HP DIGITAL SENDING SOFTWARE 4.
HP Digital Sending Software 4.
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Table of contents 1 Introduction to Digital Sending ..................................................................................................................... 1 Digital sending overview ....................................................................................................................... 2 Introduction to DSS .............................................................................................................................. 3 Features overview .........................
Port requirements .............................................................................................. 27 Ports used ........................................................................................ 27 DSS Address Book access for latest generation devices ................. 28 Hostname resolution ......................................................................... 28 Backup and restore strategy .............................................................................................
Send to Folder ................................................................................................................... 64 Configure DSS .................................................................................................. 64 Configure the Device ......................................................................................... 66 Send to E-mail ...................................................................................................................
4 Support and troubleshooting .................................................................................................................... 115 Obtaining support ............................................................................................................................. 116 HP customer care service and support ............................................................................ 116 Finding documentation and other supporting information ........................................
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 ● What is new in DSS 4.
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 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. ● Multiple SMTP gateways for redundancy in delivering e-mail jobs. ● Encrypted e-mail channel with SMTP over SSL. ● Sending fax through LAN Fax and Internet Fax servers.
Features overview This section gives a basic overview of the various features of the DSS. ● ● ● ● E-mail ◦ Route e-mail jobs from multiple devices through a single point. DSS makes it possible to route e-mail jobs either through DSS or directly from the device to the SMTP gateway. 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.
● Logging ◦ ● Central logging of document sending activity for tracking, auditing and troubleshooting purposes. Additional file types ◦ PDF/A. This file format is used for long-term archiving of electronic documents. ◦ Compressed PDF. Advanced compression technology allows creating PDF files of significantly smaller size while preserving good image quality.
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 Digital Sending enabled device. Embedded Digital Sending includes capabilities such as e-mail and fax. 2. Digital Sending Software (DSS).
● Group 3 ◦ HP ScanJet Enterprise 7000n Document Capture Workstation ◦ HP M4555 MFP and CM4540 Color MFP ● Group 4 — HP LaserJet 9055 / 9065 MFP ● Group 5 — HP CM8050/8060 Color MFP Table 1-1 Feature comparison Area Feature Product Groups Group 1 Authentication Send to Addressing ENWW Group 2 Group 3 Group 4 LDAP NA NA LDAP over SSL NA NA Microsoft Windows DSS DSS Kerberos NA E Novell Netware DSS DSS Group 5 DSS E NA E DSS E-mail DSS Folder NA NA LAN Fax DSS DSS
Table 1-1 Feature comparison (continued) Area Feature Other Product Groups Group 1 Group 2 Group 3 Group 4 Group 5 Optical Character Recognition (OCR) DSS DSS DSS*** DSS Workflow DSS DSS DSS DSS* Metadata support DSS Custom-keys metadata DSS DSS DSS NA DSS FileNet integration DSS DSS DSS DSS DSS Single point for e-mail routing DSS DSS DSS DSS NA SMTP gateway redundancy DSS DSS DSS DSS DSS SMTP over SSL DSS DSS DSS DSS Quick Sets NA NA NA NA PDF/A DSS D
Table 1-2 What else does DSS allow you to do? (continued) Feature Benefits Public Address Book Allows an administrator to maintain an address book which is accessible to all devices connected to the DSS server. Personal Address Books Gives each user of the DSS-enabled device a personal address book, which is accessible from any device connected to the DSS server. Users can manage the contents of their personal address book from the front panel of the device.
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 and Digital Sendingenabled devices on a network.
What is new in DSS 4.91? With the release of DSS 4.91, several improvements have been made. DSS 4.91 provides the functionality of DSS 4.x on a new .NET platform and also adds support for DSS-enabled devices using the new HP firmware base code. Table 1-3 Product improvements in DSS 4.91 Component Description ● Adds support for Windows 2008, Windows 7 and Windows Vista. ● Supported on R2 and 64-bit versions of these operating systems, but runs in 32-bit (x86) mode.
12 Chapter 1 Introduction to Digital Sending ENWW
2 Theory of operations This chapter contains the following topics: ENWW ● Components ● Understand licensing 13
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. DSS Service the central nervous system of the HP Digital Sending Software is the service named "HP Digital Sending Software", typically called the "DSS service".
Internally, the DSS service is divided into several subcomponents and has dependencies. The below figure shows this at a high level: Figure 2-2 DSS Service Architecture Table 2-1 DSS Service – Technical Detail Technical detail Service display name: HP Digital Sending Software Service name: DssWinService Executable name: HP.Dss.App.WinService.exe Typical memory usage: 200-400MB Configuration Utility The role of the Configuration Utility is to act as a management console for DSS.
Configuration Utility", since in this mode it is used to manage a remote DSS server. The address of the server to be managed is entered in the startup dialog. Figure 2-3 Configuration Utility Table 2-2 Configuration Utility– Technical Detail Technical detail Executable name: HP.Dss.App.ConfigurationUtility.View.exe Default window size: 1024x768 Typical memory usage: 200-300MB DSS-enabled device DSS-enabled devices are the HP MFPs, Digital Senders or ScanJet products that support DSS.
Table 2-3 DSS-enabled devices – Technical Detail Technical detail List of supported devices: See Supported devices – Legacy device support on page 5 Minimum firmware version: See Table 3-3 DSS 4.91 supported device firmware revisions on page 25 Feature matrix: See Table 1-1 Feature comparison on page 7. I.R.I.S. OCR engine DSS uses I.R.I.S. OCR engine version 12 to provide Optical Character Recognition (OCR) and High Compression PDF functionality.
Table 2-4 I.R.I.S. OCR engine – Technical Detail (continued) Technical detail Default install directory: C:\Program Files\DsOcrComSrvr Executable name: dpe_ocr123.exe Languages supported: I.R.I.S OCR 12 recognizes more than 120 languages Database DSS uses Microsoft SQL Server 2005 Express Edition to host the DSS database. The database is used to hold the DSS activity log.
application. This application is then able to read the metadata and further process and route the job. ● Personal Address Book. This feature requires a Microsoft Exchange Server that supports HTTP connections. 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.
Trial license When DSS is installed for the first time, you have the option of entering a license number or using the software on a 60-day evaluation basis. During the evaluation period, the software can support up to 50 Digital Sending-enabled devices. When the trial period expires, the software becomes inactive until a license is installed. Licensing requirements The Licenses section of the Configuration Utility General tab contains a Trial License entry where new licenses must be added.
certificate(s) and the server ID of the DSS server. After this information is entered into the Software License Manager, the generated licenses are delivered by fax or e-mail.
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 ● Backup and restore strategy ● Licensing ● Device differences System and environment requirements This section contains the following topics: ● Software requirements ● Hardware requirements ● Port requirements Software requirements The following table shows the server software requirements.
Table 3-2 DSS hardware requirements Processor Type Minimum Recommended Recommended for 1000 devices See operating system documentation. 1 GHz 2 GHz 2 GHz, dual core Memory See operating system documentation. 1 GB of RAM 1 GB of RAM per server plus 3 MB per device. 4 GB Page file n/a See operating system documentation. See operating system documentation. See operating system documentation. Disk free space n/a 400 MB on the drive where you install DSS (this is where jobs are spooled).
Table 3-3 DSS 4.91 supported device firmware revisions (continued) 26 Device model Minimum firmware revision HP LaserJet M4345mfp 48.051.1 HP LaserJet M5035mfp 48.051.1 HP 9200c Digital Sender 09.111.1 HP 9250c Digital Sender 48.041.1 HP Color LaserJet CM3530 MFP Any HP Color LaserJet CM4730mfp 50.031.
Port requirements DSS 4.91 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 4.91 requires ports 1783, 5213, 7627 and 161 to function.
Table 3-4 Ports used by DSS 4.91 (continued) Feature Type Protocol Port Role of DSS Can it be changed? LDAP Replication & Authentication SPNEGO Optional Kerberos 88 (TCP) Client No LDAP Replication & Authentication, Global Catalog Optional LDAP 3268 (TCP) Client Yes DSS Address Book access for latest generation devices Required Secure SQL 52133 Server No If a mail gateway is not required, enter a dummy address (0.0.0.0) in the Configuration Utility.
Table 3-5 DSS data (continued) Component Location Description Debug logs [Install Path]\FileSystems\MachineData \Logs DSS maintains a set of debug log files. These files are designed to help HP support debug issues with the DSS service, such as crashes, hangs etc. DSS configuration settings [Install Path]\FileSystems\Product\DSS \Configuration Configuration data used by DSS is stored in a series of files found in the Configuration folder.
Limitations There is no hard limit to how many devices can be added to the server, but HP will support up to 1000 devices per server with DSS 4.91. Note that this limit may change in the future, so make sure to read the release notes when updates are available and look for information on the HP Website at: www.hp.com/go/dss. Features and factors that limit scalability Most features offered by DSS are fairly lightweight in terms of server processing, with the exception of the following.
Activating licenses To prevent misuse DSS licenses are protected by node locking technology. This means that licenses need to be activated before they can be used. Activation occurs by registering the license on the HP Software License Manager site: licensing.hp.com. To register the license the following information is required: ● The License Number found on the Software License Certificate.
Install licenses The activated license key is in the format XXXX-XXXX-XXXX-XXXX-XXXX. The key is entered in the General tab for the Configuration Utility, which will then show the number of seats provided by each license key, as well as the total accumulated number of seats. Figure 3-2 Install licenses Trial or demo license When DSS 4.91 is installed for the first time, the software is fully functional in trial mode, supporting 50 devices for 60 days.
Device differences As part of planning the deployment of a DSS server it is important to understand the Digital Sending features available in the various device models in the environment. See Table 1-1 Feature comparison on page 7 for more information.
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.
3. The Welcome screen appears. Click Next to continue. Figure 3-3 Software Installation – Welcome screen 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. 5. The Windows Firewall Configuration screen appears.
Configuration The HP Digital Sending Software (DSS) executes as a Windows service and allows users to scan documents at Digital Sending-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 Digital Sending-enabled devices.
The Configuration Utility has several display elements to assist you in knowing what data is required to make DSS features available on devices. Figure 3-4 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.
Add licenses 1. In the DSS Configuration Utility, click the General tab. Figure 3-5 General tab – DSS Configuration Utility 2. In the License Files section, click Add. The Add License dialog box appears. Figure 3-6 Add License dialog box 38 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 License Files list and the Total 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. One condition that would prompt license removal from a DSS server would be to install those licenses on a new DSS server to provide hardware redundancy. 1. In the DSS Configuration Utility, click the General tab. Figure 3-7 General tab – DSS Configuration Utility 2. In the License Files section, click the license you want to remove, and then click Remove. 3.
Device management The Device Configuration tab on the Configuration Utility specifies which devices are using the DSS service and also provides an interface for customizing DSS features for specific devices. Figure 3-8 Device Configuration tab 1 2 6 7 3 4 5 8 The Device Configuration tab contains the following elements. Table 3-7 Device Configuration tab 40 Callout Component Description 1 Group List Use this list to organize and filter the devices using the DSS service.
Table 3-7 Device Configuration tab (continued) ENWW 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.
Add and remove devices Add a device 1. On the DSS server, open the Configuration Utility and click the Device Configuration tab. Figure 3-9 Device Configuration tab 2. Click Add Device. The Add Devices dialog box appears. Figure 3-10 Add Devices dialog box 42 3. Click Find Devices to display a list of the DSS-enabled devices on the network. 4. From the displayed list, select the device to be added.
NOTE: 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 instead of using the Find Devices button. 5. Click > to add the device to the Device List. NOTE: You can add only as many DSS-enabled devices as there are seats available in the DSS license. The number of seats available appears near the top of the Add Devices dialog box. 6. Click OK to close the Add Devices dialog box. Remove a device 1.
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 3-12 Remove Device dialog box 3. Click Yes (or Yes to All if you are removing multiple devices) 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.
9. On the Send to Workflows tab, select the Enable Send to Workflows check box to enable workflows and configure settings. 10. Click Apply to save all of the changes. NOTE: The settings are not propagated to the device until Apply is selected. Understanding the Device List The Device List on the Device Configuration tab shows the Digital Sending-enabled devices that are currently being served by DSS. The icon to the left of the device name indicates the status of the device.
Create a device group 1. Open the Configuration Utility and click the Device Configuration tab. 2. Select the group in which you want to add a new group or select All Devices. Device groups can be nested within other groups. 3. Click Add group. 4. Type a name for the new group. Add devices to a group 1. Right-click on a device and select Add to Group. 2. Click the desired group for this device. Remove devices from a group 1. Right-click on a device and select Remove. 2.
LDAP Server Figure 3-14 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 Callout Component Description 1 Authentication method Select LDAP Server from the drop-down menu. 2 LDAP Sign In Setup Use the following fields to set up the sign-in method.
LDAP is a standard, extensible directory-access protocol. It is a common language that LDAP clients and servers use to communicate with each other. LDAP is a message-oriented protocol. The client constructs a message that contains a request and sends it to the server. The server processes the request and sends back the result in a series of LDAP messages. LDAP is also a connection-oriented protocol. The client opens a connection and performs any number of operations on the same connection.
The Microsoft Windows option on the Authentication tab contains the following elements. Table 3-10 Authentication tab – Microsoft Windows Callout Component Description 1 Authentication method Select Microsoft Windows from the drop-down menu. 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 3-17 Windows Active Directory 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. Authentication result (API-encrypted) Domain controller Determining the LDAP server bind method for Windows By default, Active Directory is not configured to accept anonymous queries for information that is contained in the Active Directory store.
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.
Table 3-11 Authentication tab – Novell NDS (continued) Callout Component Description 2 Novell NDS Sign in Setup Click Add to add trees to the Trees list. Click Remove to remove trees from the list. Select the Default Tree from the drop-down menu. Use the following fields to set up the sign-in method.
4. LDAP query Figure 3-19 Novell authentication (DSMP-encrypted) 6. Authentication user's e-mail address Novell NDS Novell API-encrypted HP DSS SERVER Novell API-encrypted Novell NDS Novell NDS configuration When setting up Novell NDS authentication on the Authentication tab, the Search Root text box is typically left blank. Then, on the Device configuration Authentication tab, information is provided about the Default NDS Tree and Default NDS Context.
Table 3-12 Authentication bind methods (continued) Bind method Description Can be used by Simple The selected LDAP server requires user credentials but does not support NTLM or SPNEGO. Windows Novell Simple over Secure Channel (SSL) ● The password, if any, is sent non-encrypted across the network. ● The process requires a username and password. LDAP The selected LDAP server requires user credentials but does not support NTLM or SPNEGO.
authentication, start by selecting an option from the Authentication drop-down list. The following options are available. ● None ● Microsoft Windows ● LDAP server ● Novell NDS (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.
Configure the Device Figure 3-20 Authentication subtab – Configure Devices tab set 1 2 3 The Authentication subtab on the Configure Devices tab set contains the following elements. Table 3-13 Authentication subtab — Configure Devices tab set 56 Callout Component Description 1 Copy DSS Authentication Settings Click this button to copy saved settings on the server to the device.
Table 3-13 Authentication subtab — Configure Devices tab set (continued) Callout Component Description 2 Sign In and Permission Policies Set sign-in requirements at the control panel by allowing or denying guest access. Guests are users who have not signed in to use the device. The remaining permissions can be applied to local users account on the device or to network users and groups.
If you select anything other than HP Digital Sending Service as the Authentication Agent for any feature, you will need to set up the authentication in the Embedded Web Server or Web Jetadmin. 6. Depending on the Authentication Method you selected on the Authentication Settings page, you can provide certain default user credential information.
General subtab Figure 3-21 General subtab in the Configure Devices tab set 1 The General subtab in the Configure Devices tab set contains the following elements. Table 3-14 General subtab on the Configure Devices tab set Callout Component Description 1 Administrator Information The General tab allows you to configure settings common to all the Digital Sending features supported on the device.
Addressing subtab Figure 3-22 Addressing subtab on the Device Configuration tab set 1 2 3 4 5 6 Table 3-15 Addressing subtab — Configure Devices tab set Callout Component Description 1 Enable Network Contacts (use LDAP server) Click to select Enable Network Contacts (use LDAP server) check box, and then follow the steps below. 2 Network Directory Server (LDAP) (Step 1) Use the following controls to designate the LDAP server.
Table 3-15 Addressing subtab — Configure Devices tab set (continued) ENWW Callout Component Description 4 LDAP Database Search Settings (Step 3) Use the following controls to configure the search settings. ● 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.
Log subtab The Log subtab in the Configure Devices tab set displays the Digital Sending activities carried out by the specific selected device. Figure 3-23 Log subtab in the Configure Devices tab set 1 2 3 4 5 6 7 8 9 The Log subtab contains the following controls. Table 3-16 Log subtab on the Configure Devices tab set Callout Component Description 1 Device Information This list shows the individual device on which the event occurred.
Table 3-16 Log subtab on the Configure Devices tab set (continued) Callout Component Description 7 Details Click this button to view additional details about the selected log event. 8 Refresh Click this button to refresh log events. 9 Clear Click this button to clear all of the log entries. Preferences subtab Figure 3-24 Preferences subtab in the Configure Devices tab set 1 2 The Preferences subtab contains the following controls.
Table 3-17 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: 2 Timeouts ● Original Size ● Optimize Text/Picture ● Original Sides Use the controls in the Time-outs group box to control the delay before the device returns to its default digital-send settings.
Table 3-18 Send to Folder tab Callout Component Description 1 Enable Save to Network Folder Click to select the Enable Save to Network Folder check box. 2 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.
6. Next, 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. Or click to select Use common credentials to use the credentials designated in the Credentials to Access Public Folders section on the Send to Folder tab. Click Verify Access to test authentication. 7. Click OK to save the settings.
Table 3-19 Send to Folder subtab on the Configure Devices tab set Callout Component Description 1 Enable Save to Network Folder Click to select the Enable Save to Network Folder check box. 2 File Settings Use the controls in the File Settings section to configure how files are formatted in the predefined folders.
Configure DSS Use the E-mail tab of the Configuration Utility to configure and organize the SMTP e-mail servers that DSS uses to send e-mail messages. Figure 3-27 E-mail tab 1 The E-mail tab contains the following elements. Table 3-20 E-mail tab 68 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.
Configure the e-mail feature on DSS 1. On the DSS server, open the Configuration Utility and click the E-mail tab. Figure 3-28 The E-mail tab 2. Click Add. The Add SMTP Gateway dialog box appears. 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.
5. Click OK to add the server to the SMTP Gateway Server list. 6. If there is more than one SMTP server, use the Move arrow buttons to move SMTP servers to a different position on the list. DSS attempts to use the first SMTP server when processing an e-mail transmission. If the first server is unavailable for use, DSS attempts to use the next server on the list. DSS continues this process until it finds an available SMTP server. SMTP gateways The following servers can be used as SMTP gateways for DSS.
3. To start a conversation with the SMTP gateway, type HELO and then press Enter. Note that the response contains a list of attributes as well as the type of SMTP gateway that you are communicating with. 4. To send an e-mail, type mail from: and then press Enter. 5. Type rcpt to: and then press Enter. 6. Type subject: This is a test message. 7. Type data: and then press Enter. 8. Type what you want to go into the body of the message. 9.
Configure the Device The Send to E-mail subtab is shown in the following illustration. Use it to configure e-mail settings for individual Digital Sending devices. Figure 3-29 Send to E-mail subtab in the Configure Devices tab set 1 2 3 4 5 Table 3-21 Send to E-mail subtab — Configure Devices tab set 72 Callout Component Description 1 Enable Send to E-mail Click to select Enable Send to E-mail check box.
Table 3-21 Send to E-mail subtab — Configure Devices tab set (continued) Callout Component Description 2 Outgoing E-mail Server Use the Outgoing E-mail (SMTP) Server section to manage the e-mail server for the device. Select how the device sends e-mail from the Send E-mail drop-down menu, then use the following controls to configure the e-mail server. 3 Address and Message Field Control 4 Signing and Encryption 5 File settings ● Add. Click to add a new e-mail server. ● Edit.
5. If authentication has not been enabled, type in an e-mail address in the Default From field. If the device user does not provide a From e-mail address, this is the return address that will be used. To prohibit users from changing the return e-mail address, click to de-select the User Editable check box. NOTE: If authentication is enabled, the Default From field is disabled. The e-mail address of the authenticated user is used for the From e-mail address. 6. Type the Display Name(optional).
NOTE: If the display name is not provided, the default sender is the e-mail address that appears in the From: text box. 7. Type a default e-mail subject into the Default Subject text box. The default subject is used if the Device user does not provide an e-mail subject.
● INTERSCOPE FaxPlus/Open ● Interstar LightningFAX ● Object Fax ● Omtool ● RedRock FaxNow! ● RTEFax ● Tobit DvISE ● TOPCALL ● Zetafax Configure DSS The Configuration Utility Fax tab controls all of the DSS fax settings. To configure the fax option, first select the fax delivery method from the Fax Send Method drop-down list. The following options are available: ● None ● LAN Fax ● Internet Fax Depending on which method is selected, the applicable settings appear on the Fax tab.
Internet fax Figure 3-30 Fax tab – Internet fax option 1 2 3 4 The Internet fax option on the Fax tab contains the following elements. Table 3-22 Fax tab – Internet fax option ENWW Callout Component Description 1 Enable Fax Send Click to select the Enable Fax Send check box. 2 Fax Send Method Select the Fax Send Method from the drop-down menu.
Table 3-22 Fax tab – Internet fax option (continued) Callout Component Description 3 Outgoing E-mail Server (SMTP) Gateway Server Use the controls in the Outgoing E-mail Server (SMTP) Gateway Server section to configure and prioritize e-mail servers to use the Internet fax feature. The list shows the e-mail servers in order of priority. Use the up and down arrows to move servers on the list. The following options are also available. 4 Internet Fax setup ● Find servers.
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. 8. Click Apply to save the Internet fax settings. LAN fax Figure 3-31 Fax tab – LAN fax option 1 2 3 4 5 6 7 The LAN fax option on the Fax tab contains the following elements. Table 3-23 Fax tab — LAN fax Callout Component Description 1 Enable Fax Send Click to select the Enable Fax Send check box.
Table 3-23 Fax tab — LAN fax (continued) Callout Component Description 6 Input Settings Configure the following input settings. 7 Output Settings ● Notification ● Error correction mode ● Notification timeout (minutes) Configure the following output settings. ● Transmission speed ● Cover page To configure LAN fax Follow these instructions to set up faxing from the device by using the network LAN fax service. 1. On the DSS server, open the Configuration Utility and click the Fax tab. 2.
To configure the fax option, first select the fax delivery method from the Fax Send Method dropdown list. The following options are available: ● Internet Fax ● LAN Fax ● Analog Fax Internet fax Configuring the Internet Fax feature on the device 1. On the DSS server, open the Configuration Utility and select a device from the list on the Device Configuration tab. 2. Click Configure Device..., and then select the Fax tab. 3. Select the Enable Fax Send check box to enable the send-to-fax feature.
LAN fax Configuring the LAN fax feature on the device 1. On the DSS server, open the Configuration Utility and select a device from the list on the Device Configuration tab. 2. Click Configure Device..., and then select the Fax tab. 3. Select the Enable Fax Send check box to enable the send-to-fax feature. If you want to enable the device to receive faxes, click Enable Fax Receive. 4. Configure the following settings for using LAN fax. 5.
Analog fax If the Device has an analog fax modem, faxes can be sent by using this functionality rather than using DSS.
Table 3-24 Analog fax option — Fax subtab on the Configure Devices tab set — 1 of 2 Callout Component Description 1 Enable Fax Send Click to select this check box to enable the Fax Send for the device. 2 Enable Fax Receive Click to select this check box to enable the Fax Receive for the device. 3 Fax Send Select the Fax Send method from the drop-down menu. 4 Fax Dialing Settings Use the following settings to configure fax dialing at the device.
Table 3-24 Analog fax option — Fax subtab on the Configure Devices tab set — 1 of 2 (continued) Callout Component Description 9 Device Modem Settings The Device Modem Settings are a part of the Common Analog Fax Settings group. Use the following controls to configure the modem settings for the device. 10 11 12 ENWW Fax Archive Fax Forwarding Troubleshooting ● Country/Region. Select from the drop-down menu. ● Company Name. Type into the text box. ● Phone Number. Type into the text box.
Table 3-24 Analog fax option — Fax subtab on the Configure Devices tab set — 1 of 2 (continued) Callout Component Description 13 Reports and Internal Pages The Reports and Internal Pages are a part of the Common Analog Fax Settings group. Use the following controls to work with the fax reports for the device. 14 Fax Job Options ● Print Activity Log. Click to print the report. ● Clear Activity Log. Click to clear the activity log on the device.
Table 3-25 Analog fax option — Fax subtab on the Configure Devices tab set — 2 of 2 Callout Component Description 15 Fax Receive Settings The Fax Receive Settings are a part of the Analog Fax Receive settings. Use the following controls to configure the fax receive settings for the device. 16 Default Receive Notification Settings ● Ringer Volume. Select from the drop-down menu. ● Rings to Answer. Select from the drop-down menu. ● Maximum Baud Rate. Select from the drop-down menu.
4. 5. Configure the following settings for using analog fax on the device. ● Select the Fax Dialing settings from the Fax Dialing Volume, Dialing Mode, Redial Interval, Redial on No Answer, and Redial on Busy drop-down menus. ● Type in the Dialing Prefix and click to select the Detect Dial Tone check box if needed. ● Click to select the Fax Number Confirmation, Enable PC Fax Send, and Enable JBIG Compression check boxes if needed.
● ● Configure the Troubleshooting settings. ◦ T30 Report ◦ Signal Strength ◦ Restore Select the Reports and Internal Pages you want to receive.
Configure DSS The Configuration Utility Workflows tab can also be used to view workflow entries or to set up workflow processes. Figure 3-34 The Workflows tab 1 Table 3-26 Workflows tab 90 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.
Configure the menu structure (groups, menus, and forms) The workflow configuration process comprises three steps: ● 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.
Folder To create a workflow form for a folder destination 1. 92 Click a workflow menu to select it.
2. Click Add Form. The Workflow Form dialog box appears. Figure 3-35 Workflow Form dialog box 3. ENWW 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. 5. Select the Network Type from the drop-down menu. Type the path for the destination folder in the Folder Path text box, or browse to select a path. 6.
b. In the Add Prompts dialog box, click New to create a new prompt. This opens the Workflow Prompt dialog box. Figure 3-37 Workflow Prompt dialog box c. Under Prompt Settings in the Workflow Prompt dialog box, type the Prompt Name. This name is used internally and is not visible to the user. It must be unique within the workflow form. d. Select the Hidden check box if the prompt is not to be shown to the user.
Table 3-27 Response format options (continued) Format Attributes 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. The time format cannot be changed. h. Click to select the User must supply a response check box to require a response to the prompt. i. Click to select the Password Privacy check box to have passwords displayed as asterisks.
2. Click Add Form. The Workflow Form dialog box appears. Figure 3-38 Workflow form for an FTP site 3. ENWW 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 menu. 5. In the FTP Server text box, type the host name or TCP/IP address of the FTP server. 6. In the FTP Path text box, type in the path to the directory on the FTP server that will hold the scanned documents. 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.
b. In the Add Prompts dialog box, click New to create a new prompt. This opens the Workflow Prompt dialog box. Figure 3-40 Workflow Prompt dialog box c. Under Prompt Settings in the Workflow Prompt dialog box, type the Prompt Name. This name is used internally and is not visible to the user. It must be unique within the workflow form. d. Select the Hidden check box if the prompt is not to be shown to the user.
Table 3-28 Response format options (continued) Format Attributes 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. The time format cannot be changed. h. Click to select the User must supply a response check box to require a response to the prompt. i. Click to select the Password Privacy check box to have passwords displayed as asterisks.
2. Click Add Form. The Workflow Form dialog box appears. Figure 3-41 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 menu. 5. In the Select Printer drop-down menu, select a printer from the list of available network printers. 6. Select one of the option buttons to use the default or custom printer preferences.
8. Under Scan Settings, select the settings for the scanned file. These should be the settings that the third-party software program that processes the file requires. 9. Click OK to save the workflow form. 10. Click Apply to save the settings on the Workflow tab. Configure the Device The Send to Workflows subtab is shown in the following illustration.
● Address Book Manager ● Personal address books ● Exchange contacts ● Guest address book ● Public address book ● LDAP replication ● Configure direct LDAP addressing on the device ● 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 3-30 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.
Configuring address books on the Addressing tab Use the Configuration Utility Addressing tab to configure DSS to make centralized address books available to digital-sender users. Figure 3-44 The Addressing tab 1 2 3 4 Table 3-31 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.
Table 3-31 Addressing tab (continued) Callout Component Description 3 Network Contacts Click to select the Enable Network Contacts (use LDAP server) check box, and then follow the steps below. ● ● ● 4 Address Book Manager Network Directory Server (LDAP) (Step 1). Use the following controls to designate the LDAP server. ◦ Type the hostname or IP address in the LDAP Server Address text box or click AutoFind to have DSS find the LDAP server address.
are available to every digital sender or device that DSS supports. If the addresses that are contained in these address books are no longer needed, they can be deleted by clicking Clear in the DSS Address Books section of the Addressing tab. This lists all existing address books, so that one or more of them can be selected.
To set up automatic replication of the LDAP address book 1. On the DSS server, open the Configuration Utility and 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 3-45 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.
these address books are no longer needed, they can be deleted by clicking Clear on the Addressing tab in the Configuration Utility. LDAP filters When doing an LDAP search, users and groups will appear in the result found. To be able to filter the LDAP search, follow these steps. 1. Open the Configuration Utility, and then click the Device Configuration tab 2. Click to select the device that you would like to filter. Click Configure Devices.
Other e-mail settings could include but not limited to the following: 6. ● iPlanet: (!(objectclass=groupofuniquenames)) ● Active Directory: (!(objectclass=group)) Click Apply. Configure DSS for Windows Active Directory Services You must install the Digital Sending Software and ensure that the Digital Sending Service is running before you can configure the software for the Windows Active Directory environment.
Configure Addressing Devices configured to use the Digital Sending Software can be configured to use one of two different types of address books: (1) an address book that resides on the server on which the Digital Sending Software is installed, and (2) the Global Address List (GAL) that exists as data in Active Directory. You can only configure a device to use one of these addressing methods at a time.
ENWW 7. Make sure the LDAP Database is Alphabetized check box is not selected. When configuring for Active Directory Services, in most cases, having this check box selected will cause names shown in the list of matching names to not appear in alphabetical order. 8. Click Apply.
114 Chapter 3 Installation and configuration ENWW
4 Support and troubleshooting This chapter contains the following topics: ENWW ● Obtaining support ● Control panel messages ● DSS error messages 115
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 Along with your product, you receive a variety of support services from HP and our support partners. These services are designed to give you the results you need, quickly and professionally.
Control panel messages This section lists and explains the messages that might appear on the device control panel during Digital Sending. If a problem persists, contact an HP-authorized dealer. Table 4-2 Device control-panel messages ENWW Message Description and actions Address book is full. To add an address, you must first delete an address. Delete unused addresses from the address book. Access denied The user is trying to use a feature or access a folder that they do not have authorization to use.
Table 4-2 Device control-panel messages (continued) Message Description and actions Authentication failed: Error code ### Authentication failed for a reason other than incorrect userspecified information (username and password). The following error codes might appear in the error message. 118 Chapter 4 Support and troubleshooting ● 201: Unexpected failure. ● 202: Authentication is not available. The service is too busy to accept the authentication request. ● 203: Authentication is not supported.
Table 4-2 Device control-panel messages (continued) Message Description and actions Authentication failed: Error code ### – continued ● 223: Tested user's password is not valid ● 224: Tested user's credentials are not valid ● 225: Tested user's domain is not valid ● 226: Test account exists but cannot be opened ● 227: The server did not contain the necessary information to locate the user's home mail server. Authentication information is incorrect. Please re-enter information.
Table 4-2 Device control-panel messages (continued) Message Description and actions E-mail Gateway is not responding. Contact administrator. An e-mail gateway is configured, but is not responding. 1. Verify that the SMTP server is running. 2. Select another SMTP server. 3. Verify that the SMTP server and the device are connected to the network. 4. Restart the computer on which the DSS service is installed. E-mail Gateway rejected the job because of the addressing information. Job failed.
Table 4-2 Device control-panel messages (continued) Message Description and actions No Send Options are currently available No licensed DSS services are available, and the device is not configured for embedded e-mail or fax capabilities. 1. Use the Configuration Utility to enable one or more send options. 2. Restart the DSS service. 3. Use the Configuration Utility to verify that the license for the device was typed correctly. 4. Use the Configuration Utility to configure embedded e-mail.
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.
Glossary ABM The Address Book Manager is used to access public address books in legacy devices. Anonymous Choose this option if the selected LDAP server does not require user credentials, also known as authentication, to access the LDAP database. Authentication A security feature within the DSS that verifies a user identity with a user name and password. Authentication requires an LDAP server. Client This is a PC in a client/server environment.
The term Embedded Digital Sending refers to the technology which is embedded in the firmware of a Digital Sending-enabled device. Typical features include: ● Ability to send documents to e-mail, fax, folder and FTP destinations. ● Address Book capabilities. ● End user authentication through LDAP, Kerberos and other methods. FTP File Transfer Protocol is used to transfer files over a TCP/IP network, such as the Internet. GUI A Graphical User Interface is employed in a device display.
NANP North American Number Plan NDS Novell Directory Services in NetWare software that provides directory services within a server. The DSS uses NDS versions 4.x and 5.x for authentication. NetWare Novell operating system software that runs within a server. NTLM (NT LAN Manager) Choose this option if the selected LDAP server requires user credentials and supports NT Challenge Response authentication. PDF (.pdf) The Portable Document Format is the file format most often used for e-mail attachments.
126 Glossary ENWW
Index A Address Book Manager (ABM) importing addresses 104 addressing Address Book Manager (ABM) 103 configuring address books 105 direct LDAP addressing 109 Exchange contacts 108 guest address books 109 LDAP filters 110 LDAP replication 109 personal address books 108 public address books 109 authentication device settings 56 LDAP bind methods 53 LDAP server 47 LDAP server settings 55 Microsoft Windows 48 Novell NDS 51 search root 54 Device Configuration tab 40 device default settings 63 device list, over
G gateways verification 70 guest address books 109 H hardware requirements 24 help HP Customer Care online 116 Web 116 HP Website 116 N Novell NDS authentication 116 I installation backup and restore strategy 28 licensing 30 planning 24 pre-installation checklist 34 requirements 24 settings 34 using the installer 34 internet site, HP 116 IRIS OCR engine 17 L LDAP bind methods 53 LDAP filters 110 LDAP replication 109 LDAP server authentication 47 licensing activating licenses 31 add 38 auto-generate 39 aut
