scan settings (such as parameters for control over document routing and formatting). 6. Press , Start, or Scan to begin scanning. A progress indicator will display. 7. Wait for the job to finish. (Alternatively, press Cancel or Cancel Job to stop scanning.
5 Using a Routing Sheet An HP CR Routing Sheet is a special page with a barcode containing the distribution instructions for your document. You can create the Routing Sheet using the HP CR Client interface and specify: z Who should receive your document z What communications channel to use (fax, e-mail, folder, or printer) z Any optional format conversions required for each recipient A Routing Sheet makes it easy to identify the documents ready for scanning, much like a traditional fax cover page.
Using a Routing Sheet 5-1 Creating a Routing Sheet 1. Open the HP CR Client. 2. You create a Routing Sheet based on a distribution. Do one of the following: z Open an existing distribution: Click Distributions. Click to open a distribution on the list. z Create a new distribution. (Creating a personal distribution, 19) 3. Click View RS on the menu bar to launch your default PDF reader and display a copy of the Routing Sheet associated with the distribution. 4. Print the Routing Sheet. 5.
6 Using My Files You may want to scan and convert documents for your own purposes without distributing to anyone else. However, you may have requirements for secure, auditable storage of such documents. The HP CR My Files feature lets you quickly create a Routing Sheet or use a button on the HP device display panel to route your scan directly to your personal HP CR folder. NOTE: Your system administrator manages the storage in My Files and may set a storage time limit.
Using My Files 6-2 Using Scan to My Files on the device Using the Scan To My Files option, the device delivers the scanned document to the HP CR server, which sends it as an electronic file to the “My Files” folder on the HP CR Client. 1. Assemble your document and go to the device. 2. Press Scan to My Files. (If this option is not visible, find it using the scroll bar.) 3. If prompted, enter user login information to access your My Files options. 4.
Using My Files NOTE: If you select a DOC, RTF, or TXT format, HP CR converts any image files so they are editable and searchable. (PDF formats are searchable only.) Options that display the letters OCR indicate the system will perform optical character recognition. This means HP CR will read the scan and determine how letters and characters translate to text. Handwritten text is not recognized but will remain a part of your document as an image. 6.
7 Scanning to a fax or folder 7-1 Using the Fax Option on the device When you enter a fax number and scan your document using the Fax option, the device delivers the document to the HP CR server, which sends the fax to intended recipients. By default, fax scans are performed in black and white, since documents cannot be delivered via fax communication in color. Figure 7-1 Using the Fax option 1. Assemble your document and go to the device. 2. Press Fax.
Scanning to a fax or folder 6. Optionally, press Options or More Options (Using the More Options feature, 31) to change scan settings (such as parameters for control over document routing and formatting). 7. Press , Start, or Scan to begin scanning. A progress indicator will display. 8. Wait for the job to finish. (Alternatively, press Cancel or Cancel Job to stop scanning.) When transfer is complete, a message indicates the job status. 9. To scan another document using the same Fax option, press Back.
Scanning to a fax or folder 7-3 Using the Scan to Folder option on the device Using the Scan to Folder option, the HP CR server sends the document to a folder predetermined by your system administrator. Figure 7-3 Using the Scan to Folder option 1. Assemble your document and go to the device. 2. Load the document into the document feeder or place it on the exposure glass. (Use the exposure glass only if scanning a single page.) 3. Press Scan to Folder.
8 More options and preferences 8-1 Using the More Options feature When working with a new message or new/existing distribution, HP CR provides options to control document formatting and routing. Click Options on the menu bar and the Options dialog box appears. It may include the following tabs and options (not all options are available for every HP CR function): z z z General – Applies to distributions only. z Routing Sheet Style – Specify the style as Simple or Standard.
More options and preferences 8-2 Setting preferences You can set general preferences for use with HP CR. All settings are optional. 1. Open the HP CR Client. 2. Click Preferences. 3. Review your user information. By default, this information is acquired from your domain login. 4. Click Add Subscriber to choose shared distributions that you want to subscribe to and use. You can subscribe to multiple distributions. NOTE: A user can create distributions to share with other users by designating them as Public.
9 Using extensions for Microsoft SharePoint HP CR enables Microsoft SharePoint users to import hardcopy documents into SharePoint libraries. The process is driven from the native SharePoint user interface screens and menus. Based on a user-selected format, HP CR converts scanned documents into text-searchable format (PDF or DOC), and then saves the resulting document into the proper SharePoint library, fully profiled and stored alongside other electronic content.
Using extensions for Microsoft SharePoint 6. Print the Routing Sheet and use it for scanning hardcopy documents (Using the Routing Sheet option on the device, 24). Optionally, save it for later use. 9-2 Creating a Scan Reservation in Microsoft SharePoint A Scan Reservation is the instruction to submit electronic or hardcopy documents to HP CR for uploading to the Microsoft SharePoint repository where they are stored in the appropriate location.
