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User’s Guide

GlobalScan Ver. 2.0

Contents Introduction ............................. 4

About GlobalScan................... 4

GlobalScan Components......... 4

About this Guide ..................... 4

Feature Highlights................... 5

Plug-in/Framework Support ..... 5

Before Getting Started............. 6

System Config. Diagram ......... 6

MFD Operation ......................... 7

GlobalScan Screen Overview .. 7

Step by Step Summary ........... 9

Step 1: Place Document ......... 10

Step 2: Login (if required)........ 10

Step 3: Scan To Folder........... 14

About Scan Settings ... 17

Step 4: Scan To Email ............ 19

Step 5: Select Recipient(s)...... 22

Step 6: Select Scan Settings ... 27

Step 7: Start Scan .................. 32

Step 8: Review Job Log .......... 33

Step 9: Logout........................ 34

Appendix

A. Requirements & Specs ....... 36

B. Opt. Plug-ins/Framework .... 38

C. RightFax Operation ............ 41

D. FAQs ................................. 46

E. Glossary of Terms .............. 51

July, 2005

Copyright 2005 by Ricoh Corporation. All Rights Reserved.

GlobalScanTM Ver. 2.0 User’s Guide

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Copyright 2005 by Ricoh Corporation. All Rights Reserved. No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any language or computer language, in any form or by any means, electronic, mechanical, optical, chemical, manual or otherwise, without the prior written permission of Ricoh Corporation. GlobalScan is a registered trademark of Ricoh Corporation. Windows, Microsoft Exchange and Internet Explorer are registered trademarks of Microsoft Corporation. All other trademarks are the property of their respective owners. The material in this document is for information only and is subject to change without notice. While reasonable efforts have been made in the preparation of this document to assure its accuracy, Ricoh Corporation, its contractors and partners, assume no liability resulting from errors or omissions in this document or from the use of the information contained herein. Ricoh Corporation reserves the right to make changes in the product design without reservation and without notification to its users.


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Table of Contents IInnttrroodduuccttiioonn .............................................................................................................................................................................................................................. 4

About GlobalScanTM..................................................................................................... 4

GlobalScan Components............................................................................................ 4

About This Guide.......................................................................................................... 4

GlobalScan Feature Highlights ................................................................................. 5

Optional Plug-in / Framework Support ................................................................... 5

Before Getting Started ................................................................................................ 6

System Configuration Diagram ................................................................................ 6

MMuullttiiffuunnccttiioonnaall DDeevviiccee OOppeerraattiioonn .......................................................................................................... 7 GlobalScan Screen Overview .................................................................................. 7

Scan To Folder & Scan To Email – Step by Step Summary ............................. 9

Step 1: Place Document ...................................................................................... 10 Step 2: Login (if required) - NT, Novell and LDAP Authentication........... 10 Step 3: Scan To Folder......................................................................................... 14 About Scan Settings ............................................................................... 17 Step 4: Scan To Email .......................................................................................... 19 Step 5: Select Recipient(s) .................................................................................. 22 Step 6: Select Scan Settings .............................................................................. 27 Step 7: Start Scan.................................................................................................. 32 Step 8: Review Job Log....................................................................................... 33 Step 9: Logout........................................................................................................ 34

AAppppeennddiixx A: System Requirements and Specifications .................................................. 36

B: Optional GlobalScan Plug-Ins & Framework.............................................. 38

C: MFD Operation with RightFax Plug-in ......................................................... 41

D: Frequently Asked Questions .......................................................................... 46

E: Glossary of Terms ............................................................................................. 51


4

,

GlobalScan

Fax ServerE-mail

DMS

Folder OCR

)

,1

IInnttrroodduuccttiioonn About GlobalScan GlobalScan enables a Multifunctional Device (MFD) to quickly scan documents to e-mail or to folder, as well as perform Optical Character Recognition (OCR), Facsimile Server and Document/Content Management System (DMS) functions via optional Plug-ins/Framework. This powerful, yet easy-to-use, paper document capture and distribution system integrates seamlessly with your existing mail infrastructure to significantly boost workgroup productivity by combining network scanning functionality within an accessible copier platform. Most importantly, dramatic cost efficiencies are gained by speeding throughput of common business transactions that may otherwise require slower and more costly methods of communication. GlobalScan Components The GlobalScan system consists of two primary components, GlobalScan Server software and GlobalScan MFD firmware. Once installed, the GlobalScan Server acts as a digital document routing system that accepts scanned documents from MFDs, creating digital files - of even the most complex documents - for electronic transmission over your network. Working together, the GlobalScan Server and the MFD make efficient and timely delivery of these files to destinations around the corner or around the globe. About this Guide This guide is divided into two sections: § Multifunctional Device Operation: Contains simple step-by-step instructions for end-user

operation of the MFD as a scanning device via intuitive touch-screen buttons that make sending an e-mail (Scan To Email) as easy as sending a fax. In addition, Scan To Folder instructions outline the simple procedure to scan hardcopy documents (in a variety of file formats) to a selected folder, for purposes of file sharing, archival, etc. If the optional OCR File Conversion Plug-in is installed, you have, for example, the added ability to convert hardcopy documents into editable formats via Scan To XLS (Excel), Scan To RTF (Word), as well as file conversion to PDF Image/Text that is searchable. If the optional RightFax Plug-in is installed, the scanned document can be transmitted to one or more fax destinations via the RightFax Server.

§ Appendix: Contains additional reference materials such as: software and hardware

requirements and specifications, optional Plug-ins and Framework to further automate document management tasks, frequently asked questions, and glossary of terms.


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GlobalScan Ver. 2.0 Feature Highlights

§ Supports up to 250 enabled MFDs per GlobalScan Server; runs as NT Service

§ Intuitive operation through MFD’s large touch-screen display; features tab-style navigation

§ Improved usability allows execution of GlobalScan functions in fewer steps

§ Offers administrator a highly-configurable user interface

§ Press a Project button on MFD to quickly access GlobalScan functions

§ Device Authentication; enter user name, password, etc. to access GlobalScan

§ Scan To Email - Send scanned documents as e-mail - Browse and select e-mail addresses from

company’s Global Address Book (via LDAP) - Search Global Address Book by keyword and

wild card - No size limitation on Global Address Book - Manually enter (ad hoc) e-mail address(es) - Automatically adds user’s e-mail address to

mail recipient list through “Scan To Me” function

- Enter Cc, Bcc, Reply To

§ Scan To Folder - Scan directly to one or multiple local/network

folders/sub-folders - Perform a folder search based on search string,

with all results displayed on MFD - Scan To Home, i.e., logon user’s home directory

§ Flexible Scan Settings - Mixed-size scanning, letter, legal and ledger-size

originals combined in a single scan - Select scan settings (resolution, single-/double-

sided original, orientation and scan size) - Support for batch scanning, i.e., scan a lengthy

document in batches and transmit as one file - Scan documents from either the document feeder

or platen glass - Supports multi-page scanning from platen glass;

manual paper size selection is available § File Format Support

- Save black-and-white documents as PDF image version 1.4 (default) or single-/multi-page TIFF

- Save color documents as PDF (default), JPEG or black-and-white single-/multi-pageTIFF format

- Scanned document can be converted to searchable PDF Image/Text, XLS (MS Excel) or RTF (MS Word) via optional OCR Plug-in

GlobalScan Ver. 2.0

Optional Plug-in / Framework Support 1 § Scan To Fax (via RightFax Plug-in)

- Enter fax numbers (and e-mail addresses) for simultaneous delivery - All user interface components are available to Application Developers through the GlobalScan SDK

Toolkit, enabling customized fax functionality § File Conversion (via OCR Plug-in)

- Scan documents in searchable PDF Image/Text format, as well as editable XLS (Excel) and RTF (Word) formats

- Multiple language support; automatic language switching; auto rotation (selectable on/off) § GlobalScan SDK Toolkit (enables multiple back-end system support)

- One or more Document/Content Management Systems (DMS) can run on the MFD - Utilizes open architecture for customization of MFD functionality - Administrators create unique work flows based on application requirements - Optional Framework available to Application Developers include:

• Documentum • FileNET • Hummingbird

• Interwoven • Livelink • Stellent

1 Please refer to Appendix B for details on optional RightFax and OCR Plug-ins, and third party Document/ Content Management System Framework. Also visit https://developersupport.ricohcorp.com.


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Before Getting Started To enable the MFD to Scan To Email, Folders, Fax etc., the following setup procedures must be completed by an authorized service technician and/or System Administrator:

q The GlobalScan firmware is downloaded to the MFD’s hard drive q The GlobalScan Server software1 is installed on a Windows 2000 or Windows

Server 2003, Standard Edition q The MFD is configured1

q The GlobalScan Admin Server is configured1

q You have been assigned a valid user name and password2

1 For details on the configuration of the MFD and GlobalScan Server software, please refer to the GlobalScan

Administrator’s Guide. For details on installation of the GlobalScan software, please refer to the GlobalScan Server Software Installation Guide.

2 The System Administrator assigns user names and passwords for authentication purposes.

System Configuration Diagram

IIS withGlobalScan

NT Win2000/2003Domain Controller

Novell LDAP/S

TCP/IP Network

LDAP/S ServerLDAP/S Query

Authentication

HTTP/S

E-mail Server Mail Delivery

Framework

APIMFD

API

Plug-in


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MMuullttiiffuunnccttiioonnaall DDeevviiccee OOppeerraattiioonn GlobalScan Screen Overview The illustration below is a sample GlobalScan screen. Actual screens, i.e., service tabs and enabled functions, will vary based on system configuration.

Button / Tab

GlobalScan Function

Ref. Section

1 Email Select this service tab in order to send scanned documents to one or more e-mail addresses.

Step 4: Scan To Email

2 Subject Press this button to enter a subject for the e-mail, i.e., text that will appear in the “Subject” field within the recipient’s e-mail inbox.


3 Search1 Press this button to search for and display e-mail addresses in your Global Address Book.

Step 5: Select

Recipient(s) 4 Manual Entry1 Press this button to manually enter an e-mail address. Step 5:

Select Recipient(s)

5 Clear Form Press this button to clear all entries within the Email service tab, i.e., both the Search List and Recipient List windows

-

6 Search List This window displays e-mail addresses following a query of your Global Address Book.


7 List Scroll Use the vertical/horizontal scroll bars (adjacent to the Search List and Recipient List windows) to view additional addresses.

Step 5: Select

Recipient(s) 8 Right/Left

Arrow Press the right arrow [] button to add one or more selected e-mail addresses to the Recipient List. Press the left arrow [] button to erase selected e-mail addresses.

Step 5: Select

Recipient(s) 9 Recipient List The “To” or Recipient List window displays all selected addresses, i.e.,

those that are to receive the scanned image. Note: If the Email Send Receipt feature is enabled, the logon user’s e-mail address may appear automatically, so the scanned document will be sent to the displayed address. If desired, the address can be removed.

Step 5: Select

Recipient(s)

1

2

3

4

5 6 9 10 11

13

14 15 16 17 18 19

7 8

12


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GlobalScan Screen Overview Cont’d

Button / Tab Description

GlobalScan Function

Ref. Section

10 Cc, Bcc, Reply To1

These tabs allow you to add one or more Cc (Carbon/Courtesy Copy), Bcc (Blind Carbon/Courtesy Copy) or Reply To e-mail addresses to the Recipient List window.

Step 5: Select Recipient(s)

11 Reset Press this button to erase entries within the open window, To, Cc, Bcc or Reply To.


12 Service Tab Scroll

Press the button on either side of the service tabs to scroll/display additional service(s). If the scroll buttons are grayed out, additional services are not available.


13 Logout (or Project)

If authentication is required, a “Logout” button is displayed following successful login. If authentication is not required, a “Project” button is displayed. Note: If your MFD is connecting with a V1.5 server (a previous version of GlobalScan Server), the button will read “Reset Session,” enabling you to reconnect to the Server, if necessary.

Step 2: Login Step 4: Scan

To Email

14 Job Log Press this service tab (which is always available) to display details regarding the last 100 transactions, i.e., Sender, Date/Time, Document Name, Page and Status.


15 Doc Name Press this button to enter a file name for the attachment. If a document name is not entered, GlobalScan will title the attachment using the date/time.


16 Scan Settings Press this service tab (which is always available) to view/select scan settings, e.g., resolution, file format, orientation, etc. Note: Default scan settings can be changed prior to scanning a document.

Step 6: Select Scan Settings

17 Fax Document This service tab will only appear if the optional RightFax Plug-in is installed and configured, enabling you to scan documents to one or more fax numbers. Even add e-mail addresses for a mixed broadcast.

Appendix B & C

18 Scan To Folder

Press this button to select any pre-defined folder, if applicable. Step 3: Scan To Folder

19 GlobalScan Header

This header alerts you to the status of GlobalScan, e.g., “Please select document destination” indicates that a recipient needs to be selected. “Scan To Email” or “Scan To Email, Folder” indicates that one or more e-mail address(es) and folders have been selected, respectively. “Scan to Email, Folder, Fax Document” indicates that one or more e-mail addresses, folders and fax numbers have been selected… and so forth.

-

1 If the button is grayed out, the function is not supported, i.e., has not been enabled by the GlobalScan Administrator.

Important: If any of the service tabs appear with an asterisk (*), the function is required, i.e., must be completed before scanning can take place. If a required function is not performed, the Start button remains red. The Start key must be green in order to initiate a scan.


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Step by Step Summary - Scan To Folder & Scan To Email

Step

Action

Description 1 Place Document

Place the document on the MFD’s document feeder or platen glass. (Multi-page scanning from the platen glass is supported. Scanning of half-letter size paper from the platen glass is not supported. Scanning of mixed-size originals is supported.) Note: See Step 6: Select Scan Settings for proper placement of the document on the ADF.

2 Login If authentication is required, enter your credentials, i.e., User Name , Password, etc.

3 Scan To Folder The Scan To Folder function enables you to scan to one or more folders/sub-folder on a specific directory (local or network). Press the Scan To Folder tab, if necessary; select the folder/sub-folder, and press Start. Note: You can either browse to a sub-folder via the touch screen or perform a direct search by keyword.

4 Scan To Email: Enter Subject & Document Name

Press the EMail tab, if necessary, and enter the Subject and Document Name . Both entries appear within the recipient’s e-mail inbox.

5 Select Recipient(s) Select one or more e-mail addresses by searching your company’s Global Address Book, or enter the address(es) manually (ad hoc).

6 Select Scan Settings

The following scan settings can be chosen prior to scanning: § Resolution: 200 dpi, 300 dpi or 400 dpi § Batch Scan: Scan a document in batches - send as one file § Original Type: Single-sided (default) or double-sided § Original Orientation: Standard, 90° § Text Orientation: Top-to-top or top-to-bottom § Scan Size: Auto detect (default), paper size selections § File Format (without OCR): Monochrome MFD: PDF, TIFF,

Single-page TIFF; Color MFD: PDF, JPEG or B&W TIFF. Note: PDF file format is only available if the GlobalScan Server is running the activePDF program.

7 Start Scan Initiate the scan process by pressing the Start key on the MFD control

panel. Important: The Start key must be green in order to scan.

8 Review Job Log

Press the Job Log tab to display details regarding each scan, i.e., Sender, Date/Time, Document Name, Pages and Status.

9 Log Out If required, press the Logout button to exit GlobalScan.


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Step 1: Place Document Place the document you wish to scan face up on the automatic document feeder (ADF) or face down on the platen glass. If necessary, refer to Step 6: Select Scan Settings for proper placement of the document on the ADF. Step 2: Login (if required) (NT, Novell and LDAP Authentication) 1. Press the Scanner1 key on MFD control panel (once or twice, depending on model). A

connection to the GlobalScan Server is established. If the GlobalScan Server is not accessible, a message is displayed.

The screen that appears next will depend on the configuration of the GlobalScan system. For instance, if the administrator has established two or more projects the display will appear similar to Fig. 2.

What is a Project? Projects provide multiple ways of customizing services based on the specific needs of a particular group of users. For example, the sales department may need to regularly e-mail lengthy proposals to prospective customers, while the legal department scans hardcopy correspondence directly to a document management application. Each user would simply access the appropriate Project button on the MFD touch screen, thus displaying a collection of services to choose from, e.g., Email, FileNET, etc.

If the MFD contains just one project, the GlobalScan screen will automatically appear with the selected services (Fig. 3), i.e., you don’t need to press a Project button.

1 A control panel key other than the Scanner key may access GlobalScan. If necessary, check with your

GlobalScan administrator.

Fig. 3

Fig. 2

Project button labels are custom-ized by the admini-strator, so the actual buttons will read differently

A service is selected by touching the tab. Note that Scan Settings and Job Log tabs always display. Other services, e.g., Email, Scan To Folder, etc. are configured by the administrator, thus may or may not display.


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Based on GlobalScan settings, you may need to first authenticate, i.e., enter your login credentials, e.g., user name, password, etc. If a login is not required, please proceed to Step 3: Scan To Folder or Step 4: Scan To Email.

To login, proceed as follows…

2. Press User Name field.

Fig. 4

NT Login Screen

Novell Login Screen

Fig. 5

LDAP Login Screen

Fig. 6

The asterisk (*) denotes a required field


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The GlobalScan soft keyboard displays…

3. Enter valid User Name (not case sensitive). The maximum length of a user name is

64 characters (alphanumeric).

Note: n Enter characters by touching corresponding keyboard characters. n To erase characters, right to left, press Backspace. To erase an entire entry, press Delete All. n To select a single upper case letter or symbol, press the Shift button. To select multiple upper

case letters or symbols, press the Shift Lock button.

4. Press OK button. Soft keyboard displays again.

5. Enter valid Password (case sensitive); represented by asterisks. The maximum length of a password is 18 characters (alphanumerics).

6. Press OK button.

Note: If no additional credentials, other than User Name and Password, are required, the GlobalScan main screen will appear automatically.

7. If additional credentials are required, e.g., Domain, enter in the same manner.

Display reads, for example…

8. Verify the entries and then press Login button. “Please Wait…” prompt appears.

If you wish to cancel at any point, without logging in, press “Cancel”


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Again, the exact appearance of the GlobalScan screen (shown above) varies based on system configuration. If login was unsuccessful, the display reads “Login Failed. Please Try Again.” Press the OK button and re-enter a valid user name, password, etc. Remember that your password is case sensitive. Note: If authentication is not required, the Logout button will read “Project,” if more than one project is available. Pressing this key opens the project screen (see Fig. 2), so another project can be selected.


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Step 3: Scan To Folder If GlobalScan’s screen displays a list of pre-defined folders, documents can be scanned to a specific directory (local or network) on which your administrator has established access rights. To Scan To Folder, proceed as follows… 1. Highlight the desired folder or sub-folder name.

If a plus sign [+] appears next to a folder name, as shown above, there are one or more sub-folders present. Press [+] to display the folder(s). Display reads, for example…

Press “Root” to return to initial folder screen. No sub-folders are displayed on root (home) directory.

Press [+] to move down one level

Press [] to move back one level


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2. Press the right arrow [] to add the selected folder(s) to the Recipient List.

Note: To deselect a folder (remove from Recipient List), highlight and press left arrow [].

3. If you have selected the desired folder/sub-folder, go to step 8. To search for a folder/sub-folder…

4. Press Search button.

Note: If the “Search” button is grayed out (unavailable), you have selected (highlighted) two or more folders. Only one folder can be searched at a time. Select just one folder and the “Search” button will be enabled.

Soft keyboard displays…

5. Enter the first two characters of the search string, e.g., gs.

6. Press OK. Display reads, for example…

Press the “Folder View” button to return to the screen where the search was initiated. (This button is only enabled after a search operation is completed.)

After one or more folders are selected, the header reads “Scan To Folder,” indicating that scanning can take place - the Start key turns green. Note that the Start key will remain red if there are one or more required services yet to be completed. Required services appear with an asterisk, e.g., Email*.


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7. Repeat steps1 and 2 to select the folder/sub-folder.

Note: If message “(404) There is no folder list” appears, this means no sub-folders match your search criteria. Press OK to clear the message. Press the “Folder View” button to return to the screen where the search operation was initially performed or press “Root” to go return to the initial folder list. To search again, repeat steps 4 – 6.

8. Be sure that a document has been placed face-up on the ADF or face down on

the platen glass (see Step 1: Place Document).

9. If you wish to verify or change scan settings, e.g., resolution, file format, original type (single/double-sided) and orientation, etc., press the Scan Settings tab, otherwise continue to the next step. (For information on scan settings, please refer to the next section “About Scan Settings,” and Step 6: Select Scan Settings.)

10. If the Scan Settings tab is open, press OK.


Again, note that the header reads “Scan To Folder.” This indicates that the scan function is enabled, i.e., the Start key on the MFD control panel is green. If the Start key is red, verify that you have selected a folder/sub-folder and that all required services - those indicated by an asterisk, e.g., Email* - have been completed. In the above screen, two sub-folders appear in the Recipient List, thus the scanned image will be forwarded directly to sub-folders “aSub1” and “gstest001.”

11. Press the Start key on MFD control panel.

The MFD display returns to the Scan To Folder screen, at which time you can perform another scan operation.


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About Scan Settings The Scan Settings screen will vary based on the type of MFD in use, i.e., monochrome (black & white) or color, or if the optional OCR Plug-in is installed. For additional information on Scan Settings, please refer to Step 6: Select Scan Settings.

Monochrome MFDs Monochrome (B&W) MFDs scan documents in PDF1, multi-page TIFF or single -page TIFF file format. Simply press the File Format drop-down and select the desired setting.

Color MFDs Color MFDs scan documents in PDF1 or JPEG file format. Simply press the File Format drop-down and select the desired setting.

1 PDF format is only available if the GlobalScan Administrator enabled the activePDF setting.

Monochrome Scan Setting: PDF

Color Scan Setting: PDF

Monochrome Scan Setting: TIFF

File formats selections depend on the status of the “Color Scan” button. If selected (highlighted), the MFD scans in PDF or JPEG format. If not selected, the MFD scans in black & white TIFF or PDF format.


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OCR File Format (Monochrome or Color MFD) If optional OCR is installed and enabled by the GlobalScan Administrator, additional file format selections are available, as shown below… Press the File Format up/down scroll arrow to display selections… Note: • If the GlobalScan Administrator establishes a default file format, the MFD will initialize with that format. • After the scan operation is complete, the file format stays until it is changed. If the unit goes into power

save mode, then - after waking up - the file format will be the default setting.

If an arrow appears, this indicates additional selections are available

Scroll up to view first screen of file format selections


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Step 4: Scan To Email: Enter Subject & Document Name When e-mailing a document, it is recommended that you enter the Subject of the e-mail, along with a Document Name. Both entries appear within the recipient’s e-mail inbox (as shown below), enabling him/her to more quickly identify the content of the message.

n The Subject entry appears within the “Subject:” field. n The Document Name entry appears as the filename of the attachment(s).

To enter the Subject and Document Name fields, proceed as follows… 1. If necessary, press the Email tab. Display reads, for example...

Note: If your e-mail address automatically appears in the Recipient List window, the “Scan To Me” function is enabled, i.e., the scanned image will be sent to your (the logon user’s) e-mail address. To remove, press (highlight) the text and press the left arrow.

E-mail Inbox

Search List window

Recipient List window

The GlobalScan Administrator can change this “default e-mail body text,” i.e., text that is appended to each outgoing message. For instance, you may prefer that the text read: “Urgent message sent from XYZ Corporation.”

If you do not enter a Subject and Document Name, the GlobalScan system will automatically title the attachment with the date/time, and the subject field will be left blank


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2. Press the Subject field.

Soft keyboard displays....

3. Enter Subject, e.g., “Price List.” The maximum subject length is 64 alphanumeric characters (see illustration below).


case letters or symbols, press the Shift Lock button.

4. Press OK button. Display reads...

@ and .com buttons may appear, depend-ing on MFD make/ model

The soft keyboard allows an entry of up to 64 characters. The GlobalScan screen displays up to 40 characters. To review entered text, press the “Subject” button to open the soft keyboard, then scroll right [â] or left [á].


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5. Press Doc Name button.

Soft keyboard displays... 6. Enter Document Name, e.g., “August Pricing Update.” The maximum length of the

document name is 64 alphanumeric characters.


case letters or symbols, press the Shift Lock button. 7. Press OK button. Display reads...

To review the Document Name, press the “Doc Name” button


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Step 5: Select Recipient(s) Before scanning a document using Scan-to-Email, at least one e-mail address must be specified. There are two ways to do so, by searching the Global Address Book or by manually entering the e-mail address. Both methods are outlined below.

Lookup By Name The GlobalScan Server does not maintain its own Address book. Instead, the Server provides you with access to your company’s Global Address Book via the MFD’s touch-screen.

1. Press the Search button.

Important: If the “Search” button is grayed out, the “Show Address Search” function is not enabled by the GlobalScan Administrator, i.e., your system does not support e-mail address look up.

Soft keyboard displays...

2. Enter the first two characters of recipient’s name*, e.g., “sm.” This will instruct the

system to search for all e-mail addresses starting with the letters “sm.” A minimum of two characters is required when running a query.

* Important: Check with your System Administrator regarding search criteria, i.e.,

whether you will search by first or last name. For example, if the e-mail address is [email protected], you will search by either “ch” or “sm.” For illustrative purposes, we are searching by first name.


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3. Press OK button. Display reads...

Note: If search was unsuccessful, display reads... “No matches found.” Press OK and try a different search query.

4. Press E-mail Address(es) in list to highlight (select). To deselect an address, press

it again.

Note: More than one e-mail address can be selected.

Display reads, for example:

5. Press the right arrow [] to add one or more addresses to the Recipient List. To erase one or more addresses from the Recipient List, highlight the address(es) and press the left arrow [].


After one or more addresses are selected, the header reads “Scan To Email”, indicating that scanning can take place. Note that any required service (indica-ted by an asterisk [*]) must be completed before the Start key will turn green.

If necessary, scroll vertically/horizontally to display additional text


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Manual Email Address Entry (via soft keyboard):

1. Press the Manual Entry button.

Important: If the “Manual Entry” button is grayed out, the “Allow Manual Entry of Addresses” function is not enabled by the GlobalScan Administrator, i.e., your system does not support manual entry of e -mail addresses.

2. Enter a valid E-mail Address.


Note: n By default, keyboard characters/symbols are in lower case. To access upper case characters, press Shift

or Shift Lock button. n Enter characters by touching corresponding keyboard characters. n To erase characters, right to left, press Backspace. To erase an entire entry, press Delete All.

3. Press OK button.

4. If you wish to e-mail the

document to multiple addresses, repeat steps 1 - 3 to enter the next e-mail address.

Your GlobalScan administrator may have established a default e-mail domain, e.g., @xyz.com. In that event, simply enter the prefix


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5. Press the right arrow [] to add one or more addresses to the Recipient List. To remove one or more addresses from the list, highlight the address(es) and press the left arrow [].


Send E-mail with “Cc” and/or “Bcc” Addresses If enabled by your GlobalScan Administrator, it is possible to select/enter e-mail address that are to receive a copy of the message, via the Cc (Carbon/Courtesy Copy) and Bcc (Blind Carbon/Courtesy Copy) tabs. If one or both tabs are unavailable, they are grayed out. 1. Press the desired tab. Below, the Cc tab has been selected…

After one or more e-mail addresses are selected, the header reads “Scan To Email.” indicating that scanning can take place - the Start key turns green. Note that the Start key will remain red if there are one or more required services yet to be completed. Required services appear with an asterisk, e.g., Email*.

To erase all entries within the Email tab screen, press “Clear Form”


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2. Select/enter one or more addresses (see Lookup by Name or Manual E-mail Address Entry instructions, located on the previous pages, if necessary).


Send Email with “Reply To” Address If enabled by the GlobalScan Administrator, you can enter/select an e-mail address that is to receive a reply message from the recipient(s). This means that if a recipient clicks “Reply (to Sender)”, the return message is automatically directed to this address, not your (the originating) e-mail address. To include a “Reply To” address, follow steps 1 – 2, outlined above.


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Step 6: Select Scan Settings (not required) If you do not wish to program special scan settings, please proceed to Step 7: Start Scan. Prior to scanning your document, it is possible to adjust scan settings through the Scan Settings button. For example, you may wish to optimize the image quality of a detailed schematic or you are scanning a double-sided original. It is also possible to manually set the paper size when scanning off the platen glass, though the default Auto Detect setting is typically used. GlobalScan also supports scanning of mixed-size originals. During the scanning process, it is possible to combine, for example, letter, legal and ledger-size pages in one transmission. However, scanning of half-letter paper sizes from the platen glass is not supported. 1. Press the Scan Settings tab. Display reads, for example…

Note: n The Scan Settings screen will vary based on the type of MFD in use, i.e., monochrome (black &

white) or color, or if optional Plug-ins are installed. For illustrations of each, please refer to Step 3: Scan To Folder, About Scan Settings.

Sample Monochrome Scan Settings Screen


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2. Select desired setting(s): π Resolution: Choose either the Default (200 dpi), Fine (300 dpi) or Super

Fine (400 dpi) setting by pressing the corresponding button. π Original: Three different settings are available…

1- or 2-Sided: Proper placement of your single- (simplex) or double-sided (duplex) original on the MFD’s document feeder ensures accurate rotation/viewing of the scanned file. Follow Scenario A for single-sided scanning, Scenario B (next page) for double-sided scanning.

Scenario A: 1-Sided Scanning Within the Scan Settings screen, notice that the 1-Sided (A) button is selected (highlighted) by default. When selected you have the choice between Standard or 90° Orientation (B).

Standard Orientation

1-Sided Landscape 1-Sided Portrait

A

B


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90° Orientation

Single-Sided Landscape Single-Sided Portrait

Scenario B – 2-Sided Scanning Within the Scan Settings screen, select duplex scanning by pressing (highlighting) the 2-Sided (A) button, as shown below.

Next, choose the text orientation (B) for your 2-sided originals, either T to T (Top to Top) or T to B (Top to Bottom): 4 [T to T] - As pages in a book read (default setting). 4 [T to B] - As legal documents bound at the top read.

A

C

B


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π File Format: Please refer to Step 3: Scan To Folder, About Scan Settings. π OCR Language1: If the OCR Plug-in is installed, select the desired language

from the drop-down list. For instance, if your original (document) is in Spanish, you must select Spanish from this list in order for OCR to properly render the image.

π OCR Auto Orientation1: If the OCR Plug-in is installed, highlight this button

and OCR will automatically rotate your document to the proper orientation. π Scan Size: If scanning from the platen glass, press the Scan Size button to

display available paper sizes. Auto Detect is the default setting, as shown below. It is possible, however, to manually set paper size and orientation (Portrait or Landscape).


To make a selection, press the desired paper size. To return to the default scan size, i.e., undo any change, press the Reset button. Press the General button to return to the main Scan Settings screen.

1 If the OCR Plug-in is not installed, this field is grayed out.


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π Batch Scan: Press the button if you wish to scan a large multi-page document in batches, and transmit as one file.

Note: If the scanning process has been initiated from the platen glass, subsequent scans must also take place from the platen glass. This also applies if scanning has been initiated from the ADF.

When ready to scan, proceed as follows… a. Place document on platen glass or ADF. b. Press START key on MFD control panel. The first document is scanned.

Display then reads…

Set next original and press START, or press # to finish. c. Place next document on platen glass or in ADF. d. Press START key on MFD control panel. Continue until all documents are

scanned. e. When finished, press # (Enter) key.

n Color Scan – If your MFD supports color scanning, pressing the Color Scan

button (circled below) will capture the document in color, creating a color PDF or JPEG file.

n Reset – To return the Scan Settings screen to default values, simply press

the Reset button (lower right corner of screen).

3. When finished, press another tab, e.g., Email, and verify settings.


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Step 7: Start Scan 1. Press the Start key on device control panel. Display reads: Processing your

documents. Please wait…. The Start key will turn from red to green when the following conditions are met:

• A document is set on the document feeder or platen glass1 • At least one e-mail address, folder, fax number, or all framework properties

has been specified2 • GlobalScan screen indicates selected services, e.g., Scan To Email, Folder,

etc.). When all pages are scanned, control of the MFD’s touch screen is returned so that another function can be performed, for example, the Job Log can be viewed (see next page).

1 If you wish to scan more than one original from the platen glass, wait until the display reads: “Set next

original and press Start or # to finish.” Place next document on the glass and press Start. When finished, press #.

2 If any of the service tabs appear with an asterisk (*), e.g., Email*, the function is required, i.e., must be completed before scanning can take place. If a required function is not performed, the Start button remains red. The Start key must be green in order to initiate a scan.


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Step 8: Review Job Log To confirm that the document was successfully transmitted, or an error has occurred, proceed as follows: 1. Press the Job Log button. Display reads...

2. Press another Service tab, e.g., Email.

Job Log displays the last 100 transactions


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Step 9: Logout 1. To exit GlobalScan, press the Logout button.

2. To return to Copy mode, press Copy key on MFD control panel.


Note: Log out is automatic if the system is idle for 60 seconds (default), i.e., no keys are pressed.


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AAppppeennddiixx


36

IBM Compa t ib le

Appendix A: System Requirements and Specifications GlobalScan Server*: § Microsoft® Windows® 2000 Server with Service Pack 4 with IIS 5.0 installed or Windows® Server 2003,

Standard Edition, with IIS installed and manually enable ASP extension and parent paths; and all necessary security updates and patches installed Note: If Novell authentication or Scan To Novell shared folder is required, and server is running Windows Server 2003, Standard Edition, please refer to the GlobalScan Ver. 2.0 Administrator’s Guide, Appendix H: Novell with Windows Server 2003 for special configuration instructions.

§ MSXML 3.0 (SP5 required) § ADSI 2.5 installed § Internet Explorer 6.0 or IE 6.0 with Service Pack 1 § Intel Pentium class processor (CPU), 1GHz or faster § 1GB RAM or more (Important: If OCR is running on the same server as

GlobalScan, it is recommended that 2 gigabytes of RAM is installed) § 40GB hard drive or larger § 10/100 Mbps network card § TCP/IP network access § Access to Global Address Book via LDAP § E-mail capability through one or more of the following mail systems:

- Lotus Notes 5 / 6.5 (Important: An additional procedure is required in order for GlobalScan to support Lotus Notes 6.5. Please refer to GlobalScan Ver. 2.0 Administrator’s Guide, Appendix G: Lotus Notes 6.5 Support for configuration instructions.

- Microsoft Exchange 5.5, 2000, 2003 - Most SMTP Servers

§ CDO (Collaborative Data Objects) V1.1 (For Microsoft Exchange only, please refer to GlobalScan Ver. 2.0 Administrator’s Guide, Appendix F: CDO.dll Install Procedures)

Compatible Multifunctional Devices:

MFD Type* Engine Speed Memory Black & White 22 – 45 cpm 96MB** Black & White 60 – 105 cpm 256MB Color/B&W 12 – 38 cpm 256MB

* GlobalScan firmware requires GW architecture-supported MFD with VAS installed. ** 96MB is minimal requirement for GlobalScan. 192MB or above is recommended for optimal performance.

192MB is minimal requirement when running an optional GlobalScan Framework, i.e., DMS application. Important: Please refer to the specific MFD model’s Firmware Release Notes for additional information.

Compatible MFDs must be equipped with… n Network Interface Board (NIB) option n Local hard drive n TCP/IP network access

* Note:

- One GlobalScan Server can support up to 250 enabled MFDs. - GlobalScan requires a dedicated server PC. Running other applications on the server may cause

serious problems and service performance is not guaranteed.

Continued…


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Appendix A: System Requirements and Specifications Cont’d

* Note Cont’d:

- VMware / Virtual Server installation(s), e.g., Microsoft Virtual Server 2005 or VMware ESX, GSX, are not supported by GlobalScan.

- For complete GlobalScan Ver. 2.0 functionality, the MFD must have GlobalScan Ver. 2.0 firmware installed.

Protocols Supported / Used: § GlobalScan Server: TCP/IP; HTTP/HTTPS; LDAP/LDAPS1; SMTP/SMTP-AUTH; SNMP; SSL § MFD: TCP/IP; HTTP/HTTPS; SNMP; SSL

Authentication Methods Supported: § LDAP/LDAPS; Windows® NT/2000/2003 Active Directory; Novell

File Formats Supported: § Standard: TIFF (Single and Multi-page); PDF Image; JPEG (Color MFD) § Optional: XLS (Microsoft Excel); RTF (Microsoft Word); PDF Image Plus Text

Products and specifications subject to change without notice.


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AAppppeennddiixx BB:: OOppttiioonnaall PPlluugg--iinnss && FFrraammeewwoorrkk Below is an overview of optional Plug -ins and Framework available for integration with GlobalScan. Whether you are in need of document routing, storage or management of scanned documents, there is a solution to fit your needs and requirements – without changing your current workflow process. Should you need additional information about these GlobalScan options, please contact your sales representative.

Optional GlobalScan Plug-ins

Source Description

The Captaris RightFax Plug-in to GlobalScan provides an easy-to-use, easy-to-manage, reliable fax and e-mail delivery solution that seamlessly integrates with virtually all business applications across an enterprise. The RightFax Plug-in is a cost-effective, speedy, and reliable means to deliver documents. By delivering via fax, e-mail or the Internet companies are able to reduce the use of paper, postage, and time spent manually sending documents. • RightFax network faxing reduces costs, saves time and improves

productivity by enabling users to send and receive faxes directly from their desktop or e-mail application. Employees no longer walk to the fax machines and manually send a fax or wait for delivery to a fax machine.

• RightFax systems integrate with the most popular back-end applications to provide automated, real-time delivery and receipt of high-volume, business-critical documents.

RightFax helps companies reduce costs, improve user productivity and enhance internal and external communications every day. That’s why RightFax is the leading developer in enterprise fax, with over 35,000 installations across the globe and the largest share of the market at 24% (source: IDC). Today, RightFax is installed in more than 80% of the Fortune 500 companies and has won more awards than all our competitors combined.

The Ricoh OCR (File Conversion) Plug-in is available for archive scanning, OCR and PDF file conversion… all for must-keep paper documents. Ricoh’s file conversion software is designed for use with select digital copiers, providing the perfect “front end” for the GlobalScan system. Ricoh OCR File Conversion Plug-in provides several additional functions for users: § PDF Image/Text – Allows scanned documents to be delivered as PDF

text/image files from the GlobalScan Server, which are searchable. § Scan To XLS (Microsoft Excel) § Scan To RTF (Rich Text Format/Microsoft Word)


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Optional Framework* (Document Solutions)

Using the Ricoh MFD, along with GlobalScan Server software and the optional Framework to Documentum, paper-based documents can be easily scanned and delivered to the Documentum Repository. Documentum, an industry-leading Enterprise Content Management (ECM) platform, provides a universal repository capable of storing and managing multiple content types, including documents, scanned images, Web pages, XML, rich media, records, engineering drawings, and much more.

GlobalScan’s Hummingbird Framework is a secure and simple enterprise level document management tool that provides organizations with the power to control information assets. This scalable development platform creates an intuitive environment for the capture of scanned hardcopy, enabling users to better organize and share documents. Content is consolidated in a unified enterprise knowledge base (repository) for easy access and retrieval, eliminating the mounting inefficiencies caused by the inability to manage and locate business-critical documents.

Interwoven WorkSite Framework provides growing companies with a simple way to manage thousands of documents – and multiple versions of documents – over an extended period of time. Interwoven’s WorkSite solution, specifically, helps track and revise content throughout an organization, monitoring physical and electronic space constraints, and maintaining detailed records necessary to achieve regulatory compliance. Through a dynamic link with GlobalScan, Interwoven WorkSite enables enterprise-wide collaboration and access to business information. Additionally, Interwoven WorkSite is the leading software utilized in legal application environments, where reliability, flexibility and accuracy are crucial for every user and client.

FileNET’s Enterprise Content Management (ECM) Framework delivers a comprehensive set of capabilities that integrate with GlobalScan to enable organizations to automate and streamline business processes. As such, GlobalScan and FileNET can solve today’s key record management issues by approaching problems from a different angle – one that relies heavily on integrated content and process management. This approach allows for easy modification and optimization of business processes, enabling companies to address compliance issues as new regulations come into effect.

GlobalScan’s LiveLink Framework is designed to allow users to quickly and easily

introduce important paper-based documents from the MFD into LiveLink for storage and management. LiveLink, from OpenText, provides comprehensive, fully integrated collaboration and knowledge management for the global enterprise. LiveLink includes a complete set of sophisticated services, including access control, version control, compound documents, audit trails, work flows, etc.

Continued…


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Optional Framework* (Document Solutions) Cont’d

The Stellent Framework to GlobalScan allows organizations to maintain growing volumes of information from a wide variety of sources and makes this content accessible across the entire enterprise. Stellent Content Server, the core component of the Stellent Content Management System, is the main repository for the storage and management of enterprise content. This secure and scalable content repository provides Web-based management of all types of digital content. Robust conversion capabilities allow users to contribute files to the Content Server in native formats for automatic conversion to Web-ready formats, including HTML, XML, and PDF. The two technologies, GlobalScan and Stellent, combine to provide a complete end-to-end document management solution.

* GlobalScan Framework provides Application Developers (Independent Software Vendors, Systems Integrators,

Value-added Resellers (with in-house development capabilities) with sample code and resources needed to customize the GlobalScan document workflow to meet their customer’s specific Document/Content Management System requirements. For more information on GlobalScan Framework, please contact your sales representative. Also visit https://developersupport.ricohcorp.com.

Products and specifications subject to change without notice.


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Appendix C: MFD Operation with RightFax Plug-in If the optional RightFax Plug-in is installed, the GlobalScan display will include a Fax Document tab, allowing you to fax directly from the MFD’s control panel. To do so, proceed as follows… 1. Place a document on the ADF, then, if required, log in to GlobalScan. For details,

see Multifunctional Device Operation, Steps 1 and 2.

Important: Proper placement of the document on the ADF is necessary to ensure a successful fax transmission. If the delivery should fail, confirm that the document orientation conforms to your MFD’s requirements. For additional information, please refer to the MFD Release Notes available through your authorized service technician.

2. Press the Fax Document tab, if necessary.

Note: The exact location of the tab will vary based on how the system was configured.

Display reads…

3. Press the Fax Number button. Display reads…


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4. Press the Add button.

Display reads…

5. Enter the Fax Number via the soft keyboard.

Note: • Enter digits by touching corresponding keyboard characters or enter via the MFD’s keypad on the

operation panel. • To erase digits, right to left, press Backspace. To erase an entire entry, press Delete All.

6. Press OK.


To remove an entered fax number, highlight (as shown below) and press the “Remove” button.

7. Repeat 4 - 6 if you wish to enter additional fax numbers, i.e., send the document to multiple recipients, i.e., broadcast.

Pressing “Reset” erases entered data


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If multiple fax numbers are entered, the display includes a “View Selected Data” button.

To review the numbers, press View Selected Data. Display reads, for example…

Press OK to close screen.

8. When finished adding fax numbers, press OK.

Display reads….

9. If you wish to enter a Fax Note or Billing Codes, please continue, otherwise proceed to step 15 to start the scan.

Note: If you wish to combine one or e-mail addresses with this fax transmission, please go to step 14.

After one or more fax numbers are entered, the header reads “Scan To Fax Document”, indicating that scanning can take place, provided no other services are required (as indicated by an asterisk, e.g., Email*).


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10. Press the Fax Note button. Soft keyboard displays…

Display reads…

11. Enter Fax Note, e.g. Price List.

Note: • Enter characters by touching corresponding keyboard characters. • To erase characters, right to left, press Backspace. To erase an entire entry, press Delete All. • To select a single upper case letter or symbol, press the Shift button. To select multiple upper case

letters or symbols, press the Shift Lock button.

12. Press OK.

Display reads…

13. Repeat steps 10 – 12 to enter Billing Code 1 and 2, if applicable.


Press “Reset Form” if you wish to erase all screen entries


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14. If you wish to combine one or more e-mail addresses with a fax transmission (called a mixed broadcast), press the Email tab. For further details, refer to Step 4: Scan To Email.

15. Press the Start key on the MFD control panel and the document will be transmitted

to the designated fax location(s) and, if applicable, e -mail address(es).


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Appendix D: Frequently Asked Questions

Q. What does the GlobalScan Server do? A. The Server acts as a digital document routing system that accepts scanned documents

(from properly equipped multifunctional devices) and creates digital files for electronic transmission over your network as an attached e -mail, fax or file.

Q. What is required to connect a multifunctional device to a GlobalScan Server? A. You need to purchase a NIB (network Interface Board), 64MB additional memory and the

GlobalScan Option. Also see Appendix A: System Requirements and Specifications for additional information.

Q. How many multifunctional devices can a single GlobalScan Server service/ support? A. GlobalScan will support up to 250 enabled MFDs with a single GlobalScan Server installed

within your organization.

Q. Which e-mail systems will GlobalScan support? A. GlobalScan sends e-mail via Lotus Notes, Microsoft Exchange, or via MAPI or most SMTP

servers, with or without authentication. Q. How does GlobalScan communicate with our mail server? A. GlobalScan uses LDAP or LDAPS (secure LDAP) to access all the Global Address Books

that reside on your mail server. Q. What is the advantage of LDAP and LDAPS? A. Since GlobalScan Server is installed on the same network as the Global Address Book,

GlobalScan is able to access stored directory information on your server, using LDAP. This means that the GlobalScan Server does not maintain its own Address Book, resulting in less administrative burden on the system and administrator. LDAPS adds another layer of security by encrypting the exchange of data between the GlobalScan Server and LDAP Directory Server. Note: The Directory Server must also support LDAPS, otherwise address lookup through LDAPS is not supported.

Q. What data exchange format is used? A. XML is the sole data exchange format for all data transfer between the multifunctional

device and GlobalScan Server. Q. Can GlobalScan reduce my overnight delivery costs? A. Yes! GlobalScan can significantly reduce your overnight package delivery expenses by

scanning your documents and sending them in a PDF format at a fraction of the cost. What’s more, the document is delivered to its destination within seconds, not one or more days.


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Q. Are the documents that I send secure? A. Yes, provided HTTPS is used. Each documents scanned to the GlobalScan Server can

be transmitted using SSL (Secure Sockets Layer) and is designed to protect passwords and content from prying eyes.

Q. Does GlobalScan Support Windows® XP? A. At the present time we have not tested GlobalScan with Windows ® XP.

Q. Can I name the document I am scanning? A. Yes. Each time you scan a document you have the ability to name the scanned image. Q. Can I attach a subject to the e -mail? A. Yes. You can type a subject for every e-mail you send. Q. Can I perform text searching on a scanned image? A. Yes. You can search by keyword within any document if you purchase the PDF Image/

Text Option. (See Appendix B for a description of this option, as well as others.)

Q. Can I e-mail a document to someone who is not in my Global or Personal e-mail address book?

A. Yes. This is also called “ad hoc” e-mail address entry, a feature that allows you to manually enter any valid e-mail address.

Q. Can I send a document to several people on a single scan? A. Yes. You can select any number of e-mail users from the touch-screen display of the

multifunctional device and it will be distributed to all the recipients (users/groups) you have entered/selected.

Q. The LCD panel has returned to copy mode. How do I return to scan mode? A. If no action is performed within 60 seconds (default setting), the system screen defaults to

copy mode. If this should occur, simply press the Scanner button again and the display will be restored.

Q. Can I scan a group of originals that are of different sizes, e.g., letter and legal-sizes? A. Yes, from the document feeder. Scanning of different sizes from the platen glass is not

supported. Q. How does the Batch Scan function work? A. Batching allows you to scan a lengthy document in batches, and transmit the document as

one file. You scan the first “batch” of pages, then you are prompted to “Set the next original and press Start.” This process is repeated until all pages have been scanned. If the Batching is a frequently-used function, your GlobalScan Administrator can set the default to “ON,” so there is no need to access the Scan Settings screen, unless you wish to turn the function “OFF.”


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Also note that if the scanning process has been initiated from the platen glass, subsequent scans must also take place from the platen glass*. This also applies if scanning has been initiated from the ADF.

*Note: Scanning of half-letter size paper from the platen glass is not supported. Q. Can I search through the Global Address Book for an e-mail address? A. Yes. You can search using at least two characters of the user’s name. Lotus Notes users,

enter the first two characters of the recipient’s last name. Microsoft Exchange users, enter the first two characters of the recipient’s first name. Note: Actual search criteria will depend on LDAP or LDAPS settings.

Q. Does GlobalScan support color scanning? A. Yes. Using the a color network printer (with scanner option), documents can be scanned in

color and attached as a JPEG or color PDF file to any e -mail. Q. Can a user choose the scan resolution for a document? A. Yes. A default scan resolution (200-, 300- or 400-dpi) is set by the System Administrator,

though a user can reset the resolution via the MFD’s touch screen. The selected resolution is applied to all scans until the user logs out or the MFD times out.

Q. How do I retrieve a document that was created by the GlobalScan Server? A. The scanned document automatically appears as an attachment within your e-mail inbox.

Double-click the file name to open. Q. Are there different ways to view a scanned document? A. Yes. Using DeskTopBinder or any application that can view the document formats TIFF,

JPEG or PDF.

Q. Does GlobalScan integrate with RightFax? A. Yes, Ricoh offers a RightFax Plug-in to GlobalScan. GlobalScan will support RightFax

Client v8.0, v8.5, v8.7 and v9.0; the client must be installed on the GlobalScan Server, then GlobalScan can communicate with the RightFax Server.

Q. Does GlobalScan support OCR (Optical Character Recognition)? A. Yes, GlobalScan, with Ricoh’s optional OCR Plug-in installed, will convert hard copy

document into a variety of popular file formats…

MFD Type File Format Support Monochrome TIFF, PDF, Excel, PDFImageText, PDFText, RTF Color JPEG, PDF, Excel, PDFImageText, PDFText, RTF, TIFF*

*As a black & white image. Q. Does GlobalScan integrate with third party Document/Content Management

Systems? A. Yes, GlobalScan Framework is available to Application Developers that wish to integrate a

custom workflow within GlobalScan, thus enabling users to scan paper-based documents (with unique metadata applied) to a third-party Document/Content Management System,


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such as Documentum, Hummingbird, Interwoven, FileNET, Stellent and Livelink. If you would like additional information about GlobalScan Framework, please contact your sales representative. Also visit https://developersupport.ricohcorp.com.

Q. What is a GlobalScan Framework? A. GlobalScan Framework provides Application Developers (Independent Software Vendors,

System Integrators, Value-added Resellers (with in-house development capabilities) wi th sample code and resources needed to customize GlobalScan to meet their customers’ specific Document/Content Management System requirements. If you would like additional information about GlobalScan Framework, please contact your sales representative. Also visit https://developersupport.ricohcorp.com.

Q. Can the MFD scan double-sided documents to GlobalScan? A. Yes, GlobalScan’s Scan Settings screen enables the user to not only select resolution

(200-, 300- or 400-dpi) and file format, but also original type, i.e., single-sided or double-sided. When scanning double-sided documents the user can also select the text orientation (top-to-top or top-to-bottom) and identify page orientation (standard or 90-degree).

Q. What does the Scan To Me function with in GlobalScan do? A. GlobalScan’s Scan To Me function adds the logon user’s e-mail address to the e-mail

recipient list, so each time he/she logs on, the scanned file is sent to their e -mail inbox, as well as to any other selected addresses.

Q. What does the Scan To Home function within GlobalScan do? A. GlobalScan’s Scan To Home function enables the logon user to select his/her home

directory as a target to deposit scanned documents. If enabled, this option, for example, “Jsmith – Home,” will automatically appear when the Folder List button (on the MFD’s touch screen) is pressed.

Q. What new features does GlobalScan Ver. 2.0 support? A. New features introduced with the launch of GlobalScan Ver. 2.0 include: § Support for up to 250 enabled MFDs § Localization support for five languages (English [UK], French, German, Italian and Spanish) § Displays licensing type information through admin module § Backward compatibility to support GlobalScan Ver. 1.5 and existing Framework § Tab-style navigation via MFD’s touch screen with streamlined login operation § “Project” buttons for customizing workflow based on user requirements § “Clear Form” and “Reset” buttons erase information quickly from MFD touch screen § Add/remove services on a project level (Email, Scan To Folder, etc.) § Support for multiple projects within a profile § Support for multiple authentication methods; one system per project § Establish default scan settings on project level; allowing multiple configurations § Search, display, select and scan to multiple folders/subfolders § Allow user to choose different language for OCR conversion (per job)


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New GlobalScan Ver 2.0 Features Cont’d § Allow user to enable/disable auto orientation for OCR conversion (per job) § Ability to support more than one optional third-party DMS (Framework) per MFD § Login synchronization; single set of credentials provide access to shared services § Support for secure LDAP (LDAPS); sends user credentials using SSL encryption § Support for SMTP–AUTH (authentication); proxy user in admin or logged in user ID § Customize e-mail functionality (enable/disable Cc, Bcc, Reply to) § Create default e-mail body text; appended to each outgoing message § Enter default domain for fast manual address entry § Restrict manual e-mail address entry (LDAP lookup only) § Allow user to save black-and-white image to multiple single-page TIF files § Advanced log and error tracking § Support for failover; two GlobalScan Servers with duplicate configurations § Support for Windows® 2003; Lotus Notes 6.5 Server § Extensive GlobalScan SDK (Software Development Kit) enhancements


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Appendix E: Glossary of Terms Address Book, Global – In a mail system, a list of users with whom you communicate. Adobe PDF - Adobe Portable Document Format (PDF) is the open de facto standard for electronic document distribution worldwide. PDF is a universal file format that preserves all the fonts, formatting, graphics, and color of any source document, regardless of the application and platform used to create it. API (Application Program Interface) – Software that is used to translate the needs of one application to the features of another. Document/Content Management System – A category of software solutions that are designed to make the management of content (documents, XML, images, video, audio and other file types and formats) easier. Also called Enterprise Content Management (ECM), Integrated Document Management and Enterprise Document Management (EDM). E-mail (Electronic Mail) – A service for sending messages over a computer network. Framework – See “Services.” GlobalScan Data Service – This is the data which provides a public data interface for other components, as well as a private data interface for Job Monitor Service. Also see GlobalScan Job Monitor Service. GlobalScan Failover Service – This service manages the synchronization between GlobalScan’s primary and secondary servers. GlobalScan Framework – GlobalScan Framework provide Application Developers (Independent Software Vendors, Systems Integrators, VARs, etc.) with sample code and resources needed to customize GlobalScan to meet their customers’ specific Document/Content Management System requirements. See Appendix B for details. GlobalScan Job Monitor Service – This is the service that provides job monitoring and queuing within GlobalScan. HTTP/HTTPS (Hypertext Transfer Protocol/Secure) – The protocol used by the World Wide Web for sending HTML pages from a server computer to a client computer. LDAP (Lightweight Directory Access Protocol) – A method of accessing directory information stored on a server. It permits an LDAP-enabled client to search for and view user information stored in an LDAP directory. LDAPS (Lightweight Directory Access Protocol – Secure) - GlobalScan Ver. 2.0 supports LDAPS, thus utilizes 128-bit SSL (Secure Sockets Layer) encryption to protect the exchange of data between the GlobalScan Server and LDAP Directory Server. The Directory Server must also support LDAPS, otherwise address lookup through LDAPS is not supported.


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Lotus Notes – A product of IBM, Lotus Notes enables management of many types of information including Dominos, Internet-based e-mail, calendar of appointments, personal contacts and to-dos, as well as Web pages, News Groups and intranet applications. MFD (Multifunctional Device) – A device that integrates two or more functions - copy, scan, print, fax, etc. OCR (Optical Character Recognition) – Enables hard copy documents to be converted to electronic image files that can be edited and searched. Plug-in – See “Services.” Profile – Each MFD is associated with a specific profile, i.e., parameters that define Novell and LDAP settings, e-mail, scan to folder, project, services and scan settings. Though there is only one “Default Profile” for an MFD, that same profile can be applied to multiple MFDs. Once a profile is created, you then configure one or more projects. Project – Within each profile there are one or more projects, or collection of services that are available to users, as viewed from the MFD display. Projects provide multiple ways of grouping services based on the specific needs of a particular group. So each Project button on the MFD addresses unique application requirements. There is no limit on the number of projects per profile; the user simply scrolls through all available Projects buttons from the MFD touch screen. Services – Services in GlobalScan refers to optional Plug-ins and third party Document Management System Framework (FileNET, Hummingbird, Interwoven, Livelink, Stellent, Documentum, etc.) that run on GlobalScan. Consider Plug-ins and Framework as subsets of general GlobalScan services. Plug-ins are services developed and supported by Ricoh. Framework (sold as an SDK Toolkit) are available to Application Developers, allowing third-party customization of GlobalScan to meet unique document management application needs. Framework are supported by the Application Developer. SMTP (Simple Mail Transfer Protocol) – Designed to efficiently and reliably transfer mail across TCP/IP networks, including the Internet. SMTP defines the interaction between mail systems to facilitate the transfer of electronic mail even when the mail systems are on different types of computers or running different operating systems. SMTP is required to send or receive mail over the Internet. SMTP – AUTH – A method of authentication where the user is authenticated against the SMTP server, i.e., must enter a valid user name and password prior to sending e-mail. SSL (Secure Socket Layer) – Software used for communication between a Web browser and the server. SSL encrypts mail communications so they can be read only by the intended recipients. SSL is a protocol that uses “certificates” to authenticate the client and server and uses a public/private key “pair” to encrypt and decrypt communications. All of the major browsers are SSL enabled. VAS – Special firmware required within any MFD running GlobalScan. XML – The sole data exchange format for all data transferred between the multifunctional device and the GlobalScan Server.


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7/05 Rev. 2.0

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