HP DIGITAL SENDING SOFTWARE 5.
HP Digital Sending Software 5.
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Table of contents 1 Introduction to Digital Sending .......................................................................................................................... 1 Digital sending overview ....................................................................................................................... 2 Introduction to DSS .............................................................................................................................. 3 Advantages of DSS ....................
Replicated LDAP Address Book ....................................................................... 20 Accessing the Address Books from the device control panel ........................... 20 3 Installation and configuration .......................................................................................................................... 23 Planning the DSS deployment ...........................................................................................................
Authentication methods .................................................................... 57 Configure the Device ......................................................................................... 63 General Device configuration ............................................................................................ 63 General subtab .................................................................................................. 64 Addressing subtab ...........................................
DSS templates ................................................................................................................... 99 Create a template ............................................................................................ 100 Use the Template Configuration tab to manage templates ............................. 101 Template groups ............................................................................. 102 Template list ...............................................................
1 Introduction to Digital Sending This chapter contains the following topics: ENWW ● Digital sending overview ● Introduction to DSS ● Embedded Digital Sending vs DSS ● DSS vs Web Jetadmin 1
Digital sending overview HP Digital Sending technology offers a fast, simple, and reliable way to capture valuable information from paper-based documents and convert it to a digital format, which can be further processed and routed to a number of different destinations.
Introduction to DSS This section contains the following topics: ● Advantages of DSS ● Features overview ● Supported devices Advantages of DSS The HP Digital Sending Software (DSS) extends the embedded Digital Sending functionality of supported devices by adding the following capabilities: ● Routing e‑mail through a central point (the DSS server), which simplifies SMTP security management in environments with Access Control List security.
Routing e‑mail through the DSS server simplifies SMTP security management in environments with Access Control List security on the SMTP gateways. ● ● ● ◦ SMTP gateway redundancy. Multiple SMTP gateways for redundancy in delivering e‑mail jobs. ◦ Encrypted e‑mail channel. DSS can provide a secure e‑mail channel using SMTP over SSL. Fax ◦ Manage analog fax settings.
Supported devices DSS supports most recent high-end HP multifunction devices, Digital Senders, and some ScanJet products. This document refers to these devices as DSS-enabled devices. For a list of all compatible products currently available, see Table 3-4 Device firmware requirements on page 28. For an up to date list of supported devices, go to www.hp.com/support/dss.
Embedded Digital Sending vs DSS There are two ways to implement Digital Sending: 1. Embedded Digital Sending. Embedded Digital Sending indicates device-specific Digital Sending capabilities. These Digital Sending capabilities are embedded in the firmware of the DSS enabled device. Embedded Digital Sending includes capabilities such as e‑mail and fax. 2. Digital Sending Software (DSS). DSS is a software service running on a network that expands the existing embedded capabilities of DSS enabled devices.
Table 1-1 Feature comparison (continued) Area Feature Addressing Direct LDAP Other Pre-FutureSmart FutureSmart Replicated LDAP DSS DSS Public Address Book DSS DSS Personal Address Books DSS Exchange Contacts DSS Local Address Book E E Optical Character Recognition (OCR) DSS DSS*** Workflow DSS DSS Configurable metadata DSS DSS FileNet integration DSS DSS Single point for e‑mail routing DSS DSS SMTP gateway redundancy DSS DSS SMTP over SSL DSS Quick Sets NA Compact P
8 ● ** — Not available on the HP ScanJet Enterprise 7000n Document Capture Workstation. ● *** — Enterprise ScanJet products and MFP workflow products have this feature available both embedded in the product firmware and when managed by DSS.
DSS vs Web Jetadmin HP Digital Sending Software and HP Web Jetadmin are two different software products available from HP with very different value propositions. However, while the products are different there is still some overlap in functionality. The purpose of this section is to provide a basic understanding of the differences between DSS and HP Web Jetadmin. HP Web Jetadmin is a fleet management tool designed to manage printers, including DSS-enabled, multifunction devices, on a network.
10 Chapter 1 Introduction to Digital Sending ENWW
2 Theory of operations This chapter contains the following topics: ENWW ● Components ● Understand DSS data structures ● Understand licensing ● Understanding DSS Address Books 11
Components Figure 2-1 DSS Components DSS can be viewed as a system that consists of a number of components, where each component provides a specific set of features that allows the system to function as a whole. The above diagram shows the DSS components and how they are connected. The following covers each of these in detail. Configuration Utility The role of the Configuration Utility is to act as a management console for DSS.
Figure 2-2 Configuration Utility Remote Configuration Utility The Remote Configuration Utility is a version of the Configuration Utility that is designed to install and operate on a remote computer. Using the Remote Configuration Utility allows DSS configuration across the network. 1. Launch the Configuration Utility. 2. Click Another Computer. Figure 2-3 Remote Configuration Utility 3. Type in the network name of the DSS server. 4. Click OK.
Internally, the DSS service is divided into several subcomponents and has dependencies. The below figure shows this at a high level: Figure 2-4 DSS Service Architecture DSS-enabled device DSS-enabled devices are the HP MFPs, Digital Senders, or ScanJet products that support DSS. These devices allow end-users to make use of DSS functionality by scanning to the various destination types, using the address book etc. For a complete list of supported devices, see Supported devices on page 5.
Figure 2-5 OCR engine The figure above shows the process flow for OCR processing in DSS. When DSS receives a job that requires OCR processing, it invokes the I.R.I.S. OCR engine using COM (Component Object Model). The image data/document is transferred together with control parameters, such as the required output file type. Once OCR processing is completed, the searchable document is passed back to DSS which delivers the document to the destination.
Local Data Store The Local Data Store is the series of files located in the DSS installation directory, which is used to store the DSS configuration data, device information, and debug logs. This is also where the job queue resides. Table 2-1 Local Data Store – Technical Detail Technical detail Default installation folder: C:\Program Files (x86)\Hewlett-Packard\HP Digital Sending Software 5.
Understand DSS data structures The following describes the different types of data that makes up the DSS system and where they are stored. Table 2-2 DSS data Component Location Description Job logs Database Job logs for all devices are stored in the DSS database. Error logs Database and Windows Event Log The error logs show system events for information, warning and error conditions such as service stop and security audit.
● License activation and rehosting Licensing requirements DSS server software does not require a license to operate. A license seat is required for each device which is managed by DSS. Licenses can come in bundles of 1, 5, 10, 50, and 250 seats. Licenses can be combined in a DSS server in any combination up to 1000 seats. Trial license When DSS is first installed on a new server it comes with a sixty day, fifty seat trial license.
Understanding DSS Address Books DSS can maintain several different address books to make available to the devices maintained by DSS. This section will explain the different types of address books and when the addresses from each are available to users at a device control panel. Address Book Manager The Address Book Manager, or ABM, is a feature within DSS that allows for the management of several of the DSS address books. It is started from the Addressing tab of the Configuration Utility.
Replicated LDAP Address Book DSS is capable of replicating address information from an LDAP server into the DSS database. This allows users to access these addresses via the DSS server instead of directly from the LDAP server at job creation time, offloading some load from the LDAP server to DSS. A replication schedule can be configured to collect addresses at regular intervals to keep the replicated data synchronized with the LDAP server data.
Table 2-3 Accessing Address Books form a FutureSmart MFP (continued) View Non Signed-In user Signed-in User Local View Private MFP Guest Private MFP Guest Personal View Private MFP User + Personal MFP User Table 2-4 Accessing Address Books from a pre-FutureSmart MFP View Non Signed-In user Signed-in User All View Public + LDAP + Private MFP Guest Public + LDAP + Private MFP User + Personal (when configured) + Private MFP Guest Local View Private MFP Guest Personal View ENWW Private MFP Use
22 Chapter 2 Theory of operations ENWW
3 Installation and configuration This chapter contains the following topics: ENWW ● Planning the DSS deployment ● Installation ● Configuration 23
Planning the DSS deployment This section contains the following topics: ● System and environment requirements ● System security requirements for using DSS System and environment requirements This section contains the following topics: ● Software requirements ● Temporary jobs folder ● Hardware requirements ● Device firmware requirements ● Multiple DSS servers ● Port requirements Software requirements The following table shows the server software requirements.
Table 3-1 DSS software requirements (continued) Area Requirements External database Compatible databases which can be used if you choose not to install the default DSS database: Miscellaneous ● Microsoft SQL Server 2005 (full or express versions) ● Microsoft SQL Server 2008 (full or express versions) ● Microsoft SQL Server 2012 (full or express versions) .NET Framework 3.5 and 4.0 NOTE: If the .NET Framework 4.
Hardware requirements DSS hardware requirements vary with the load put upon the system. The primary load is due to processing of jobs that come in from devices. It is strongly recommended that DSS run on its own server with no other server applications running. If other applications do run, they will also use system resources, and the resources used for those applications must be added to the consideration for resource usage by DSS when deciding what hardware is needed by the DSS server.
Table 3-3 Recommended hardware configurations for load scenario (continued) ENWW Load scenario Processor Memory Free disk space for Installation Free disk space for temporary job files Network bandwidth Medium 2 core x2 GHz 2 GB 1 GB 100 MB 100 Mb/s High 4 core x2 GHz 2 GB 1 GB 100 MB 100 Mb/s Planning the DSS deployment 27
Device firmware requirements To support DSS features, some devices require a minimum revision of firmware. Over time, as new features become available in DSS, it may be required to update the device firmware for compatibility. These changes will be documented in detail in the DSS release notes. Table 3-4 Device firmware requirements Model number Minimum firmware revision Firmware date Firmware version HP LaserJet 4345MFP 09.220.7 12/8/2010 N/A HP LaserJet 4730MFP 46.300.
Multiple DSS servers There are several reasons for considering using multiple DSS servers: ● If there are more than 1000 products to be managed, then more than one server is necessary. ● If the load on any one server is too great for its hardware capability. This can happen if many devices are regularly sending very large jobs, if OCR is used frequently, or if network bandwidth is limited.
Port requirements DSS 5.0 uses a number of industry standard network protocols and their corresponding TCP and UDP ports in order to facilitate its Digital Sending functionality, such as Send to E‑mail, Send To Folder, Authentication, and LDAP Replication. This section gives an overview of which ports are used in different configurations. In its most basic configuration, DSS 5.0 requires ports 1783, 5213, 7627, and 161 to function.
Table 3-5 Ports used by DSS 5.
Summary In its most basic configuration, DSS 5.0 requires ports 1783, 7627, and 5213 to function. At installation, DSS will register itself with the desktop firewall to ensure connections are allowed on these ports. Administrators can refer to the matrix in this document to determine which ports are required for their specific configuration of DSS 5.0.
● ◦ HKEY_CURRENT_USER\Software\Hewlett-Packard\HP Digital Sending Software ◦ HKEY_LOCAL_MACHINE\SOFTWARE\Hewlett-Packard\HP Digital Sending Software 5.00 ◦ HKEY_LOCAL_MACHINE\SYSTEM\CurrentControlSet\Services\HTTP\Parameters \SslBindinginfo Users must also have permission to host a service on port 7627. The following command can be used to give this permission to a Windows group. The group should be given permission and non-administrator users should be made members of this group.
Like the Admin User, the Config User’s password ships as blank as a factory default. The password can be set within the EWS in the same location as the Admin User’s password. These are set on the Security Tab in the General Security section. Unlike the Admin user however, the Config user is inactive if the password blank. This user is only activated when the password is configured within the EWS. See the screenshot below.
Figure 3-2 DSS common and device-specific credentials flow Set the DSS common credentials 1. ENWW Click the Device Sign In button in the Configuration Utility.
2. In the Administrator credentials are required dialog, use “admin” or “config” for the Username field, and then enter and verify a password in the Password and Verify Password fields. Figure 3-3 Set the DSS common credentials 3. 36 Click the Apply button to set the common credentials.
Installation This section contains the following topics: ● Pre-installation checklist ● Installer screens and options Pre-installation checklist 1. Review the hardware and software requirements for the DSS server. See System and environment requirements on page 24 for more information. 2. Verify that devices planned for connection to DSS have the minimum required firmware. 3. If you are upgrading from a previous version of DSS, make a backup of the existing configuration.
4. The License Agreement screen appears. Click Print to print a copy of the license agreement. Click I do not accept the terms in the license agreement, and then click Next to cancel the installation. After reading the license agreement, click to select I accept the terms in the license agreement, and then click Next to continue the installation. Figure 3-5 Software Installation – license agreement (2 of 11) 5. The Destination Folder screen appears.
6. The Windows Firewall Configuration screen appears. Click to select the Allow DSS Installer to open the required ports in Windows Firewall. check box, and then click Next to continue. Figure 3-7 Software Installation – firewall configuration (4 of 11) 7. The External Database Configuration screen appears. This screen allows for a database other than the default Microsoft SQL Server database installed by DSS to be used with DSS.
Figure 3-9 Software Installation – external database configuration (6 of 11) b. The HP DSS 5.0 External Database Configuration Tool screen appears. Figure 3-10 Software Installation – external database configuration (7 of 11) The following settings are required for configuring an external database: ● 40 Create database using area: Enter values for the User name and Password fields. These credentials are used by DSS to configure databases for DSS use.
initial database configuration. Enter the credentials for a SQL-authorized user account, not a Windows-authorized user account. The “Create database using” user must have, as a minimum, the following roles in SQL Server: ● ◦ Server role: public ◦ Database roles for the two DSS databases: db_owner The Access database using area: Enter values for the User name and Password fields.
The Configuration preview field displays the connection strings for the machine and customer databases as the connections strings are being entered. When the HP DSS 5.0 External Database Configuration Tool is opened after the initial configuration, the Configuration preview field displays the saved connection string settings. ● ● ● 8.
9. The Microsoft SQL Server 2008 Setup Progress screen displays the installation progress for the SQL server. The DSS install program will install the IRIS OCR engine, an instance of SQL Server (unless an external database is to be used), and then the DSS software itself. If the install program detects that some necessary OS components are missing, such as .NET 3.5, it will also install those components. Figure 3-12 Software Installation – SQL Server setup progress screen (9 of 11) 10.
11. When the installation completes, the InstallShield Wizard Completed screen appears. Based on your configuration and the options installed, a reboot of the DSS server might be required. Click the Launch HP Digital Sending Software 5.0 check box to launch the software when the installer closes. Click the Show me the readme file check box if you want to see the product readme file when the installer closes.
Configuration The HP Digital Sending Software (DSS) executes as a Windows service and allows users to scan documents at DSS-enabled devices, and send the scanned images to various types of destinations (such as e‑mail, fax and folder). This software package includes a Configuration Utility that allows you to set up DSS features in a way that works best in your environment. Each DSS feature must be configured before it is available for use on DSS-enabled devices.
Figure 3-15 Configuration Utility elements Table 3-6 Configuration Utility elements Callout Component Description 1 Exclamation point An exclamation point (!) next to the name of a tab indicates that required data for that feature has not been supplied, or that some data is invalid. If an exclamation point exists on any tab you must navigate to that tab and change the settings so that the exclamation point is removed.
Figure 3-16 General tab – DSS Configuration Utility 2. In the Licenses section, click Add.... The Add License dialog box appears. Figure 3-17 Add License dialog box 3. Type in the 20-digit license key code for the license you are installing, and then click OK. 4. The new license appears in the Licenses list and the Seats field updates to reflect the additional seats provided by this license. Remove licenses In rare instances it is necessary to remove licenses from the DSS server.
Figure 3-18 General tab – DSS Configuration Utility 2. In the Licenses section, click the license you want to remove, and then click Remove. 3. The license is removed from the Licenses list and the Seats field updates to reflect the current number of seats provided by any remaining licenses.
Backup and Restore Backup Figure 3-19 DSS Backup Click the Backup button on the General tab of the Configuration Utility to reveal the DSS backup dialog box. The DSS Backup backs up DSS data stored on the DSS server. The DSS Backup does not include data which is stored on the devices themselves. When a device is opened for configuration via the Device Configuration tab of the CU, DSS displays device data that is not backed up.
Restore Figure 3-20 DSS Restore Administrators may access the Restore functionality in the CU by selecting the Restore button in the General tab. The Restore function first prompts the administrator to select a DSS backup file from the file system. The DSS Restore dialog box appears when the administrator selects a backup file. Administrators must provide an encryption key for encrypted backup files. This is the same encryption key provided at the time the backup file was created.
Figure 3-21 Device Configuration tab 1 2 3 4 5 7 8 9 10 6 11 The Device Configuration tab contains the following elements. Table 3-7 Device Configuration tab ENWW Callout Component Description 1 Group List Use this list to organize the devices using the DSS service. ● Add Group. Click to create a new group. ● Remove Group. Click to remove a group. ● Rename. Click to change a group name.
Table 3-7 Device Configuration tab (continued) Callout Component Description 2 Device List This list shows the individual devices using the DSS service as well as the features that are enabled or not enabled on each device.
Figure 3-22 Device Configuration tab 2. Click Add Device.... The Add Devices dialog box appears. Figure 3-23 Add Devices dialog box 3. If you know the hostname or TCP/IP address of the device, you can type it in the Hostname or IP Address text box under Manually enter a device's network name heading. Click the rightarrow > or press the Enter key to add the device to the Device List.
Figure 3-24 Device Configuration tab 2. In the Device List, click to select the device you want to remove, and then click Remove Device. The Remove Device dialog box appears. Figure 3-25 Remove Device dialog box 3. Click Yes to remove DSS-enabled devices. Device configuration After adding a new device (or group of devices), use the following procedure to configure the Digital Sending features for the device or group. 1.
4. On the General tab, server administrators name, phone number, e-mail address, and optional location. 5. On the Authentication tab, click to select the check box for the authentication method you want to use to enable authentication for the selected device. Select the check boxes next to the features that are being enabled. Enabling authentication requires the user to log in before using the selected features. Select the network domain from the Default Domain drop-down menu. 6.
Table 3-8 Device List icons (continued) Icon Description The device was seized by another computer that is running the Configuration Utility. The TCP/ IP address of the other computer is available under the Status heading on the Device List. To reclaim ownership of a seized device, right-click the crossbones icon and click OK in the two dialog boxes that appear. DSS is unable to establish communication with the device and the settings are unknown.
Remove devices from a group 1. Right-click on a device and select Remove. 2. Click Remove from Group. Authentication Authentication is a security feature that requires users to provide a network username and password before using Digital Sending features. Authentication can be turned on or off for individual features within each device that DSS supports. NOTE: At no time are the credentials that are used to authenticate at the device written to either the DSS server or the device hard disk.
Figure 3-27 Authentication tab – LDAP Server 1 2 3 The LDAP Server option on the Authentication tab contains the following elements. Table 3-9 Authentication tab – LDAP Server 58 Callout Component Description 1 Authentication method Select LDAP Server from the drop-down menu.
Table 3-9 Authentication tab – LDAP Server (continued) Callout Component Description 2 LDAP Sign In Setup Use the following fields to set up the sign-in method. Provide the appropriate LDAP attribute name for your environment. ● LDAP Server address ● Port number NOTE: Select Use a secure connection (SSL) to enable an SSL (Secure Sockets Layer) connection.
Figure 3-28 LDAP authentication Encrypted using SSL 2. User credentials (simple bind) 3. Authentication result 1. User credentials (DSMP-encrypted) 6. Authenticated user’s e-mail addresses 4. LDAP query 5. Query results HP DSS server LDAP server Microsoft Windows When a user signs-in for Windows authentication, they provide a domain, user name, and password. DSS communicates with the domain controller associated with the domain provided by the user to authenticate the user.
Table 3-10 Authentication tab – Microsoft Windows (continued) Callout Component Description 2 Windows Sign in Setup (Kerberos and NTLM) Click Add to add domains to the Trusted Domains list. Click Remove to remove domains from the list. Select the Default Windows Domain from the drop-down menu. Use the following fields to set up the sign-in method.
Figure 3-30 Windows Active Directory authentication 1. User credentials (DSMP-encrypted) 6. Authentication user’s e-mail address 5. Query results 4. LDAP query LDAP server 2. User credentials (API-encrypted) HP DSS server 3. Authentication result (API-encrypted) Domain controller Windows Two Server authentication DSS can be configured to use an LDAP database other than the Active Directory database for user data retrieval.
Configure the Device Figure 3-31 Authentication subtab – Configure Devices tab set The Authentication subtab on the Configure Devices tab set contains the following elements. Table 3-11 Authentication subtab — Configure Devices tab set Callout Component Description 1 Sign In and Permission Policies Requires Sign-In: To require that a user must sign-in to use a feature in the device, check the Requires Sign In checkbox in that feature's row.
● Log subtab ● Preferences subtab For information about the remaining tabs, see the following topics: ● Table 3-11 Authentication subtab — Configure Devices tab set on page 63 ● Fax subtab — Configure the Device on page 78 ● Table 3-18 Send to Workflows subtab – Configure Devices tab set on page 89 General subtab Figure 3-32 General subtab in the Configure Devices tab set 1 The General subtab in the Configure Devices tab set contains the following elements.
Addressing subtab Figure 3-33 Addressing subtab on the Device Configuration tab set The Addressing tab is used to configure a device's ability to get address information directly from an LDAP server, without the use of DSS. This direct device addressing can be used whether or not DSS LDAP replication is enabled. Any addresses collected directly by the device will be merged with addresses from DSS address books for the user to select from at the control panel.
Log subtab The Log subtab on the Configure Device tab set displays the job log information for jobs sent from that device. Figure 3-34 Log subtab in the Configure Devices tab set Preferences subtab The Preferences subtab is only available on pre-FutureSmart devices. Figure 3-35 Preferences subtab in the Configure Devices tab set 1 2 The Preferences subtab contains the following controls.
Table 3-13 Preferences subtab on the Configure Devices tab set Callout Component Description 1 Default Scanner Settings Use Default Scanner Settings to set the default settings for document size, expected page content, and duplexing: ● Original Size ● Optimize Text/Picture ● Original Sides NOTE: On FutureSmart devices these settings are set individually for each send feature – e-mail, fax, folder, and workflow.
Table 3-14 Send to Folder tab Callout Component Description 1 Predefined folders The Predefined folders list shows the folders as they are added to the DSS service. These folders are available at the device. The Display name, UNC Folder path, and Credentials for each folder are listed here. The following controls are also available for configuring the folders. 2 Credentials to Access Public Folders ● Add. Click to add a new folder ● Edit. Click to edit settings for the selected folder. ● Copy.
Figure 3-37 Add a Predefined Folder screen 1. ENWW Click the Add button to open the Add Network Folder Path screen.
Figure 3-38 Add Network Folder Path screen 70 2. Click the Browse button to select a folder path. 3. Select the credentials that should be used to gain access to the folder in the Authentication Settings section. Click to select Use credentials of user to connect after Sign-in at the control panel to use the credentials of the user when logged into the device.
8. Repeat steps 1 through 7 to add more folders. 9. Click the OK button to save the folder settings. Configure the Device In the Configuration Utility, use the Send to Folder subtab on the Device Configuration tab set to set up the Send to Folder feature on the device. Configure the device to use Send To Folder 1. Click to select the Enable Send to Folder check box on the Send To Folder subtab on the Configure Devices tab set. 2.
Figure 3-39 E‑mail tab 1 The E‑mail tab contains the following elements. Table 3-15 E‑mail tab Callout Component Description 1 Outgoing E‑mail Server (SMTP) Gateway Server Use the Outgoing E‑mail Server (SMTP) Gateway Server to manage e‑mail servers for the DSS server. The e‑mail servers are listed here by priority. Use the up and down arrows to move e‑mail servers up or down in the list. The following controls are available for configuring the e‑mail servers. ● Add.
Figure 3-40 The E‑mail tab 2. Click Add. The Add SMTP Gateway dialog box appears. Figure 3-41 Add SMTP Gateway dialog box 3. Type the host name or TCP/IP address of the SMTP server in the Server Name or Address field. -orOr click Auto Find to find all of the SMTP servers on the network. A list of SMTP servers appears. Select one or more SMTP servers and click OK. 4.
● Fax: send faxes when the fax send method is set to Internet Fax. Since the Send to Fax feature also uses an e-mail interface, checking this box indicates the SMTP server being configured can be used for both Send to e-mail and Send to Fax. ● Split e‑mails if larger than (MB). Use this control to set a maximum file size for the specified SMTP gateway. If an e‑mail attachment exceeds the specified file size, the attachment is divided into two or more smaller attachments. ● Send a test e‑mail to.
Analog fax DSS can be used to configure the settings for the embedded analog fax modem in a device. Use the Send to Fax tab in the Device Configuration interface to configure these settings on individual devices. Digital fax Digital Fax is the name for a process where the original file is scanned and digitized before it is sent to its destination via a fax modem.
Figure 3-42 Fax tab – Internet fax option To configure Internet fax With an Internet fax service, faxes are sent in e‑mail. When using DSS, the user specifies a fax number at the device, and then the software creates and sends the e‑mail behind the scenes. 1. On the DSS server, open the Configuration Utility and click the Fax tab. 2. Select Internet Fax from the Fax Send Method drop-down list. 3. Set up the Outgoing E‑mail Server (SMTP) Gateway Server. Click the Add...
8. Select the check box to use the authenticated user's e‑mail address as the return e‑mail address. If the device user's e‑mail address is not available, the Default Fax Account E‑mail Address e‑mail address is used. NOTE: If you select this option, the user's e‑mail address must be registered with the Internet fax service provider in order to fax successfully. 9. Click Apply to save the Internet fax settings. LAN fax DSS uses a shared folder interface to communicate with a third party LAN Fax vendor.
7. Complete the Dialing Settings section by typing in the values you want to use in the Maximum Retry Attempts and Retry Interval (minutes) text boxes. 8. Complete the Input Settings section by selecting the values you want to use in the Notification and Error Correction Mode drop-down menus. Type in the value you want to use in the Notification Timeout (minutes) text box. 9.
The available destinations for workflow are: ● Folders ● FTP sites ● SharePoint® ● Printers Metadata files are not created and printed for send to printer workflows. Some reasons to use send to printer are: ● When printing a file scanned at a scanner only device ● When printing a file to a color printer that was scanned at a device with a color scanner but only a mono printer Workflow organizational structures Workflows are arranged in an hierarchical fashion. The top-most level is Groups.
Figure 3-44 The Workflows tab 1 Table 3-16 Workflows tab Callout Component Description 1 Workflows This list shows the workflows that are set up and available for use to any of the devices connected to the DSS server. Click to select the Display Prompt Text check box to show the prompt text for each workflow in the list. The following controls are available to help configure workflows. ● Add Group. Click to add a group to a workflow. ● Add Menu. Click to add a menu to a workflow. ● Add Form.
Groups The first step in creating a workflow process is to create a workflow group. NOTE: Rather than creating a new group, the default group, called the Common Device Group can also be used. This group cannot be deleted. Custom groups are optional and provide a way to associate different workflows with different devices or groups of devices. 1. On the DSS server, open the Configuration Utility and click the Workflows tab. 2. Click Add Group. The Workflow Group dialog box appears. 3.
are saved in the metadata file, which is stored with the document image for use by the thirdparty workflow software program. Follow these instructions to add prompts. a. Click Add. The Add Prompts dialog box appears. Figure 3-45 Add Prompts dialog box b. Prompts that are already available are listed on the left hand side of the dialog. To create new prompts, click the New... button. This opens the Workflow Prompt dialog box. Figure 3-46 Workflow Prompt dialog box 82 i.
iv. In the Help Text text box, type the help text for the prompt. The help text appears if the user touches HELP on the device control panel while the prompt is on the screen. v. Select a setting from the Response Settings drop-down menu. The following table provides a description of each option. Table 3-17 Response format options Format Attributes String Entry ● The user can type any alphanumeric string. ● Minimum length: 1 ● Maximum length: 127 ● The user is limited to typing numbers only.
2. Click Add Form. The Workflow Form dialog box appears. Figure 3-47 Workflow Form dialog box 3. In the Form Name text box, type a name for the new form. The name must be unique within the workflow menu. 4. Select Folder from the Destination Type drop-down list. NOTE: Based on the option selected, the options on the Workflow Form dialog box change. This procedure applies to the Folder option. See the following sections for instructions for creating a workflow form for an FTP site or a printer. 84 5.
10. Click OK to accept all of the settings on the Workflow Form dialog box. The new form appears in the workflows list on the Workflows tab. NOTE: A workflow form can be edited at any time by selecting it, and then clicking Edit. 11. Click Apply to save the new workflow settings. FTP site The following instructions describe how to send a workflow document to an FTP site rather than a network folder. 1. Click a workflow menu to select it. 2. Click Add Form. The Workflow Form dialog box appears.
7. In the Authentication Settings section, type in the username and password that are required for the FTP server. 8. Select a setting from the Image Presets drop-down menu, if needed. 9. Under Scan Settings and File Settings, select the settings for the scanned file. These should be the settings that the third-party software program that processes the file requires. 10. Configure the metadata settings. See Configuring metadata files on page 81. 11.
3. In the Form Name text box, type a name for the new form. The name must be unique within the workflow menu. 4. Select Printer in the Destination Type drop-down menu. 5. In the Select Printer drop-down menu, select a printer from the list of available network printers. DSS can only print to printers that are installed and available on the DSS server as seen in the Windows control panel's printers section. 6. Select one of the option buttons to use the default or custom printer preferences.
2. Click Add Form. The Workflow Form dialog box appears. Figure 3-50 Workflow Form dialog box 3. In the Form Name text box, type a name for the new form. The name must be unique within the workflow menu. 4. Select Sharepoint® in the Destination Type drop-down menu. 5. In the Sharepoint® Path field, type the URL path to the Sharepoint® server. It is typical to get a Sharepoint® destination path by navigating to the Sharepoint® location in a web browser, and then copying the path.
the device. Or click to select the Always use these credentials option and then type in the Windows Domain, Username, and Password. Click Verify Access to test the credentials. 8. Select a setting from the Image Presets drop-down menu, if needed. 9. Under Scan Settings and File Settings, select the settings for the scanned file. 10. Configure the metadata settings. See Configuring metadata files on page 81. 11. Click OK to accept all of the settings on the Workflow Form dialog box.
Addressing This section contains the following topics: ● Address Book Manager ● Personal address books ● Exchange contacts ● Guest address book ● Public address book ● LDAP replication ● LDAP filters ● Configure DSS for Windows Active Directory Services Address Book Manager Use the Address Book Manager on the Addressing tab to manage the address books for the DSS service.
Table 3-19 Address Book Manager Callout Component Description 1 DSS Address Books The DSS Address Books list shows the address books available to the devices connected to the DSS server. Click an address book to see the address book contacts appear in the window to the right. Use the following controls to configure the address books 2 Address Book Contacts ● Export. Click to export an address book. ● Delete. Click to delete an address book from the list. ● Import Address Book.
Figure 3-53 The Addressing tab 1 2 3 4 Table 3-20 Addressing tab Callout Component Description 1 Search Method Click to select Quick Search to find matches beginning with the search string. Click to select Detailed Search to find matches containing the search string. 2 Personal Contacts The personal contacts for a user can be retrieved from a Microsoft Exchange Server if the user has a personal address book (PAB) associated with his or her user account.
Table 3-20 Addressing tab (continued) Callout 4 Component Address Book Manager Description ◦ Type in the Path to Start Search (BaseDN, Search Root) or click Auto Find to have DSS find the path. ◦ Select a Source for Attribute Names or click Auto Find to have DSS find the source. ◦ Type in the attribute to match the recipient's name, e‑mail address, and fax number.
Table 3-21 Address book synchronization Method Description Effect at the control panel Using a replicated LDAP address book DSS takes a snapshot of the LDAP server database and populates the device address book with the addresses that it finds. The Configuration Utility can be used to either initiate the task manually or schedule it to run automatically at a certain time. As the user types the initial characters in a name, the device attempts to complete the name from the names in the address book.
To set up automatic replication of the LDAP address book 1. On the DSS server, open the Configuration Utility, and then click the Addressing tab. 2. Click to select the Enable Network Contacts check box. The screen expands to show the steps for configuring the LDAP server. Figure 3-54 Enable Network Contacts section 3. Click the arrow next to Sync schedule. The screen expands to show sync options. 4. Select a replication schedule from the Sync drop-down menu. Click Sync Now to replicate now.
Guest address book The Guest address book is always available to all devices and cannot be disabled. This address book is used to store addresses added by un-authenticated users ("guests") from the front panel of devices. Public address book The Public address book is always available to all devices and cannot be disabled. An administrator can use the Address Book Management tab in the Configuration Utility to manage the contents of the address book.
4. Click to select the Enable Network Contacts (use LDAP server) check box, and then click the arrow next to LDAP Database Search Settings (Step 3). Figure 3-55 The LDAP Database Search Settings section 5. In the LDAP Filter condition text box, type in the syntax to filter the LDAP search. To exclude the groups setting for Exchange 5.5, the filter would be (! (objectclass=groupofnames)). Other e‑mail settings could include but not limited to the following: 6.
2. Click to select the Enable Authentication check box, and then select Microsoft Windows from the Authentication Method drop-down menu. Figure 3-56 Authentication tab 3. Type in the domain name in the Trusted Domains text box, and then click Add. 4. In the Test Windows Sign In section, select the domain from the Domain drop-down menu, and then type in the username and password for an authenticated user in the Username and Password text boxes. Click Test to test the credentials. 5. Click Apply.
NOTE: NTLM authentication can be used as the bind method for option one. Option two only provides Simple authentication. If Simple is chosen, the username and password are transmitted over the network as ‘cleartext.’ This means that this information can be read by anyone with access to the data on the network. Configure the Service-Based Address Book Follow these steps to configure the service-based address book. 1. Open the DSS Configuration Utility and click the Addressing tab. 2.
● Pre-FutureSmart ● FutureSmart Pre-FutureSmart templates are derived from the configuration settings of pre-FutureSmart products. FutureSmart templates are derived from the configuration settings of FutureSmart products. For more information on creating templates, see Create a template on page 100. The Template Product Family column in the Template List area of the Template Configuration tab lists the product-family class for each template.
6. Click the OK button to complete the creation of the template. 7. Check the template to be sure there are no issues. To check for issues, configure the template and make sure none of the tabs within the template show an exclamation mark (!) next to the tab name. If an exclamation mark is present, go to that tab and fix the problem, and then save the changes. See Configure a template on page 105 for information on configuring templates.
Figure 3-58 DSS Template Configuration tab 1 2 Table 3-22 DSS Template Configuration tab Callout Component Description 1 Template Groups A list of the template groups defined on the DSS server. 2 Template List A list of the templates defined on the DSS server. Template groups The Template Groups area of the Template Configuration tab allows you to create, organize, and group templates for application to products. Create a template group Use the following steps to create a template group: 1.
Figure 3-59 DSS template groups 1 2 3 Table 3-23 DSS template groups Callout Component Description 1 Nested template groups A list of the nested template groups defined on the DSS server. 2 Templates contained in the nested group A list of the templates defined in a nested template group on the DSS server. 3 Apply Order Lists the order of application of templates in a group. Add a template to a group ▲ Select one or more templates from the Template List area.
The following table is a scaled down example of template application ordering and settings precedence. Table 3-24 Template groups apply order example Template example Apply order Settings Template A 1 Send to folder ● Default Color Preference: Black/Gray ● Default Resolution: 600 dpi General ● Template B Final net settings 2 Template A + Template B Template B takes precedence for common settings. Settings in Template A, but not in Template B, are included.
NOTE: The model number and firmware version of the product used to create the original template are available on the Information tab of the copied template. 1. Select a template from the Template List area to copy. 2. Click the Copy Template... button. 3. Enter a unique name for the copied template in the Name field. NOTE: Copied templates cannot be saved with the name of an existing template. 4. Enter a description for the template in the Description field. 5.
1. Click the Device Configuration tab. 2. Select a device from the Device List. 3. Right-click the selected device. 4. Choose Apply Template to apply a single template to the device, or choose Apply Template Group to apply a template group to the device. The Template Apply Summary window displays, listing the specific details of the template application process. The Description column lists whether the template or template group was successfully applied.
4 Support and troubleshooting This chapter contains the following topics: ENWW ● Obtaining support ● DSS error messages 107
Obtaining support This section contains the following topics: ● HP Customer Care service and support ● Finding documentation and other supporting information ● Using Internet support HP Customer Care service and support HP provides free phone support for Digital Sending Software. The support is provided by the HP LaserJet support organization. For contact numbers, please visit www.hp.com/support.
DSS error messages Select the Notify administrator of critical error check box on the General tab of the Configuration Utility to receive e‑mail messages when critical errors occur. The subject line of these e‑mail messages reads: Digital Sending Software – Critical Error Notification. The e‑mail message body reads as follows: "The Digital Sending Software server [server TCP/IP] incurred a critical error [error message]. This error might require administrative action.
110 Chapter 4 Support and troubleshooting ENWW
Index A Address Book Manager (ABM) 90 importing addresses 91 addressing Address Book Manager (ABM) 90 configuring address books 91 Exchange contacts 95 guest address books 96 LDAP filters 96 LDAP replication 96 personal address books 95 public address books 96 authentication device settings 63 LDAP server 57 Microsoft Windows 60 C checklist, installation 37 Configuration Utility add devices to a device group 56 add licenses 46 adding devices 52 Addressing tab 90 authentication 57 authentication methods 57
requirements 24 settings 37 using the installer 37 internet site, HP 108 IRIS OCR engine 14 L LDAP filters 96 LDAP replication 96 LDAP server authentication 57 licensing 17 add 46 auto-generate 48 auto-generate license 18 remove 47 requirements 18 trial 18 logs types of 108 M messages types of 108 Microsoft Windows authentication 60 T troubleshooting error messages 109 O online help 108 P personal address books 95 ports requirements 30 printing-system software, install license agreement 38 public address
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