HP Digital Sending Software V4 Software Technical Reference (Public)
HP Digital Sending Software V4 Software Technical Reference
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Table of contents 1 Purpose and scope Introduction..............................................................................................................................................1 HP Digital Sending Software...................................................................................................................1 2 Software description Technology overview...............................................................................................................................
Export requirements.............................................................................................17 U.S. government restricted rights........................................................................17 3 Software features Finding documentation and other supporting information.....................................................................20 Using Internet support.........................................................................................................................
Novell Bindery configuration................................................................55 LDAP authentication............................................................................................55 Configuring Authentication....................................................................................................57 LDAP Configuration.............................................................................................58 Troubleshooting authentication..............................
Configuring the HP DSS send-to-fax feature.......................................................77 Configuring the MFP analog send-to-fax feature.................................................78 Addressing tab .....................................................................................................................78 Advanced addressing settings ............................................................................81 Log tab................................................................
Purpose and scope 1 Purpose and scope Introduction This technical reference provides information about, and troubleshooting tips for, the HP Digital Sending Software (HP DSS) program. This reference is also presented in an electronic format to serve as a quick reference tool for Customer Care Center (CCC) agents, support engineers, system administrators, and management information system (MIS) personnel.
Purpose and scope 2 Chapter 1 Purpose and scope ENWW
Software description Software description 2 This chapter contains information about the following topics: ENWW ● Technology overview ● Software capabilities ● HP DSS components ● Licensing 3
Technology overview HP DSS is an optional software program for the HP LaserJet multifunction peripheral (MFP) products. When using HP DSS for digital sending, settings are configured by using the HP MFP DSS Configuration Utility rather than the device control panel.
Embedded e-mail 2. SMTP relay 1. E-mail job (SMTP) E-mail with HP DSS SMTP gateway Software description 3. SMTP relay 1. E-mail job (DSMP) 2. E-mail job (SMTP) HP DSS server SMTP gateway Figure 2-1 Embedded and service-based e-mail When using embedded send-to-e-mail, the MFP sends e-mail by using SMTP/MIME to transfer an e-mail with the scanned image attached as a separate file to the pre-configured SMTP gateway. By default, SMTP uses the TCP/IP port 25.
Embedded addressing LDAP (port 389) Embedded send-to-email SMTP (port 25) DSS send-to-email SMTP (port 25) Internet Firewall SMTP gateway Replicated address book LDAP (port 389) LDAP authentication Software description Simple (port 389) SSL (port 636) DSMP LDAP directory HP DSS server Windows/Novell Authentication (Windows/Novell API) *The LDAP Port can be changed to support different LDAP configurations.
● The Simple and Protected GSS-API Negotiation (SPNEGO) bind method is supported. With Dynamic LDAP, only simple bind and anonymous bind are supported. The SPNEGO bind method provides encryption for the username and password that are used to bind to the LDAP server. With simple bind, the username and password are passed over the network as clear text. ● Administrators can use the HP Address Book Manager utility to manage the guest address book addresses that users add at each device.
Table 2-1 Functions available through HP DSS (continued) Function Detail Compatibility Authentication ● Windows® network authentication HP LaserJet 9040mfp ● Novell authentication HP LaserJet 9050mfp HP LaserJet 4345mfp HP LaserJet 9500mfp HP LaserJet 4100mfp HP LaserJet 9000mfp Software description HP 9200c Digital Sender Fax ● Send-to-local area network (LAN) fax ● Send-to-Internet fax ● Send-to-Windows 2000 fax or Windows XP fax HP LaserJet 9040mfp HP LaserJet 9050mfp HP LaserJet 4345mf
Control-panel features ● When prompted on the control panel, the user types the username and password for authentication, using the control-panel keyboard. ● The user then selects an HP DSS task such as send-to-e-mail, send-to-folder, or send-to-fax. ● The control-panel keyboard is used to type the address and subject information (for example, the To: and Subject: lines) for e-mails. For faxes, the destination fax number is typed or selected on the control panel.
Authentication The authentication feature requires device users to log in by using their network username and password before they can gain access to the digital-sending features. When a device is configured to require authentication, Authentication Required appears on the control panel when a user selects a digital-sending task. The user is prompted for username, password, and domain. After these fields are completed and the user presses or touches OK, the authentication process begins.
folder on the HP DSS server. A third-party secure e-mail program monitors this folder, processes the e-mail message, and sends it out in a secure manner. From the user's point of view, the process of sending an e-mail message by using the secure e-mail option is exactly the same as it is for normal e-mail.
HP DSS components The following table describes the network components that are required for digital sending.
Windows administrator computer Remote printers TCP/IP network SMTP gateway LAN fax server LDAP server FTP server Network folders Software description Web browser Figure 2-3 HP DSS architecture Windows interface HP DSS is installed on a network server that is running Windows 2000 Professional, Server, or Advanced Server; Windows XP Professional; or Windows 2003 Standard or Enterprise Server.
Click Add on the General tab to type a new license key code for the HP Digital Sending Software. Node Locking Software description Purchased licenses can be applied only to a specific HP DSS 4.x server. The node-locking process combines the license certificate with a unique ID from the HP DSS server. The unique ID appears on the About tab of the HP MFP DSS Configuration Utility as the MAC Address. This ID appears during and after the trial period.
DURATION OF WARRANTY HP MFP DIGITAL SENDING SOFTWARE v. 4.0 90 days 1. HP warrants to you that the HP SOFTWARE PRODUCT will not fail to execute its programming instructions for 90 days after the date of purchase due to defects in material and workmanship when properly installed and used. If HP receives notice of such defects during the warranty period, HP will replace SOFTWARE PRODUCT media, which does not execute its programming instructions due to such defects. 2.
Copies and adaptations You may only make copies or adaptations of the Software for archival purposes or when copying or adaptation is an essential step in the authorized Use of the Software. You must reproduce all copyright notices in the original Software on all copies or adaptations. You may not copy the Software onto any bulletin board or similar system. No disassembly or decryption Software description You may not disassemble or decompile the Software unless HP's prior written consent is obtained.
The following License Terms govern your use of the SOFTWARE once you have legally obtained the KEY CODE. License grant HP grants you a license to Use the KEY CODE to access the SOFTWARE PRODUCT for use with a single HP LaserJet MFP product. "Use" means storing, loading, installing, executing or displaying the SOFTWARE PRODUCT with a single HP LaserJet MFP. You may not modify the SOFTWARE PRODUCT or disable any licensing or control features of the KEY CODE.
Software description 18 Chapter 2 Software description ENWW
3 Software features ENWW ● Finding documentation and other supporting information ● Using Internet support ● Understanding support tools ● Using the e-mail feature ● Using the secondary e-mail feature ● Using the fax feature ● Using the send-to-folder feature ● Using the send-to-workflow feature ● Using authentication ● Using address books ● Configuring individual devices Software features This chapter contains information about the following topics: 19
Finding documentation and other supporting information The following table outlines the source for, and description of, the information that is available about issues that can arise when using HP DSS. Table 3-1 Sources of information Source Description HP MFP DSS Support Guide This guide is located on the HP DSS CD and installed with Version 3.5.45 or later. HP MFP DSS User Guide This guide is located on the HP DSS CD. It provides basic information about how to use the digital-sending features.
Understanding support tools The following table lists support tools that are available for HP DSS. Tool Purpose Windows Services Stop and start HP DSS. Software and device activity logs View messages for HP DSS and the devices. See Using the Activity Log in the Configuration Utility and Using the log for an individual device. Windows Event Viewer View messages that the Windows XP or Windows 2000/2003 operating system generates about digital sending.
Using the e-mail feature Devices can be configured to send e-mail directly to an e-mail gateway or through HP DSS. All e-mail-creation activities, including image processing, SMTP message creation, and addressing, are performed in the device firmware. This section describes how completed e-mail jobs are routed to the SMTP gateway through HP DSS. Embedded e-mail 2. SMTP relay 1. E-mail job (SMTP) E-mail with HP DSS SMTP gateway 3. SMTP relay 1. E-mail job (DSMP) 2.
3. After the device contacts the HP DSS service to ensure that it is ready for communication, the e-mail interface screen appears in the control panel. The default values are filled in based on what was specified during the configuration process. If authentication is on, the From: text box contains the user's e-mail address. This text cannot be changed. 4. The user uses the control-panel keyboard interface to type data in the To:, Cc:, and Subject: text boxes. 5.
Configuring the e-mail feature Use the Email tab of the HP MFP DSS Configuration Utility to configure and organize the SMTP e-mail servers that HP DSS uses to send e-mail messages. 1. On the HP DSS server, open the HP MFP DSS Configuration Utility and click the Email tab. Software features Figure 3-2 The Email tab 2. Click Find Servers to find all of the SMTP servers on the network. A list of SMTP servers appears.
4. Select each server and then click Edit.... The Edit SMTP Gateway dialog box appears. Figure 3-3 Edit SMTP Gateway dialog box 5. To set a maximum file size for the specified SMTP gateway, select it in the Maximum File Size drop-down list. If an e-mail attachment exceeds the specified file size, the attachment is divided into two or more smaller attachments. 6. Click Test to verify the presence of the SMTP gateway. Software features NOTE In version 4.
Sendmail Sendmail runs as a UNIX® daemon (service). In many large networks, several Exchange servers are routed to a Sendmail gateway, which can serve as a firewall. Qmail Qmail is very similar to Sendmail. Qmail does not accept a bare line-feed character in any SMTP content. Lotus Domino (Notes) The SMTP message transfer agent (MTA) must be configured in Domino for it to work as an SMTP gateway.
8. Type what you want to go into the body of the message. 9. To send the message, type a period (".") and then press Enter. 10. Type quit and then press Enter to end the telnet session. The test e-mail message should appear in the sender's inbox in a few seconds. If the sender does not receive the e-mail message, the SMTP server might not be relaying e-mail. Contact the network administrator. NOTE Versions of HP DSS earlier than 4.3 do not support authenticated SMTP.
Using HP DSS to send secure e-mail The following steps outline what happens when a user sends e-mail from a device by using the HP DSS secondary e-mail feature. 1. The user selects the Secondary E-mail option on the device control panel. NOTE Because the name of this option can be customized through the HP MFP DSS Configuration Utility, this button might have a different name. Software features 2.
Software features Figure 3-5 The Secondary Email tab To configure secondary e-mail ENWW 1. On the HP DSS server, open the HP MFP DSS Configuration Utility and click the Secondary Email tab. 2. To enable the secondary e-mail option, select the Enable Send to Secondary Email check box. 3. Use the Home Screen Display Name text box to specify the display name. The name of this feature can be altered to more closely reflect the third-party program's functionality (such as Secure or Encrypted E-mail).
4. Click Advanced... on the Secondary Email tab to specify any X-headers to include in the emails. The administrator can use X-headers to supply a user-defined header that is inserted in the rfc822 file for each secondary e-mail message that the device sends. The third-party e-mail software program can then use this header information to perform specific actions. NOTE Currently, none of the HP-recommended third-party vendors require X-headers. 5. Click Apply to save the secondary e-mail changes.
Figure 3-6 LAN fax process illustrates the LAN fax process. A more detailed description of the LAN fax method follows. LANFax 5a. E-mail notification 5a. E-mail notification LDAP server 3. Fax 1. Fax job 5b. Print notification 2. .HPF and .TIF files HP DSS server 4. Notification files (.000-.00n) Domain controller Software features Figure 3-6 LAN fax process Using LAN Fax to send a fax 1.
NOTE Fax notification for Captaris RightFAX works slightly differently. Authentication must be enabled in HP DSS. The account name that the user specified at the device control panel (either the Windows or Novell user account name) is inserted into the .HPF file. The RightFax server uses this value to match the authenticated user to a specific RightFax user account. If this match occurs, the RightFax server sends an e-mail notification to the authenticated user’s e-mail account.
● Internet Fax ● MS Windows 2000 Fax Depending on which method is selected, the applicable settings appear on the Fax tab. Fill in these settings to complete the fax configuration process. To configure LAN fax Follow these instructions to set up faxing from the device by using the network LAN fax service. On the HP DSS server, open the HP MFP DSS Configuration Utility and click the Fax tab. 2. Select LanFax from the Fax Method drop-down list. Software features 1. Figure 3-7 The Fax tab 3.
4. Click Advanced to set up input and output settings for the LAN fax product. 5. Click Browse to select the network folder that the fax software uses. 6. Complete the Credentials to Access Folder section, if required. Then click Verify Folder Access to test the credentials and verify access to the folder. 7. Click Apply to save the LAN fax settings. To configure Internet fax With an Internet fax service, faxes are sent in e-mail.
3. Type the domain name for the Internet fax provider into the Fax Provider Domain text box (for example, efax.com). HP DSS takes the phone number that is typed at the device and then uses this domain name to create the e-mail (for example, [phone number]@efax.com). 4. Type a valid e-mail address into the Default Fax Account e-mail address text box. The fax service uses this e-mail address for billing purposes and for any returned or failed Internet fax e-mail. 5.
2. Select MS Windows 2000 Fax from the drop-down list on the Fax tab. Software features Figure 3-9 Configuring Windows 2000 fax 3. Click Fax Properties. The Windows Fax Console dialog box appears. Use the Tools menu to configure any settings, if needed. 4. Click Apply to save the Windows 2000 fax settings. To configure Analog (embedded) fax HP DSS can be used to configure the settings for the embedded analog fax modem in an MFP.
Figure 3-10 Send-to-folder feature outlines this feature. Send-to-folder feature 2a. Folder job (Public credentials) 1. Folder job HP DSS server 2b. Folder job (Passthrough credentials) Workstation or file server Figure 3-10 Send-to-folder feature Software features Using HP DSS to send a document to a folder Follow these instructions to scan a document and send it to a folder. 1. Select FOLDER from the send options on the device. 2.
Changing the settings Before sending to a folder, the user can change the following settings by touching Folder Settings on the control-panel interface: ● Scan Preferences: Select black and white or color (if available). ● File Type: Select .PDF, .TIFF, .MTIFF, or .JPEG. NOTE If the document has multiple pages, the .PDF and .MTIFF formats produce a single file that contains all of the pages. The .TIFF and .JPEG formats produce a single file for each scanned page.
Software features Figure 3-11 The Folders tab To configure the send-to-folder feature 1. On the HP DSS server, open the HP MFP DSS Configuration Utility and click the Folders tab. 2. Select the Enable Send to Folder check box. 3. Click Add… to add a new folder. The Add Predefined Folder dialog box appears. 4. Type a name for the folder into the Alias Name text box. This name appears on the device control-panel interface. 5.
Public Folders on the Folders tab. If MFP User is selected, the program uses the credentials with which the user has logged into the device. 7. Click OK to save the settings. The new folder is added to the list. 8. Repeat steps 1 through 5 to add more folders. 9. Type the public access credentials that are required to gain access to folders in the Credentials to Access Public Folders area of the Folders tab. This information is required before the folder list can be saved. 10.
Software features Figure 3-12 The Workflows tab The workflow configuration process comprises three steps: ENWW ● Creating the workflow group, which defines which workflow menus and forms are available on the device control panel. ● Creating the workflow menu, which creates logical groups of workflow forms. ● Creating the workflow form, which accumulates information that the user specifies at the control panel before initiating a send-to-workflow job.
Configuring a workflow group 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 MFP 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 HP DSS server, open the HP MFP DSS Configuration Utility and click the Workflows tab. 2. Click Add Group.
Configuring a workflow form The final step in creating a workflow process is to create a workflow form. Forms are destinationspecific. Three destination types are available: ● Folder ● FTP site ● Printer The following sections describe how to create a workflow form for each of these destination types. To create a workflow form for a folder destination Click a workflow menu to select it. 2. Click Add Form. The Workflow Form dialog box appears. Software features 1.
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. 5. Type the path for the destination folder in the Folder Path text box, or browse to select a path. 6. Select the access method for the folder from the Access Credentials drop-down list. The choices are Public and MFP User.
b. In the Add Prompts dialog box, click New to create a new prompt. This opens the Workflow Prompt dialog box. Software features NOTE In version 4.3 of the HP DSS program, some default prompts appear in the Available Prompts box. You can either use one of these default prompts or create a new prompt. Default prompts are not available in versions earlier than 4.3. Figure 3-16 Workflow Prompt dialog box ENWW c. Under Prompt Settings in the Workflow Prompt dialog box, type the Prompt Name.
Table 3-3 Response format options Format Attributes String ● The user can type any alphanumeric string. ● Minimum length: 1 ● Maximum length: 127 ● The user is limited to typing numbers only. ● Decimal places range from 0 to 15 ● Minimum Value: 0 ● Maximum Value: 4294967295 Date ● The user is limited to typing a date value in the form of HH/DD/YYYY. The date format cannot be changed. Time ● The user is limited to typing a time value in the form of HH:MM:SS using the 24hour clock.
Send to workflow (Folder destination) 1. Workflow/group/menu/ forms/prompts 2. Workflow job with optional metadata 3a. Workflow job (Public credentials) Digital Sending Software OCR HP DSS server 3b. Workflow job (Passthrough credentials) 4. Optional metadata file (.XML or .
Creating a workflow form for an 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. Software features Figure 3-18 Workflow form for an FTP site 48 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 FTP Site in the Destination Type drop-down box. 5.
Creating a workflow form for a printer The following instructions describe how a workflow form can also be used to send a scanned document to a network printer to be printed. Click a workflow menu to select it. 2. Click Add Form. The Workflow Form dialog box appears. Software features 1. Figure 3-19 Workflow form for a printer 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 box. 5.
7. Click OK to save the workflow form. 8. Click Apply to save the settings on the Workflow tab.
Using 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 each device that the HP DSS supports. NOTE At no time are the credentials that are used to authenticate at the device written to either the HP DSS server or the device hard disk.
Methods of authentication This section describes the three methods of authentication: ● Windows Active Directory ● Novell authentication ● LDAP authentication Windows Active Directory authentication method HP DSS Windows authentication uses Microsoft Active Directory, a special-purpose database that contains information about objects, including users, that are contained within the domain.
Windows authentication 5. Query results 4. LDAP query LDAP server 1. User credentials (DSMP-encrypted) 6. Authentication user’s e-mail address 2. User credentials (API-encrypted) HP DSS server 3.
9. Click View/Edit. 10. In the Apply onto drop-down list, select This object and all child objects. 11. Click Apply. 12. Click OK to close the Properties dialog box. 13. Right-click Users and then click Refresh. NOTE Enabling anonymous access to the Users container might also enable other anonymous users (for example, the Guest logon) to view LDAP properties. For more information about security and Active Directory, consult Microsoft support.
Novell authentication 1. User credentials (DSMP-encrypted) 6. Authentication user’s e-mail address 5. Query results 4. LDAP query LDAP server Novell client 2. User credentials (Novell API-encrypted) HP DSS server 3. Authentication result (Novell API-encrypted) Novell NDS or Bindery server Software features Figure 3-21 Novell authentication Novell NDS configuration When setting up Novell NDS authentication on the Authentication tab, the Search Root text box is typically left blank.
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.
Configuring Authentication Software features Use the HP MFP DSS Configuration Utility Authentication tab to control how users are authenticated when using the digital-sending features. Figure 3-23 The Authentication tab Authentication consists of two interdependent parts. First, the device verifies the user’s credentials by using the selected authentication method.
● Novell NDS (if Novell client software is present) ● Novell Bindery (if Novell client software is present) LDAP Configuration After selecting the authentication method on the Authentication tab, the LDAP configuration settings appear. The device uses LDAP to retrieve the e-mail address for the authenticated user. After the user has provided valid credentials, the software uses this information to match an attribute in the LDAP database.
Troubleshooting authentication If Find Settings does not return any information, or if a user-credential error occurs during Find Settings or Test, one of the following three criteria for a successful LDAP query probably has not been met: ● HP DSS must be configured with the correct search root. The search root is a string that represents the location in the Active Directory database where the search begins. This is sometimes called the “search base.
C:\ telnet 15.63.55.144 389 If the Telnet program does not respond with the message “Could not open connection to the host,” the LDAP protocol is probably running on this specific port. Determining the search root The search root is the distinguished name (DN) of the entry in the LDAP directory where the search is to begin. A DN is made up of 'attribute=value' pairs separated by commas.
Determining access rights Several methods are available to determine whether or not the account used in the LDAP configuration has read access to data in the Active Directory. Two of them are described in the following sections. 1. Run LDP.EXE (Click Start, click Run, and then type LDP.EXE). 2. Create a new LDAP profile. 3. Click Connection and then click Bind. In the Bind dialog box, type the username and password that are used in HP DSS to gain access to the LDAP data in Active Directory. 4.
10. Click Apply. 11. Click OK to close the Properties dialog boxes. 12. Right-click the root of the directory and select Refresh. Determining the correct LDAP attributes Use the Microsoft LDAP Client or the Microsoft Management Console tool ADSIEDIT to determine which LDAP attributes are present for individual user objects in the Active Directory. The MMC tool ADSIEDIT is typically run at the domain controller console. The LDAP Client (LDP.EXE) can be run from any workstation on the network.
To determine LDAP attributes using the Microsoft Management Console with ADSIEDIT.MSC The ADSIEdit (Active Directory Service Interface Edit) Microsoft Management Console tool can be used to view the user LDAP attribute names and attribute values that are contained in the directory. 1. Run ADSIEDIT.MSC (Click Start, click Run, and then type ADSIEDIT.MSC). 2. Browse the tree structure to find the container that contains user objects. In many environments, users are contained in the Users container.
Using address books An address book is available at each digital-sending device to speed up the process of selecting e-mail and fax destinations from the control panel. The e-mail addresses and fax numbers in the address book can be located on the LDAP server on the network or at a destination that has been previously specified at the control panel. (This function is not supported in older MFP models.) Firmware inside the device initiates and resolves name queries directly with the LDAP server.
Types of address books On the HP LaserJet 4100mfp and the HP LaserJet 9000mfp, e-mail addresses that are typed directly at the control panel of a device that is not connected to HP DSS are stored in a local address book. When the device is added to HP DSS, the local address book is imported into a “Guest” address book that is stored on the HP DSS server. This address book combines all of the address books of the MFPs that have been added, making previously cached e-mail addresses available from any MFP.
Guest The Guest address book provides unauthenticated users a place to store, add, and delete e-mail addresses that are typed at the device control panel. The user can gain access to the Guest address book from any digital sender or MFP that is configured to use HP DSS. Global (Replicated LDAP/ABM) The digital-sending device can be configured to import address book records from an LDAP server. The Global address book that is populated from LDAP is commonly referred to as Replicated LDAP.
Importing addresses into the ABM E-mail addresses can be imported into the ABM so that they can be made available to devices served by HP DSS. Four types of e-mail address lists can be imported into the HP Address Book Manager: ● .CSV ● .HPB ● .LDIF ● Microsoft Exchange See the online Help in the ABM Help menu for more information.
Configuring LDAP directory replication The e-mail addresses and fax numbers in the address book come from several sources: ● The LDAP server on the network ● Destinations that users have previously specified at the control panel ● E-mail and fax address books that have been created by using the HP Address Book Manager One of two methods can be used to synchronize the digital-sender address books with the LDAP server. Table 3-6 Address book synchronization contains descriptions of these methods.
To set up automatic replication of the LDAP address book On the HP DSS server, open the HP MFP DSS Configuration Utility and click the Addressing tab. 2. Click Settings.... The Replicating LDAP Address Book dialog box appears. Software features 1. Figure 3-25 Replicating LDAP Address Book dialog box 3. Select the Enable LDAP Directory Replication check box. 4. On the LDAP Settings tab, set up the necessary parameters for logging into the LDAP server and searching the LDAP database.
MAPI client software program is installed (such as Microsoft Outlook), this component should already be in place. Configuring DSS address books HP DSS uses address books to store e-mail addresses that a user types at the device. If user authentication is enabled on the device, addresses are stored in a user's private HP DSS address book. Otherwise, the addresses are stored in a public HP DSS address book. These HP DSS address books are available to every digital sender or MFP that HP DSS supports.
5. To have the new device use the same settings as a previously configured device, select the previously configured device from the When adding new mfps copy settings from drop-down list. 6. Click Add--> to add the device to the MFP List. NOTE You can add only as many digital senders or MFPs as there are seats available in the HP DSS license. The number of seats available appears near the top of the Add Mfps dialog box . 7. Click Close to close the Add Mfps window.
This procedure is a brief overview of the process of configuring individual digital-sending devices. For more detailed instructions, see the following sections beginning with Send to Email tab. 1. On the HP DSS server, open the HP MFP DSS Configuration Utility and select a device from the list on the MFP Configuration tab. NOTE To select and configure multiple devices at the same time, press the Shift or Ctrl key and then click on the device names in the MFP List: dialog box. 2. Click Configure MFP....
Hint Configuration settings can be copied from one device to another device. In the MFP List: dialog box click the name of the device that is using the settings that are to be copied. Click Copy Settings. Click the name of the device where the settings are to be copied to. Click Paste Settings. The configuration settings can also be copied by using the When adding new MFPs, copy setting from: option in the Add MFPs dialog box.
To enable send to e-mail by using HP DSS 1. On the HP DSS server, open the HP MFP DSS Configuration Utility and select a device from the list on the MFP Configuration tab. 2. Click Configure MFP..., and then select the Send to Email tab. 3. Select the Enable Send to Email check box to enable digital sending by using e-mail. 4. Select via the Digital Sending service from the Send Emails drop-down menu. 5.
NOTE If authentication is enabled, the Default 'From' Address group box is disabled. The e-mail address of the authenticated user is used for the From e-mail address. 6. Type the Display Name (optional). This name appears in the From: text box when the MFP user first initiates a send-to-e-mail operation. This text box can be used to provide instructions to the MFP user (with messages such as "Please type your e-mail address here").
NOTE Select the Editable by user check box to allow the user to edit the e-mail message. The device uses the Attachment Settings as the initial settings for each e-mail message: ● In the Default File Format drop-down list, select the file format to be used for e-mail attachments. ● In the Default Color Preference drop-down list, select whether attachments are to be sent in black and white or in color (color attachments are much larger in size).
Software features Figure 3-29 Send to Fax tab in the Configure MFPs window Use the Send to Fax tab to configure the send-to-fax features for the selected device. Depending on the faxing method and settings, some of these options might not be available. Configuring the HP DSS send-to-fax feature ENWW 1. On the HP DSS server, open the HP MFP DSS Configuration Utility and select a device from the list on the MFP Configuration tab. 2. Click Configure MFP..., and then select the Send to Fax tab. 3.
4. Select the fax notification options in the Notification group box. ● Make a selection from the Condition on which to notify drop-down menu. The options are Never, Always, or for errors on any faxes. ● When notification is enabled, the Method used to deliver notification drop-down menu becomes available. If authentication is enabled, the two options are Print and Email.
Software features Figure 3-30 Addressing tab in the Configure MFPs window ENWW 1. On the HP DSS server, open the HP MFP DSS Configuration Utility and select a device from the list on the MFP Configuration tab. 2. Click Configure MFP..., and then select the Addressing tab. 3. Select the Allow mfp to directly access an LDAP Address Book check box to use an LDAP database for address queries.
4. The Accessing the LDAP Server group box includes controls for configuring network settings for the address book. ● Click Find Servers to find any LDAP servers on the network by broadcasting a predetermined query to all servers on the local subnet. If you know the network address of the LDAP server, you can type it into the LDAP Server: text box rather than using Find Servers. DNS names are not supported. ● 5.
NOTE The HP LaserJet 4100mfp and HP LaserJet 9000mfp do not support fax numbers. 8. Click Advanced to set up some more advanced LDAP search options. See Advanced addressing settings. 9. Click Test to query the LDAP database with the configured look-up options and obtain any records. NOTE Version 4.3 of the HP DSS program adds a Clear mfp Address Book button on the Addressing tab. Use this button to delete all addresses from the address book on the MFP being configured.
NOTE See RFC 2245 for more information about LDAP filters. 3. Select or clear the Entries in the Database are Alphabetized check box based on the local configuration. Because Active Directory does not return data in alphabetical order, clear this box if Active Directory is being used. 4. Select a search option in the Find entries in the Database group box. NOTE This option is only offered in HP DSS software versions earlier than 4.3.
Log tab Software features The Configure Mfps Log tab displays the digital sending activities carried out by the specific selected device. Figure 3-32 Log tab in the Configure MFPs window The Log tab contains the following controls. ● Maximum Entries: Use this drop-down list to select the number of entries that appear in this window. The options are 0, 32, 256, 512, and 1024. NOTE Selecting a maximum entries option greater than 32 can cause a delay when starting the Configuration Utility.
● Refresh: Click this button to refresh log events. ● Clear: Click this button to clear all of the log entries. Preferences tab The Preferences tab is shown in the following illustration.
Use the controls in the Time-outs group box to control the delay before the device returns to its default digital-send settings. NOTE The Time-outs options are only available in HP DSS software versions previous to 4.3. Properties tab Software features The Properties tab contains information about the device that was selected in the MFP Configuration tab of the HP MFP DSS Configuration Utility.
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4 Troubleshooting tools This chapter discusses some of the software tools that can be used to troubleshoot problems with the HP DSS program.
Using the Activity Log in the Configuration Utility The Activity Log monitors digital-sending activities. Up to 1,024 entries are stored in each activity log. New events overwrite the oldest events. The log entries are saved in an .XML file on the HP DSS server. The HP MFP DSS Configuration Utility Help file lists an explanation of the messages. Clearing the log is useful when troubleshooting problems. After the log is cleared, entries reflect only the current conditions.
Using the log for an individual device To view the event log for an individual MFP or digital sender, open the HP MFP DSS Configuration program and click the MFP Configuration tab. Select a device in the device list, and then click Configure MFP. Click the Log tab to see the activity log for the selected device. The following messages might appear in the device event log. The log entries are saved in an .XML file on the device hard disk.
Table 4-1 Device log events (continued) Event Description Action to take E-mail Protocol Error An e-mail message could not be sent because of network or server problems. ● Verify that the e-mail server is running. ● Test the e-mail settings on the Email tab of the HP MFP DSS Configuration Utility. ● Verify that the correct From address is being used in the e-mail. ● Restart the HP DSS service. ● Check the SMTP server logs for errors.
Understanding critical error notifications Select the Notify administrator of critical error check box on the General tab of the HP MFP DSS Configuration Utility to receive e-mail messages when critical errors occur. The subject line of these e-mail messages reads: HP MFP Digital Sending Software – Critical Error Notification. The e-mail message body reads as follows: “The HP MFP Digital Sending Software server [server TCP/ IP] incurred a critical error [error message].
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5 Installation and removal This chapter provides system requirements and procedures for installing and removing the HP DSS on computers or servers that are running Windows operating systems.
System requirements This section provides system requirements for the MFP products and the HP DSS server to run HP DSS and the HP MFP DSS Configuration Utility. Requirements for installing HP DSS The following are the requirements for installing and running HP DSS: ● A network server running Windows 2000 Professional, Server, or Advanced Server; Windows XP Professional; or Windows 2003 Standard or Enterprise Server, with Internet Explorer 4.0 or later.
Client operating systems (for the Address Book Manager only) The following client operating systems are supported for the Address Book Manager (ABM): ● Windows Server 2003 ● Windows XP Professional ● Windows NT 4 .0 or later (TCP/IP only) ● Windows 2000 (TCP/IP only) ● Windows 9x (TCP/IP only) The ABM works correctly with the Microsoft TCP/IP protocol that is provided as part of these operating systems. NOTE The ABM might not run correctly on some early versions of Windows 95.
Ports The following ports are used by the HP DSS service and the MFP: ● HP DSS Service: 1687, 500-5002 ● LDAP: 389 ● DSMP: 1783 ● SMTP: 25 ● JetSend: 1782 ● ABM: 406 ● MFP broadcast: 161 HP DSS CD contents Assuming that D: is the designation for the CD-ROM drive, the following folders and files are included on the HP DSS CD: D:\ABM\... D:\DOCUMENTATION\\... D:\DOCUMENTATION\\ill\... D:\REMOTE CONFIGURATION UTILITY\ D:\SETUP.
NOTE HP LaserJet 8000 series printers and mopier MFPs are not supported in HP DSS V4.x. However, because they are not removed from the HP DSS device list automatically during the upgrade, they must be removed manually. NOTE The HP DSS features that are available depend on the model of the printers and MFPs installed. See Functions available through HP DSS for a list of features that are available for each model. Uninstalling HP DSS The Uninstall program removes HP DSS from the computer. 1.
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Appendix Appendix 6 This appendix contains information about the following topics: ENWW ● Image processing ● Supported third-party fax programs 99
Image processing Appendix Image-processing features for HP DSS include the following options: ● Different file formats depending on the intended use of the scanned image. ● E-mail and send-to-folder: portable document format (PDF) or .PDF, joint photographic experts group (JPEG) or .JPEG, tagged image file format (TIFF) or .TIFF, and multipage tagged image file format (MTIFF) or .
Table 6-1 Effects of the file settings (continued) 1 2 3 Job settings Description File format Sending quality File type Document type Resolution: pixels per inch Color Bits/pixel compression MTIFF Hi-res photo MTIFF Photo 150 Black and white 8 bpp, None PCL5 Black and white document PCL Text 300 Black and white 1 bpp, RLE PCL5 Color document PCL Mixed 300 Black and white 1 bpp, RLE PCL5 Fine text PCL Text 600 Black and white 1 bpp, RLE PCL5 Color, black and white doc
Table 6-2 Document type settings (continued) Appendix Document type Description Mixed ● Good for text ● Good for photographs ● Good for OCR ● Best for photographs ● Accurate surge representation ● Text might appear light Photo The following exceptions and notes relate to the send quality settings. ● When the .JPEG file format is selected, all image data is JPEG baseline. ● Color, mixed, and PDF selections are the most intensive in terms of the necessary computer computation.
ENWW Interstar LightningFAX ● Object Fax ● Omtool ● RedRock FaxNow! ● RTEFax ● Tobit DvISE ● TOPCALL ● Zetafax Appendix ● Supported third-party fax programs 103
Appendix 104 Chapter 6 Appendix ENWW
Index A ABM (Address Book Manager) about 66 operating systems supported 95 activity log 88 address books advanced settings 81 LDAP servers 64 settings 78 Addressing tab 78 Adobe Acrobat Reader 22 advanced e-mail settings 75 Advanced Network Addressing settings 81 attachments, e-mail 10 authentication defined 51 models supported 8 process 10 B black and white file formats browsers supported 94 C CDs contents 96 color file formats 100 components 12 compression, image 100 Configuration Utility Addressing tab
components 12 features 1, 7 removing 97 settings 4 system requirements 94 HP MFP DSS Configuration Utility Addressing tab 78 Log tab 83 Preferences tab 84 Send to e-mail tab 73 settings 4, 9 system requirements 94 HP Smart Compression Imaging Technology 100 HP Web site 20 I images file formats 100 quality 100 installation system requirements 94 Internet site, HP 20 J JPEG files e-mail attachments 10 quality 100 L LAN fax 30, 32 LDAP servers address books 64 settings 78 licenses agreement 14 key codes 16 Log
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